Special event emergency planning

Not every planned special event runs as scheduled. Some incidents occur that are beyond our control. To ensure the safety of our visitors, each of us has the responsibility to protect and minimize the effects of an emergency incident at a planned special event.


In a pre-event briefing among managers, ushers, and other staff, review:

Details of the venue, including entrances and exits, number of people attending, and specific information about the audience/attendees.

Clear direction on unacceptable behavior.

Check the weather. If inclement weather is expected, make sure someone is assigned to keep track of it. Decide what the communications structure looks like if there are severe weather or tornado warnings. Also, determine who may need assistance evacuating and who might assist others (adults with children, or the elderly).

Hazardous weather, if expected.

Details on emergency and evacuation plans, and plans to shelter in place.

Details on emergency communications plans (e.g., if a weather alert is issued, who receives and or disseminates that information).

Details on medical plans (if a guest gets sick who responds or where to take the person).


Is the incident at your location? If so, what is the emergency and what type of help do you need? How do you communicate with the event guest?


If the incident is at your location, call UWaterloo Police.

Arrange for a member of the staff to meet the police or ambulance at the main entrance and escort them to the location of the incident.

Remember to:
Stay calm.