How to create an emergency plan that works

When you’re organising an event, you naturally hope everything will go smoothly. Still, unexpected things can happen – a sudden storm, a power outage, or a medical emergency. That’s why having a solid emergency plan is essential.

It’s your crisis playbook: a clear guide that sets out who does what, when, and how. With a good plan in place, you can act fast, minimize risks, and prevent panic when it matters most.

For many events, an emergency plan isn’t just useful – it’s mandatory. Municipalities often require one as part of the permit process, especially for larger or higher-risk events. It’s also important for your liability coverage under your event insurance: it shows that you’re well prepared and take the safety of visitors, staff, and suppliers seriously.

What should it include?

An emergency plan outlines what to do when something goes wrong – from minor incidents to serious emergencies. The goal is to reduce risks and ensure a quick, coordinated response to keep everyone safe.

The key components are:

1. Scenarios and risks

Map out what could go wrong. Consider situations such as:

• medical emergencies
• fire
• power failure
• extreme weather
• evacuations or crowd panic
• damage to equipment or property

For each scenario, briefly describe the actions to take and who is responsible for carrying them out.

2. Communication

In an emergency, every second counts. Make sure everyone knows who to contact, how, and through which channel. Also plan how you’ll communicate important information to visitors – for example, through a PA system, screens, push notifications via the event app, or social media.

A clear communication plan prevents confusion when the pressure is high.

3. Key contacts and emergency numbers

Create one overview with all essential contacts:

• Emergency services (112, police, fire department, first aid)
• Event organisation and security
• Municipality and venue management
• Insurance (No Risk – available 24/7 for serious incidents)

List names, phone numbers, and the agreed meeting point in case of evacuation. The less people need to search for information, the faster they can act.

How to keep it practical

An emergency plan doesn’t need to be a thick report. In fact, the shorter and clearer it is, the more useful it becomes. The key is that everyone understands it and can use it in practice.

Use fixed columns or a simple table structure, for example:

Tip: Discuss the plan with your team before the event. A short drill or briefing can make a huge difference when something happens.

And remember: an emergency plan is a living document. Update it for every new edition or venue.

When it comes down to it

A strong emergency plan can make the difference between panic and control. At a large music festival, a clear evacuation plan can ensure thousands of visitors leave calmly. At a company event, a quick and well-coordinated response – like switching to backup power during an outage – can keep the program running and prevent chaos.

When your plan is clear, well thought out, and realistic, you’ll see the results in practice: people know what to do, and they act faster and with more confidence.

Peace of mind with No Risk

An emergency plan helps you prepare for anything that might happen during your event. Still, there’s always a degree of uncertainty – from sudden bad weather to equipment damage. That’s where event insurance comes in: it ensures you’re protected, with the right coverage and support when you need it.

No Risk understands the realities of event organisation and helps you manage risks smartly.

Calculate your premium today – and start your next event with complete peace of mind.