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How to make an emergency action plan

This is an excerpt from Managing Sport Facilities 5th Edition With HKPropel Access by Gil B. Fried & Matthew Kastel.

Security Planning

Security management cannot be successfully implemented without proper planning. Facility managers need to critically examine the risks they anticipate, as well as those they think can never happen, and then provide a secure environment in which the event can go forward. Planning focuses on identifying the various risks and types of incidents that are most likely to occur and that can cause the greatest harm to the facility. Examining the most likely risks is a key issue. It is impossible to address every single possible risk. A facility manager should focus on likely and foreseeable concerns that can produce the greatest amount of harm rather than focusing on the most unlikely risks, such as a comet hitting the facility. Because there are so many potential risks, it is important for the facility manager to develop a comprehensive list to help identify them. (See Emergency Action Plan Checklist for a sample security and crowd management checklist.) Planning strategies that provide a more secure environment include the following:

• Provide additional security.
• Provide refresher training courses (e.g., handling bomb threats, fire response, response procedures, baggage inspection).
• Check all employees to make sure they are in the proper location.
• Coordinate with all appropriate government agencies.
• Work with facility users to make sure that plans are in place and everyone knows who is responsible for what security issues.
• Distribute keys appropriately to those who need access to critical areas.
• Require ushers to watch the crowd rather than the game or event.
• Require all security officials to wear appropriate identification markings such as badges or coats.
• Track people who are photographing the facility or wandering around in a possibly inappropriate manner.
• Develop internal communication through meetings, newsletters, and memos addressing security protocols and procedures.
• Check the emergency response manual to ensure that it is accurate and up to date.
• Conduct on-site mock drills to test response time and accuracy.

The key to safety preparedness is to have a plan in place to deal with any contingency that may arise. For example, various lists (from emergency phone numbers to asset lists) could be available to all pertinent officials, including insurance representatives. Contingency planning and business continuity planning refer to the need for plans to be developed and followed by all employees when a disaster occurs.

The first step in properly managing inappropriate conduct entails developing, communicating, and enforcing written guidelines that set forth specific prohibited behaviors and the measures that can be taken when someone engages in these behaviors. Additional concerns that the security guidelines should address include creating proper seating arrangements, screening for potential projectiles, reducing alcohol consumption, informing people about the possible repercussions of illegal acts, and increasing police and security presence in and around sport facilities.

More Excerpts From Managing Sport Facilities 5th Edition With HKPropel Access

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