What to Do in an Emergency: 5 Must-Do’s to Keep You, Your Team, and Participants Safe During a Corporate Event

Evacuation after fire alarms went off during a corporate event in Phoenix, Ar.

Stay Calm, Stay Prepared

Emergencies are the last thing anyone wants to deal with during an event, but preparation and quick action are key to ensuring the safety of everyone involved. From creating a solid plan to building strong partnerships, here are five must-do steps to handle emergencies effectively.

1. Have an Emergency Plan in Place

Before the event even begins, develop a detailed emergency response plan. This should cover everything from fire evacuations to medical emergencies and weather-related issues. Ensure your team is briefed on the plan, and conduct a quick walk-through of emergency exits and procedures with onsite staff.

Lesson: Preparation is your best defense. A well-thought-out plan ensures your team knows exactly what to do when seconds count.

2. Build a Strong Relationship with Onsite Security

Whether it’s a venue’s security team or hired personnel, having a good working relationship with them is crucial. Introduce yourself early, share your event schedule, and clarify roles in case of an emergency. Onsite security is often your first line of support during incidents, so clear communication is essential.

Lesson: Treat security as part of your extended team—they’re there to help keep everyone safe.

3. Collect Food Allergy and Medical Information in Advance

For events with catering, always ask attendees about food allergies or dietary restrictions during registration. Share this information with your catering team and keep a printed list on hand. Additionally, consider having basic first-aid supplies and identifying nearby medical facilities.

Lesson: A proactive approach to health-related needs can prevent emergencies and show attendees that their safety is a priority.

4. Communicate Clearly During Emergencies

In the event of an emergency, clear and calm communication is vital. Use your event app, microphone, or pre-determined signals to direct attendees. Ensure your team knows who’s responsible for providing updates and guiding people to safety.

Lesson: People look to leaders during crises. Clear instructions reduce confusion and keep everyone focused on the next steps.

5. Debrief and Learn After the Event

Once the situation is resolved, conduct a debrief with your team and venue staff to identify what went well and where improvements are needed. Document these lessons to strengthen future emergency plans.

Lesson: Emergencies are learning opportunities. Use the experience to improve your preparedness for the next event.

Final Thoughts

Emergencies can be intimidating, but with preparation, teamwork, and strong communication, you can ensure everyone’s safety while minimizing disruptions.

As Epictetus wisely said, “Difficulties are things that show a person what they are.” By planning ahead and staying composed, you can handle any challenge with confidence and professionalism.