The tornado warning came fast. Conference participants were spread across a large hotel and a convention center across the street. We were between sessions, preparing for a celebration event, when hundreds of middle- and high-school-aged young leaders—many experiencing a tornado threat for the first time—looked to us for guidance. Without hesitation, I coordinated with hotel security, and together we swiftly and calmly shepherded all participants into interior ballrooms. Meanwhile, our team at the convention center sheltered in place, pausing rehearsals.

When the threat passed, we issued the all-clear, and—right on cue—the celebration began, full of energy and joy. The storm had tested us, but our preparation ensured that nothing, not even a tornado, could dampen the spirit of the event.

Thanks to the emergency plan, we managed the situation expertly and avoided panic and injuries. All because we knew what to do, how to communicate, and, most importantly, how to keep attendees safe.

Creating an emergency plan should be a top priority as you plan your next event. Here are some tips to get started:

• Connect with the Venue’s Security Team
  Hotels and venues typically have security protocols in place and should be a key resource when creating your emergency plan. Work with security staff to understand emergency procedures and identify key contacts. Include this information in your emergency checklist.
• Create an Emergency Checklist
  An emergency checklist consolidates essential information—including protocols, key contacts, and nearby hospital locations—into one easily accessible document. It should be organized by scenario and formatted for quick reference. The venue’s staff should collaborate on the checklist to ensure accuracy and comprehensiveness. Share the checklist with your event staff and keep it in an easily accessible place.
• Plan for Various Scenarios
  Emergencies come in many forms, such as medical incidents, fires, severe weather, evacuations, active shooter situations, power outages, or suspicious packages. Work with your team to outline response plans for a wide range of potential scenarios.
• Develop a Communication Plan
  Effective communication is critical during an emergency. Decide how your team will communicate internally and with attendees. Will you use a group text channel or designate a single point of contact to liaise with venue staff? For attendee updates, consider using your event app or other messaging tools to ensure timely information delivery.

Incorporating an emergency plan into your event preparations is essential for managing the unexpected. By collaborating with the venue’s security team, creating a comprehensive checklist, planning for various scenarios, and establishing clear communication channels, you can ensure the safety and confidence of your attendees.