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Critical Communication for Effective Event Management 

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If you’re in the business of event management, then you’ll know how crucial on-the-ground communication is during a public event.

Even a small event will require two-way communication, and mobile phones aren’t always the answer. If you’re in a rural area, then sometimes, this isn’t an option due to poor signal coverage.

The two critical factors for good event management communication are equipment and a central control point to coordinate information and responses, especially in an emergency.

An accident or incident is the litmus test of how effective your communication channels are, and this is not the time to find any defects. Prepare by establishing a system for critical communication for effective event management.

Alternatives to Mobile Phones

A public address system or PA is the standard form of event communication with the public. For stewards and event marshals, two-way radios offer reliable connection over a wide area, especially where there is no digital coverage.

Walkie-talkies provide a reliable form of communication for event workers. It’s easy to allocate different channels for specific areas of the event or staff groups.

Radios are easier and quicker to use than mobile phones. They avoid the requirement to log numerous mobile numbers into each phone’s memory, which is very time-consuming.

Some events will use specific terms or language to ensure information is understandable to everyone using these channels. If you’re going to write an event vocabulary, everyone needs to understand it.

Site managers should test radios on-site before the event and train staff on how to use them.

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Besides internal communications, it’s crucial to have reliable communication channels with emergency services. Consider investing in the best radio scanner UK so that if a public service announcement goes out, you can do your part to protect attendees from imminent danger.

Establish Central Control

Any event, even something small, should have a central control point. It’s essential for public safety for large outdoor occasions like festivals, fairs and concerts.

As an organiser, you are responsible for managing health and safety risks to both visitors and your staff. There is lots of guidance and helpful information from the Health and Safety Executive (HSE) about how to do this.

The control should be permanently staffed by a clear leader who is the principal decision-maker. Also, create a transparent chain of command, so there is always a point of contact for staff.

Good Signage

Clear signs are an essential element of your communication strategy. They help the flow of visitors and aid staff in finding areas they may not be familiar with navigating.

Signage needs to be visible, with precise information. Good signage will reduce the number of enquiries made to staff, freeing them up for other duties.

Final Thoughts

Event management is a booming sector in the UK, and if you grow and train your staff, they could be hired out to other organisations and add a lucrative stream to your income. With these protocols, you can create a well-trained staff equipped with the proper technology and knowledge to handle critical communication at any event.

 

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