Leading global and emerging companies host events that vary in scale, scope and logistics. Dozens of hours are spent planning, but we find that clients sometimes neglect to prepare for the unlikely event of an accident, incident or threat.

Orrick’s Crisis Management team recommends companies create an on-site Response Team and headquarters for major events. The Crisis Management team helps clients establish guidelines before large-scale events so they are equipped to handle the immediate aftermath of a mass tort situation or accident, limit injuries and loss of life, and limit potential liability and reputational damage.

Before the Event: 5 Ways to Limit Liability Inquiries

1. Focus on Contracts

Review contracts/agreements for all event vendors, collaborators, and the venue to consider factors such as:

• On-site emergency facilities, plans, security, and emergency services provided by vendors
• Connections with local emergency personnel and authorities
• Indemnification clauses
• Any restrictions consistent with local laws

2. Review Insurance Provisions

• Ask to be listed as an additional insured on venue policies and confirm that your own policies include coverage for an incident or accident

3. Assess Security and Emergency Services

• Determine what services the venue provides and liaise with local authorities
• Assign safety captains at the event with adequate training to assist if there is an incident or accident
• Set up communication channels from all on-site security and safety captains to the response team and local authorities

4. Communicate with Attendees

• Share “what to do in an emergency” information with attendees
• Consider having attendees sign releases

5. Refine Your Reputation Management and Communications Strategy

• Are all crisis management plans widely shared within the company, vendors, venue, collaborators, attendees, security, and local authorities?
• When was the last time the company and the venue did simulation drills for human, weather or other incidents and accidents with employees?
• Do you and the venue, vendors, etc. have up-to-date crisis communications playbooks and response plans for employees?

IF AN INCIDENT OR ACCIDENT OCCURS

1. Use the established communication channels and crisis management plans to deploy emergency services and alert the security team

2. Provide real time information with attendees and safety captains

3. Report to local and regulatory authorities as required

4. Respond to media inquiries

5. Communicate with other stakeholders, such as employees and shareholders