How to Train Staff for Emergency Response at Events

Event emergencies, as everyone knows, come unannounced and can escalate in seconds. That is why training staff for emergency response at events is critical to keeping people safe and operations under control. With proper training, staff understand their roles, follow established protocols, and take the necessary actions to keep attendees safe and prevent incidents from becoming crises. 

In this blog post, we break down what emergency response training is, why it matters, and how to train staff for emergency response at events.

What Is Emergency Response Training?

Emergency response training is a structured program that prepares staff, crew, and volunteers to recognize risks and respond calmly, quickly, and correctly during an incident. It typically covers emergencies like fires, medical emergencies, extreme weather, crowd control issues, lost persons, equipment failures, and security threats.

Why Emergency Response Training Is Essential for Events

In recent years, with unpredictable emergencies from health crises to natural disasters, effective emergency response training has proven invaluable. Here are five particular reasons why it’s essential for events.

1. Speeds Up Response Times

Notice how the security team jumps into action the moment a fire alarm goes off? That’s not luck, it’s training. Training makes it clear who does what, so everyone can focus and handle their tasks while multiple things happen at the same time. Drills and simulations build instinctive reactions, so in a real emergency, they act almost automatically. Training also teaches teams how to share critical information quickly and clearly, cutting confusion and delays.

2. Reduces Liability and Compliance Risks

Here is the harsh truth: event teams are not sued simply because emergencies happen; they are sued because they were not prepared for them. Failing to train staff, follow emergency protocols, or manage evacuations can lead to negligence, premises liability, and wrongful death claims, with OSHA standards, fire codes, and industry best practices often used as evidence.

3. Enables Operational Continuity

When an emergency forces a pause, trained staff turn potential chaos into control. Equipped with the knowledge and skills gained from training, they can manage crowds, safeguard equipment, and coordinate with vendors and stakeholders more effectively, thereby minimizing disruptions. Consequently, the event can restart swiftly, maintaining safety, continuity, and the audience experience.

4. Builds Trust and Confidence

Knowing that the event team has undergone proper emergency response training and can act calmly, follow clear protocols, and manage incidents effectively reassures everyone that safety is taken seriously and that the event is in capable hands.

5. Maintains Safety of Attendees, Vendors, and Other Stakeholders

In case you missed it, studies show that up to 59% of injury-related casualties could have been prevented if first aid had been given before emergency medical services arrived. This is just one of many statistics that highlight how emergency response training saves lives. In events, the same principle applies. When event staff are trained to handle medical emergencies, injuries, crowd surges, fires, or security threats, they can act immediately to protect attendees, vendors, and other stakeholders, preventing incidents from escalating and maintaining a safe environment for everyone.

How to Train Staff for Emergency Response at Events

Effective emergency response training is not planned overnight. It takes careful planning to ensure all risks, roles, and real event scenarios are properly covered. Keep reading to discover best practices on how to run emergency response training for events that deliver real results.

1. Create an Event-Specific Emergency Action Plan

Emergency response can vary by event. For instance, an open-air event may need to focus on weather exposure and crowd control, while an indoor venue may prioritize fire risks and evacuation routes. Create an event-specific emergency action plan by primarily identifying and assessing the risks unique to your event. Consider the venue layout and size, crowd size, weather, activities, equipment, and possible security or medical hazards. These insights determine the appropriate emergency response procedures, resources, and staff roles your plan must include.

For a step-by-step breakdown on assessing risks at your event, here’s a 6-step guide to building your event risk assessment.

2. Use Practical and Scenario-Based Training

According to a report, active learning improves student outcomes by getting them actively involved in the material. Your event staff can also benefit from the same approach. By actively participating in emergency response drills, simulations, and hands-on exercises, event staff can practice moving and acting physically, helping them understand procedures more thoroughly and effortlessly.

Identify the specific emergencies your staff should be prepared for based on the risks at your event. Then design scenario-based exercises that reflect these situations. Include clear objectives, step-by-step procedures, and opportunities for staff to practice decision-making, communication, and teamwork in realistic conditions.

3. Tailor Training to Roles

Not all staff need the same level of training. Frontline staff, ushers, and security may require more detailed instruction, while volunteers can focus on reporting incidents and guiding attendees. Before training takes place, take a close look at every role in your event and assign the appropriate emergency response training. Conduct training accordingly and ask for feedback and suggestions if possible. By tailoring training to specific roles, you not only clarify each team member’s safety responsibilities but also save time and training resources.

4. Establish Clear Communication Protocols

Communication protocols in emergencies define how information is shared among all event staff and key stakeholders. Clear protocols make sure everyone knows who to contact, how to report incidents, and what details to provide during an emergency. This prevents confusion, speeds up response times, and enables staff to coordinate seamlessly

To establish communication protocols for emergency response, start by mapping out all key roles, from frontline staff and security to volunteers and event managers, and define who reports to whom for each type of incident. Choose the communication tools your team will use, such as radios, messaging apps, or PA systems, and ensure everyone knows how to operate them. Create predefined messages, escalation procedures, and check-in routines so staff can act quickly and consistently. Finally, practice these protocols in drills and scenario-based exercises, refining them as needed.

For more guidance on keeping your event team connected during a crisis, check out these 10 essential crisis communication tips for event managers.

5. Provide Regular Refreshers

In events, procedures evolve, venues change, and staff turnover is common. Hence, providing regular emergency response refreshers is essential. Through this ongoing training, staff stay up to date on protocols, practice handling different scenarios, and maintain the confidence and skills needed to respond quickly and effectively.

Schedule recurring emergency response training sessions throughout the year. Update the training content to reflect changes in procedures, venue layouts, or staff roles. Don't forget to track attendance and performance to ensure every team member stays prepared and confident in their emergency response skills.

Maximize Your Event Emergency Response Training With StaffConnect

Streamline and maximize emergency training for your event team with StaffConnect. StaffConnect is an all-in-one event management app that combines communication, scheduling, and task management in one intuitive platform, making it simple to deliver consistent training and real-time updates. Features like live chat and a communications hub help foster clear, effective communication among your team, which is essential for developing and executing emergency response plans. Beyond communication, StaffConnect also streamlines event operations with features like GPS check-in and out, a centralized database, calendar integration, a custom mobile app, push notifications, SMS, multi-currency payment, and more. Book your free demo today for all the details!