How To Create A Special Events Playbook

Jim Luff
Posted on May 3, 2017

To devise a special event master plan, you’ll need a tabbed binder with all relevant information in a single place. The binder should have tabs that allow you to quickly locate important phone numbers, the event contract you are working under, emergency procedures, and event details.

The Communications Tab

This tab should have a list of cell phone numbers for every person assigned to work the event. It should have contact numbers for everyone you might need to talk to, from the client who booked the job to FBOs you may use to pick-up passengers for the event. 

If the event has security, you need to include a number for the security company in case you have any issues. Rather than try to deal with a security guard, it is better to call the office of the security company. This number should be immediately available. If you are using a two-way radio system, you should have your transmit and receive frequencies along with your PL Code so others using radios can program their radios to communicate with your coordinator if needed. Communications is the key to the success of managing a large event, so be prepared to communicate with anyone you need.

The Maps Tab

Have maps of every area you might need. This includes road closure maps, backstage entrance routes, maps of offsite facilities such as FBOs, large hotel properties, airports, and any other place one of your vehicles might end up needing directions for. Having the maps in one place will make it easy for the coordinator to help a driver who gets lost. Make sure to include extra copies you can tear out and give to others if needed.

The Contract Tab

Having a copy of the contract for the particular job can be helpful in case of a discrepancy over how the job is being handled or if the client should ask how much extra they might have to pay for a deviation in the requested service. 

Vehicles & Employees Tab

This important document should contain a list of every employee working the event showing their expected start and end times, their cell phone numbers (even though it is on the communications page), the vehicles or job duties assigned, and a place to check them in or out of their assignments as well as tracking mandatory rest breaks during the event.

The vehicle list should include every vehicle assigned and the passenger capacity, color, and license plate number for each. Having the license number can help others on the property identify your vehicles. The list should be cross-referenced with who is assigned to drive it and the driver’s cell number — again.

Emergency Plans Tab

Emergency evacuation routes should be planned in advance and communicated to each employee working the event. A code should be established that would alert all employees by text or radio. The code could be as simple as “999” to indicate that emergency plans have been implemented.

The Emergency Plan should include at least two different routes out of the facility and a predefined meeting point offsite at least two miles away where drivers can take their passengers to await further instructions. If law enforcement is assigned to work the event, ask if you can have a contact number for the officer in charge of the event. Keep this phone number on the communications page and within the emergency plan page.

Smooth Operations provides a broad range of information focused on new ideas and approaches in management, human resources, customer service, marketing, networking and technology. Have something to share or would like covered? You can reach LCT contributing editor and California operator Jim Luff at [email protected]

Related Topics: communications, emergency preparedness, employee management, Fleet Vehicles, mapping & routing, special events, working with event planners

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