Crowd Safety Basics for Event Organisers in Ghana
Plan capacity, entry and exit, stewarding, medical cover and communication before the event, work with the venue, professional security and the relevant authorities, and know who decides what in an emergency.
Crowd safety starts long before the doors open. Event organisers should plan capacity, entry and exit routes, stewarding, medical cover, communication and emergency procedures in advance, work with the venue, professional security providers and the relevant authorities, and agree clearly who makes decisions in an emergency. This article covers the basics; large or complex events should involve qualified safety professionals.
For festivals, concerts, conferences and public events in Ghana, safe events protect guests and the organiser's reputation.
Know your capacity
Confirm the venue's safe capacity for your layout and do not exceed it. Control ticket and registration numbers accordingly. Plan for how many people will be in each area at peak times.
Plan entry and exit
Most crowd problems happen at entrances and exits. Plan enough entry points, queueing space and staff for peak arrival, and keep emergency exits clear and signposted. See how to plan event registration and check-in.
Use professional security and stewards
Engage professional security providers for larger events and brief them on the layout, programme, risks and procedures. Stewards and volunteers should know where exits, first aid and key contacts are. Do not rely on volunteers for security roles. See how to recruit and manage event volunteers.
Arrange medical cover
Provide first aid or medical services appropriate to the size and nature of the event, with a clear location and a plan for emergencies.
Work with the authorities
Check what notifications, permits and approvals are required for your event and engage the relevant authorities, such as police and fire services, early. Requirements vary with the type, size and location of the event, so confirm them for your situation.
Plan communication
Agree how staff will communicate during the event, how announcements will be made to the crowd and how information will be shared if plans change. Include contacts in the event run sheet.
Prepare for incidents
Agree procedures for medical emergencies, overcrowding, severe weather, power failure and evacuation, and who has authority to pause or stop the event. Brief all key staff.
Consider the whole journey
Traffic, parking and transport after the event affect safety. Plan drop-off zones and departure.
Prepare your public response
If an incident happens, communicate promptly and accurately. See what a crisis communications plan should contain.
Related reading: how to choose a venue for an event in Accra, how brands and events stand out in December in Ghana and our complete guide to event marketing in Ghana.
PR369's Events and Experiences service covers event planning, coordination and delivery, working with venues and specialist providers. Email info@pr369.com with your event and expected attendance. We will begin with a strategy conversation.
