The Importance of Testing Event Plans

Introduction

Testing event plans is as critical to safe and successful event delivery as meticulous planning, coordination and execution are.

We develop Event Management Plans every day in here. Many of us working in the event industry do, especially those of us who work on the Event Safety side of things.

Testing ensures that theoretical strategies translate effectively into practical applications, thereby helping to ensure a successful event.

We advise clients to consider testing as an ongoing element of what they do. It shouldn’t be an occasional / one-off thing.

With our clients, we like to be involved as early as possible. This sees many benefits for the client and the event attendees. Doing this, we are able to put these types of testing regimes in place as part of our service.

Below we lay out some of the reasons testing is a critical element of event planning and delivery.

1. Identifying Potential Issues

One of the primary reasons for testing Event Management Plans is to identify potential issues before they arise.

Typically, we make assumptions during the planning phase of our events around various aspects from crowd behaviour to logistical support required and more. When we conduct tests, we can validate or refute these assumptions.

This proactive approach allows the event planning team, partners and stakeholders to identify and address weaknesses or gaps in the planning, ultimately helping ensure that the actual event runs smoothly.

In here, we think of testing as almost the pre-event equivalent of some elements of our Digital Operations systems when events are live. It facilitates us identifying problems and allows us to deal with the at the correct time.

2. Ensuring Safety and Compliance

Safety is paramount in any event. Clearly, that should go without saying.

Testing Emergency Response Plans, evacuation procedures, and Health and Safety protocols helps ensure that all safety measures are practical and effective.

Doing this also ensures compliance with local regulations and industry standards. For instance, a fire drill or a simulation of an emergency scenario can reveal how well the staff and attendees respond and whether the existing measures are adequate.

To illustrate, during our Wild Lights shows in Dublin Zoo, we incorporate twice-nightly (at a minimum) testing of elements of the Emergency Procedures that rely on specific people successfully completing specific tasks. Additionally, results are logged. Corrective actions are taken if needs be.

It’s a key element of us having confidence in our Emergency Procedures.

3. Enhancing Team Preparedness and Coordination

Any event’s success relies heavily on the preparedness and coordination of the team involved. By testing the Event Management Plan, team members can familiarise themselves with their roles and responsibilities.

Doing this fosters better communication and collaboration among different teams, such as Security, Patron Services, Logistics, Site Management etc.

This hands-on experience is invaluable and often highlights areas where additional training or resources may be required.

It’s important to member too that this isn’t just about Event Control Room specialists being tested. The key operational team members out on the ground need to be involved also.

4. Validating Technological Systems

Modern events often rely on various technological systems, from ticketing and registration platforms to audiovisual equipment and security systems.

Testing these systems in advance ensures they function correctly and can handle the demands of the event. Furthermore, it provides an opportunity to troubleshoot and resolve any technical issues that may arise, reducing the risk of disruptions during the actual event.

For instance, we regularly work with Halo Solutions to test their platform, test new features etc. in advance of going live with the system on new projects.

5. Improving Attendee Experience

Ultimately, the goal of any event is to provide a memorable and positive experience for attendees.

Testing Event Management Plans, emergency procedures and more allows the event planning team to step into the shoes of the attendees and identify any potential pain points.

This could include testing the flow of foot traffic, the efficiency of registration processes, or the availability of amenities.

Addressing these issues beforehand enhances the overall attendee experience. The ‘Safety by Design‘ approach that we advise aids in this significantly.

6. Refining Logistics and Operations

Logistical considerations are the backbone of event management.

Testing logistical plans – such as transportation, accommodation, food and beverage services, and vendor coordination, accreditation, access – ensures that all operational aspects are well-organised and efficient.

It helps in fine-tuning schedules, optimising resource allocation, and ensuring that everything runs according to plan.

7. Providing a Benchmark for Success

Testing offers a benchmark for success by setting clear expectations and performance metrics.

Particularly if, as we advise, you have a testing regime that is ongoing and consistent.

It allows the event planning team to measure the effectiveness of their strategies and make data-driven decisions.

Post-testing evaluations provide valuable insights and lessons that can be used to improve future events, creating a cycle of continuous improvement.

Best Practice for Testing Event Management Plans

We advise considering the following best practices in order to maximise the benefits of testing:

Conduct Regular Drills and Simulations: Schedule regular drills and simulations for different scenarios, such as emergency evacuations, technical failures, and crowd management issues.

One of the most fun drills we get involved in is at Dublin Zoo. When they drill animal escapes it’s both (1) fun to observe and (2) even more fun to be involved in. It’s a key element of their operational testing.

Involve All Stakeholders: Engage all relevant stakeholders, including staff, vendors, emergency services, and volunteers, in the testing process.

For things like Tabletops, consider inviting observers too. Not everyone needs to participate, but would some people benefit from seeing the TTX?

Document and Review: Document the outcomes of each test and review them thoroughly to identify areas for improvement.

Implement Feedback: Use feedback from the testing process to make necessary adjustments and enhancements to the event management plan.

There is little to no point doing this and getting feedback but not benefitting.

Stay Updated: Keep abreast of the latest industry standards, technological advancements, and regulatory requirements to ensure that your plans remain current and effective.

Some good ways to do that are to get involved with:

Further, it’s worth considering having a subscription the The Purple Guide. It is updated regularly with new sections added etc.

Conclusion

Testing Event Management Plans and other key documentation is not just a procedural formality but a critical component of successful event planning.

It mitigates risks, ensures safety, enhances team coordination, and ultimately leads to a superior attendee experience.

Testing is one of our core services and one that we undertake on every event on which we work in one guise or another.

By diligently testing and refining these plans, event managers can confidently navigate the complexities of event execution, delivering memorable and seamless events every time.

Testing makes us better at what we do.

We shouldn’t be scared of it.

Embrace it and be better. 👍