CHAPTER 5-COMMUNICATION PROCESS

ORGANIZING EVENT (OBM310)

Faculty of Business & Management
UiTM Cawangan Kedah

CHAPTER 5

Communication
Process

Madam Norafiza binti Mohd Hardi

LEARNING OUTCOMES

On completion of this course, the students will be able to:
• Understand the communication process at the
event.
• Understand the medical and Emergency Services.
• Understand on-site medical services.
• Identify the maintenance for equipment/ facilities
needed.

COMMUNICATION AT THE EVENT

DO YOU KNOW THAT
COMMUNICATION IS
CRITICAL WHEN PLANNING

AN EVENT?

If there is an emergency or someone needs a hand - make sure
that you have a suitable method of communication in place so
that the team can keep in touch. Everybody should be aware of
who is in charge, who is providing information and instructions
and by what means these will be given (radio, mobile phone, in
person etc.).

It’s a video time

https://www.youtube.com/watch?v=qnsBOIs1aJM

COMMUNICATION CHANNEL

Communication channels may include: Please consider
how information
 Publicity material and tickets could be conveyed
 Local media, especially local radio to sensory-impaired
 Route-marking individuals!
 Signs
 Notices, information displays
 Screens
 Face to face contact
 Emergency public announcements
 PA systems

MEDICAL AND EMERGENCY
SERVICES

MEDICAL AND EMERGENCY

⦿There is always possibility of crisis or
emergency no matter how well designed,
planned and implemented the event program
or event site

⦿Must always consider the possibility of medical
incident, fire or disorderly (dangerous)
conduct among audience.

◼Unsafe conditions
◼ Ill-advised
◼Illegal activities

MEDICAL SERVICES

⦿ Many public events – audience equal to or
greater than of a small municipality in a single
location
Reasonable to assume there will be incident of injuries
◼ or illness

◼ (Figure 6-12, Silvers: pg. 196)

⦿ Must establish procedures and provisions to deal
with the incidents.
◼ Large or small
Secure the on-site medical services appropriate for the type,
◼ scope, and audience demographics of events.

◼ No matter how minor or severe the illness/injury, it can be
extremely severe to the person experiencing it.

Early in planning process to determine procedures
and provisions in dealing with illness/injuries.

◼ Identifying distance to the nearest hospitals, medical
center etc.

◼ Directions to nearest hospitals, medical center etc.
◼ Response times of ambulances to event site

Should liaison with

◼ Venue officials
◼ Sponsoring host/organization
◼ Local health authorities or ambulance services

For large/public events – notify hospitals, medical
centers in writing of the event information.

Sample of emergency procedures.

Source: https://www.freelancer.com/contest/emergency-evacuation-procedure-217275?w=f&ngsw-bypass=

Sample of emergency evacuation plan.

Source: https://www.indiamart.com/proddetail/emergency-evacuation-procedures-22566548955.html

Pre-event communications with event’s audience and
participants may include:

◼ Advisories on weather conditions
◼ Environmental conditions (terrain, flora, and fauna)
◼ Suggestions as to suitable clothing
◼ Promotion for responsible drinking
◼ Information about level of and procedures for on-site

medical care

On-site communication –

⚫ Location(s) of facilities
⚫ Advice on health care on signage and printed materials
⚫ Public announcement scripts of where to go for on-site

medical attention.

◼ Sports event

Collect specific medical information from members/
participants

Provide specific medical personnel or facilities.

LEVEL OF SERVICES

⦿Level of on-site and off-site medical care is
determined by:

◼ Size
◼ Demographics
◼Expected behaviors of event population
◼Specific health risks associated with the event

activities and site

⦿Check who have training in first aid, CPR and
Heimlich maneuver and make certain a fully
stocked first aid kit.

⦿Get advice from local public safety/health

◼for requirements for the event, based on its unique
characteristics.

⦿On-site first-aid post, station, room or tent

◼Accessible within 5 minutes
◼ Visible
◼ Well lit
◼With direction signage
◼As quiet as possible (location)
◼Sheltered from elements and provide patient privacy

and personal dignity
◼Should have place for injured person to lie down
◼How to transport the injured/ill

Stretcher, golf cart or four-wheel drive

EMERGENCY RESPONSE

⦿Emergency is any condition endangering, or
thought to be endangering, life or property
requiring urgent response.

⦿First 30 minutes of a situation are the most
dangerous

◼Critical that appropriate emergency response
agency is contacted and arrives at the scene

⦿Disasters – prepare for this possibility

◼Natural, technological or human-made
◼Can involve mass casualties/losses

Level of Care Scope of Medical Care Medical Personnel

First Aid Kit Antiseptics, bandages and sterile gauze, Staff – with CPR and Heimlich
bee sting kits, cotton-tipped swabs etc. maneuver training.
Trained first aiders –- roving or
Basic First Aid Equipment or devices for managing posted
infection exposure, airways, spinal
immobilization, fracture immobilization, Trained first aiders –roving or
shock and bleeding control posted
Registered nurse with a physician
Basic Life Support Basic First Aid plus intravenous therapy on call
and oxygen. May include on-site
ambulance(s) Registered nurse with a physician
on call.
Advanced Life Emergency medical treatment beyond Emergency medical technician
Support Basic Life Support, including early (EMT)
management of severe trauma. May
include on-site ambulance(s) Paramedic – medical technician
who has received extensive
training in advanced lift support
and emergency medicine.

On-site or Mobile Specialized, self-contained vehicle that Physician
Hospital can provide clinical environment that
enables a physician to provide definitive
treatment, including full monitoring and
ventilations.

Natural Human-Made Technological

• Earthquake • Biological • Fires (arson) • Equipment failure
spill/release
• Extreme Winds • Gang/crowd • Fires (electrical)
violence
• Flash Flood • Bomb • Gas leaks
threats/bombin
• Landslide/Avala g • Kidnapping/ • Mechanical failure
nche Chemical spills hostang • Power outage
• Civil or military • taking • Utility failure --
• Lightning • disturbance • Mass food other
• Crowd • poisoning
Rain Deluge • riot/panic Sabotage
• Structural
Severe • failure
Weather

Wildfires

Potential Emergencies and Disasters
(Figure 6-14, Silvers: page 199)

Emergency response agencies provide:

◼ Law enforcement
◼ Rescue
◼ Fire suppression
◼ Emergency medical care
◼ Disaster assistance
◼ Special operations
◼ Other forms of hazard control

Emergency response include:

◼ Public
◼ Governmental
◼ Private
◼ For-profit
◼ Not-for-profit
◼ Industrial
◼ Military organizations

Establish the protocols for

◼identification of an emergency
◼notification of the appropriate emergency

response agencies.

Prepare list of agencies to contact

◼ Police
◼Ambulance service
◼Fire department
◼Hospital/medical facility
◼Search and rescue service
◼State emergency service
◼Security personnel
◼Transportation authority

Source: https://www.mypma.org.my/downloads/events/er-cm-training-1116/emergency-response-r2.pdf



EMERGENCY SITE ACCESS AND EGRESS

1. Access and egress for responding services
and their equipment
Identification of the specific location of the
2. emergency within the site.

3. Fire officials recommend creation of grid
map of site.
Provide special areas of access within site
4. plan

5. Areas for emergency response vehicles and
equipment
6. Helicopter pad (for aero-medical response)

7. Work with law enforcement or fire officials –
establish emergency response site requirements

◼ Access routes
◼ Designated perimeter roads/streets
◼ Designated parking areas
◼ Separate routes for responding services
◼ Audience evacuation and casualty removal.

Emergency response personnel stationed on-site
(rescue divers, fire personnel etc.)

PREPARE FOR THE WORST AND
PRACTICE YOUR PLAN

⦿ Injuries and death still happen at the safest event
sites and smallest celebration.

⦿ Think everything through to the worst possible
conclusion

⦿ Must seek out officials and authorities that can
provide the right direction

⦿ Make the plans and Practice your plans

Source: https://www.ahla.ca/resources/human-resources/health-safety/emergency-response-planning/

TARGET COMPETENCY REVIEW

⦿Every event has vulnerabilities that must be
considered and controlled

◼Provide safe, secure and healthy for those involved in
the events

⦿Type and scope of hazards vary according:

◼Size and nature of event
◼Its site
◼Its activities
◼Those in attendance

⦿Pro event coordinator – strong commitment to
safety

◼Infused throughout the event team and suppliers

⦿ Emergency response – minor or major must be
considered into planning

◼ Site

◼ Budget

◼ Operations

⦿ Coordination and cooperation with emergency
response agencies is critical – prepare for the
worst

SUMMARY

• Effective communication is the most vital component of any
emergency response.

• Efficient communication can help mitigate loss of life and keep
responders safe.

• Emergency situations can arise at any time and in any
place. Whether it is a large-scale natural or weather-related disaster,
fire, acts of violence, terrorism or pandemic, accident, illness, or
death.

• An event organizer has no greater responsibility than ensuring the
health and safety of their attendees.

• When an emergency situation occurs, you may have only moments
to respond, and the actions taken can have a significant impact on
the event as well as the organization.

• Having a right set of plans in place that can help you act swiftly to
mitigate that impact is critical.

State whether TRUE (T) of FALSE (F).

No Question T/F

1. Accident refers to any condition endangering, or thought to be endangering, life or
property requiring urgent response.

2. Injuries and death will not happen at the safest event sites and in any smallest
celebration.

3. Events with high risks might need a physician to be stationed at the on-site or mobile
hospital to provide definitive treatment.

4. The action that need to be taken in the event of an accumulation of rubbish or fire risk
would be discuss with the stewards and guides after the event.

5. Only certain event has vulnerabilities that must be considered and controlled

6. Basic First Aid must have antiseptics, bandages and sterile gauze, bee sting kits, cotton-
tipped swabs etc.

You may answer the questions via the link or just scan the QR code and get your marks immediately
after submission : https://forms.gle/ipCF2zUaxvurhvzS8