When something goes wrong at your fundraising event (and something always goes wrong) it is best to have a plan in place and be prepared to respond decisively. Most mishaps at galas are minor, and require a small response. But if a true emergency does occur, it is best to be prepared. In a life-or-death situation, every second counts.
Designate a Single Point Person
Make sure one person on your event team is the go-to person in the event of an emergency. Tell volunteers and other staff to let this person know if there is an emergency. Have this person in a visible, accessible place throughout the event so they can be found if need be.
Have a Plan in Place
Equip your Emergency Response Person with a plan, and make sure they have the tools to carry it out. Make sure they have the direct line for local emergency response professionals readily at hand, and that they have adequate cell phone coverage to make the call. It doesn’t have to be a complicated plan, and can be as simple as: “If someone is choking on their food, call 911 immediately.”
If you are doing your event in a hotel ballroom or professional event space, find out who their emergency response team is and how to reach them. For example, the Palace Hotel in downtown San Francisco has a medical response team on duty 24/7, and respond immediately to emergencies in their ballroom – but only if someone lets them know.
Do Not Panic
Stay calm, keep your crowd calm, freaking out will only make the situation worse.
Act Quickly
Do not hope the situation will resolve itself and do not worry about the optics of what this will look like for your event or organization. If it is a life-or-death situation, every second counts. It is better to over-respond decisively than to fatally under-respond.
Give People Suffering an Emergency Some Space
If someone is experiencing an emergency at your event, do your best to give them space and privacy. Call as little attention as necessary to the emergency. Direct the audience’s attention elsewhere, and encourage the crowd to focus away from the emergency.
Be Prepared to Adapt
Depending on the severity of the emergency, you may have to radically change the course of your event. Engage your crowd honestly, and with respect, and they will help you achieve the most positive outcome possible.
