Preparing Your Family with an Emergency Plan at Large Events

Attending concerts, rallies, festivals and other events with your children is a joyful way to make family memories. The huge majority pass off safely, but at any large event, there are potential hazards. Having a family emergency plan is smart and will help protect your loved ones should trouble strike. 

Understanding the Risks of Large Gatherings

Anywhere where large numbers of people congregate, there is some potential risk. Watching the news may make you feel like something terrible often happens at such gatherings, but crowd accidents or incidents may not be any more widespread than they were in the past. A recent study suggests it only feels that way, due to increased reporting in the digital age. 

While major incidents such as extreme weather, mass violence or crowd surges are extremely rare, other small problems — like heatstroke, dehydration or lost children — are more common. A review of EMS calls made in Rhode Island over four and a half years showed significantly higher EMS missions on days when music concerts or public exhibitions were held.  

So, while there is no need to be anxious about enjoying gigs, festivals and the like with your family, it is still wise to plan ahead so everyone knows what to do should anything unexpected happen.

Creating Your Family Emergency Plan

You may already have an emergency preparedness plan at home, covering what to do in the event of a fire, weather disaster or other hazards. Creating a plan for attending a large gathering is a similar process:

1. Know the venue: Look ahead at exactly where you are going. Think about what type of event it is, how busy it is likely to be and what risks you may face. 
2. Establish a designated meeting point: Look at a map of the venue and choose a landmark within it as your primary meeting point should you become separated.
3. Choose a secondary meeting location: Identify a second meeting point outside the venue, in case the first is unavailable. 
4. Share emergency contacts: Make sure every family member with a phone has emergency contact details.
5. Carry written copies: Make copies of emergency contact information on cards and put one in each family member’s purse, wallet, bag or backpack. This will facilitate contact for family members without a phone or in case phones don’t work or are lost.

Teach Your Children the Emergency Plan

To explain the family emergency plan to your kids, consider their ages and personalities. Have a matter-of-fact conversation with them, being careful not to scare them. In an age-appropriate way, teach them what to do if they get separated from you or lost. 

Explain that they should first try to call you, but that if they cannot reach you by phone, they should head to the agreed meeting point and stay there, if they are old enough to do so. If they are too young to find their own way there, teach them to approach staff or law enforcement and say they are lost. 

Explain to kids not to keep moving around looking for you because that will make it harder for you to find them. Gently remind them about stranger danger, ensuring they know how to identify someone they can safely ask for help. End the discussion in an upbeat way, talking about how much you are looking forward to going to the event with them.

Staying Safe On the Day

Before you set out, dress young children in bright, recognizable clothing to make it easier for you to spot them from a distance. Take a fun photo of each child in their outfit. It’s a lovely reminder of your day, but you’ll also be able to use that photo to help staff find and identify a child if they do get lost. 

Pack plenty of water and snacks to take with you, especially in hot weather. Regular hydration helps prevent headaches and dizziness, and it will also keep your energy levels up. Apply sunscreen to yourself and your family, and pack more if the event is outdoors. Take cash for payments in case electronic systems go down, plus a portable phone charger. 

Consider using GPS trackers, especially if your children are very young. Attach a small tracker to their clothing or backpack, or install an app on their phone if they have one. A smartwatch with communication features and GPS tracking can be a smart choice for older kids.

Before you leave home or while traveling, review your emergency preparedness plan once more with all family members, so that it is fresh in everyone’s mind.

Once at the venue:

• Use a buddy system: Pair up one adult with one child where possible. You probably intend to stay together as a group, but having one-on-one responsibility for just one child each makes it easier for the adults to watch all of the kids safely. 
• Stay in touch: Communicate across your family group throughout the event, especially if the crowd is moving. 
• Listen carefully: Pay attention to any announcements and follow staff instructions.
• Be vigilant: If someone nearby seems to be acting suspiciously, trust your instincts, move away and alert staff as quickly as possible once you feel safe.

Responding to Common Emergencies

If something goes wrong, stay calm. Your emergency plan, together with staff assistance if required, will handle most common emergencies at a festival, concert or large event. 

Lost Children

As soon as you realize that a child isn’t where they should be, inform the nearest staff member or security guard, who can initiate the event’s lost child protocols. Try not to panic. After informing staff, search the immediate area and ask other attendees if they have seen your child.

Ideally, send one adult to the designated family meeting point you selected, while at least one of you remains where the child was last seen. Split the care of any remaining children between you and reassure them that their sibling will be found soon.

Minor Injuries

In crowded environments, people sometimes get bumps, bruises, twisted ankles or even fractures. Every large event has plentiful, well-trained first-aid personnel, so don’t hesitate to ask for help when you need it. 

Keep an eye on children when you get home in case what seemed to be a minor injury turns out to need further attention. Key clues include unusual swelling or unexpected discoloration beyond normal bruising. Head injuries, however minor, should always be checked out.

Heat Exhaustion and Heatstroke

Learn the signs of heat exhaustion and watch for them, especially in very young children or those with chronic illness, who are more vulnerable. They may have:

• Cool, clammy skin
• Profuse sweating
• Nausea or vomiting
• Dizziness or fainting

To treat heat exhaustion, move the individual to a cooler area, give them water and apply cool cloths to the body. Monitor them carefully, as heat exhaustion can lead to heatstroke — a medical emergency. If vomiting continues, the person becomes confused or does not appear to be improving rapidly, get help immediately. 

Enjoy Your Event With the Help of a Plan

Emergencies are uncommon, and you will most likely have a wonderful day. However, thinking ahead is smart and having a family emergency plan in place will give you peace of mind so you can relax with your loved ones and make some memories together.