Temporary venues, such as food festivals, pop-up stores and event spaces, offer unique opportunities to surprise customers and attract visitors. But what happens when the unexpected strikes? A short circuit, complete power outage or other emergency can happen just like that, and the difference between panic and professionalism lies in preparation. In this article we help you be prepared for emergency scenarios in temporary locations. You will learn how to identify potential risks, create effective strategies and maintain composure and control in challenging situations.
Why preparing for emergencies is important
Temporary sites present specific challenges. Often these sites are less well-equipped than permanent sites, and systems, such as power, water and security, must be installed temporarily. In addition, temporary venues often operate under great time pressure and deal with large crowds. This makes a good emergency plan somewhat important.
A good emergency plan not only increases the safety of your visitors and employees, but also protects your brand image. Nothing can damage your reputation faster than social media posts about chaotic situations that could easily have been avoided.
Scenario 1: Short circuit at a food festival
What is happening?
The highlight of a food festival. Food trucks are running at full speed and visitors are enjoying the cozy atmosphere. Suddenly one of the generators starts smoking, and within seconds much of the grounds are without power.
What can you do?
- Stay calm, communicate clearly
Inform visitors directly via public address systems and your event app. Keep them informed without causing panic.
- Create an emergency power option
Have additional power suppliers or generators available. A supplier such as [Company X], for example, can provide additional capacity within a short time.
- Engage a safety inspection
Have an initial check by technicians on site. If the situation cannot be resolved immediately, you may decide to close part of the site temporarily.
- Offer visitors compensation
Consider providing vouchers or free refreshments, should the fallout have affected the experience considerably.
Preventive tips
- Have electrical installations double-checked by certified technicians.
- Provide a risk analysis that looks specifically at power consumption and potential overloads.
Scenario 2: Power failure at a pop-up store
What is happening?
It’s shopping afternoon, and your pop-up store attracts a steady stream of customers. In the middle of a busy period, suddenly the power goes out due to a problem in the neighborhood. The pinter terminals, the lights and even the air conditioning no longer work.
What can you do?
- Switch to a (mobile) emergency solution
Provide power banks or wireless pinter terminals. Contactless payments with QR codes can be a convenient backup to continue transactions.
- Communicate with customers immediately
Apologize and let people know what is going on. Provide updates on when you expect the situation to be resolved.
- Manage crowds responsibly
If the problem persists for an extended period of time, it may be a good idea to temporarily restrict access. This prevents chaos and creates a safer environment.
- Work with the site manager
If the store is located in a larger building or shopping center, ensure prompt coordination with the owner or technical team.
Preventive tips
- Consider a battery system for important functions such as lighting.
- Train staff how to handle this type of situation and provide a script for communication.
What can you do to be prepared?
The above scenarios are just a few examples of what can go wrong at temporary sites. Below are practical steps to be better prepared for potential emergencies:
1. Conduct a comprehensive risk analysis
Start early to identify potential risks. Consider technical issues, weather conditions (for outdoor locations) and emergency routes.
2. Establish an emergency plan
It sounds simple, but a detailed emergency plan can be life-saving. In it, describe who is responsible for what action and how visitors will be informed.
3. Provide scalable emergency solutions
Small solutions such as portable batteries or backup accessories can make a big difference. For larger sites, it is important to plan for redundant systems such as backup generators.
4. Train your team
Your emergency plan only makes sense if everyone knows what his/her role is. Organize simulations and discuss possible worst-case scenarios.
5. Work with reliable suppliers
Suppliers who are flexible and reliable can make a difference in no time. Build a network of parties who can scale up with you in times of crisis.
6. Communication is king
Whether with visitors, staff, or external parties – communicate directly and clearly to build trust.
Be prepared, and protect your brand
Emergency scenarios in temporary locations are challenging but manageable. The key? Ensure extensive preparation, accurate communication and clear protocols. That way, you not only create a safe environment, but you also show that your organization exudes professionalism and control, which can only benefit your brand. Want more strategic advice on emergency response plans or are you looking for professional support for a specific event? Contact us, we would be happy to help.
