Managing large-scale public events presents significant challenges for cities, and for PSAPs, and can become a logistical nightmare without thorough preparation. During my time as a Communications Officer for the State of Utah, we often staffed extra dispatchers for special events to try to tackle this problem. Effective planning, strategizing, and coordination are essential for ensuring a safe and successful event. 

Typically, small-scale planned events require several weeks of coordinating. Large-scale events that impact an entire city require even more time, averaging 12 to 18 months of coordinating. For example, Coachella, the largest music festival in the US, draws an average of 125,000 people per day! Major global events like the Olympics demand several years of preparation, as seen with the Paris 2024 Olympics, which expects 15 million attendees. 

Here are key strategies to ensure efficient and effective emergency management for both small and large-scale planned events:

1. Technology Upgrades and Utilization: Invest in advanced communication technologies and incident management systems well in advance of the event. Cloud-native platforms offer resilience and uninterrupted operations, making them ideal for handling both large-scale events and routine operations. For example, Carbyne’s cloud-native solutions, such as Bridge Desk, provide real-time 9-1-1 call data, geofencing, weather updates, and integrated notification capabilities. These features enhance communication and coordination among agencies during critical situations. Learn more about the benefits of cloud-native solutions here.

2. Increase Staffing Levels: Similar to how the State of Utah and Bountiful agencies I dispatched for, deploy additional call takers and dispatchers to manage increased call volumes during the planned event. Proper staffing is crucial for handling surges in emergency calls and ensuring timely responses.

3. Training and Coordination with Agencies: Work closely with local law enforcement, fire departments, emergency medical services, and other relevant agencies to ensure a coordinated response. Joint training exercises and planning sessions can help prepare all parties for effective collaboration during the event.

4. Event Pre-Planning: Develop comprehensive emergency response plans tailored to the specifics of the event. This includes mapping out potential scenarios, staging areas, assigning roles, and ensuring all participants understand their responsibilities.

5. Public Communication: Educate the public about emergency protocols and safety measures. Use various communication channels to disseminate information and engage with vendors to produce materials that raise public awareness. For example, Carbyne produced a video for the Orleans Parish Communication District during Jazzfest 2023 to help prepare the community. Watch the video here.

6. Real-Time Monitoring: Utilize monitoring and situational awareness tools like Carbyne APEX, an all-in-one platform with features such as AI powered Call Triage,  live audio translation, instant messaging and more. These tools provide critical insights into ongoing activities, enabling rapid response to emerging situations. 

Implementing these strategies is crucial for managing the complexities of small and large-scale events, ensuring safety, and delivering an effective response.