🛡️Prioritizing Health & Safety in Event Planning
Lessons from the Meetings & Education Summit
When it comes to hosting successful events, there’s one non-negotiable priority—keeping people safe. At this year’s Meetings & Education Summit, attendees gained valuable, real-world strategies from Acrisure Risk Resource Advisor Matthew Stump on how to plan, manage, and monitor events with health and safety at the forefront.
With over 25 years of experience helping organizations shift from a reactive to a proactive safety culture, Stump delivered a clear message: effective safety planning starts long before the first guest arrives—and it’s a key driver of both event success and attendee trust.
A Three-Phase Approach to Safer Events
The session broke event safety into three manageable phases:
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Laying the Foundation – Match your planning detail to the size and risk level of your event. Identify potential hazards, involve stakeholders early, and develop a proportionate safety plan that addresses real risks without getting lost in unnecessary detail.
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Preparing for the Unexpected – Create detailed, actionable emergency response plans for scenarios like severe weather, equipment failure, or medical emergencies. Establish a “show stop” protocol so your team can rapidly halt and evacuate if necessary.
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Execution & Monitoring – Once the event begins, the focus shifts to real-time management—coordinating teams, monitoring conditions, communicating safety information, and adjusting as needed.
Building a Culture of Safety
Participants walked away with handy checklists and practical planning principles they could immediately implement, including:
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Conducting thorough risk assessments that evaluate severity, likelihood, and acceptable levels of risk.
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Defining clear roles and responsibilities for all staff, vendors, and volunteers before the event.
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Ensuring necessary facilities like first-aid stations, cooling areas, and accessible restrooms are in place.
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Integrating insurance and risk mitigation strategies to protect people, property, and the event itself.
Why It Matters
From major public festivals to intimate member gatherings, events bring people together—and with them, a responsibility to ensure safety at every level. As Stump emphasized, a strong safety plan not only protects attendees but also strengthens your event’s reputation and your organization’s resilience.
This session is a prime example of the actionable, expert-led learning opportunities the Meetings & Education Summit delivers. Attendees left with more than just checklists—they gained the tools, mindset, and confidence to plan and execute events that are not only engaging, but also safe, compliant, and well-prepared for the unexpected.
Did you attend the Meetings & Education Summit? If so, log into msae.org and find session handouts located here.