Company Summer Outings: Event Management Tips

Picture of Tara Gibson By Tara Gibson

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Company Summer OutingSummer is the best time of the year for outdoor activities, BBQs, and fun in the sun. As the weather heats up many businesses want to celebrate the warm weather with their employees by hosting fun company summer outings and corporate events to boost morale in the hotter months. Event managers are hopeful for clear skies, comfortable temperatures, and no bumps along the way. This isn’t always the case, which is why planning and preparation for sizzling summer activities is extremely important when it comes to employee safety.  

Preparing for Your Company Summer Outing

When planning your company summer outing or event it’s important to keep this in mind: anything can happen. For this reason, preparing for your event should include a comprehensive emergency response plan and an emergency communications plan. After all, the safety of your employees is your biggest concern behind everybody having a great time!

  • Emergency Response Plan
    There are different levels of planning dependent on the summer activity or outing you are hosting. As the event planner, you should understand the types of situations that could arise and how to address them.

    • Beat the Heat
      Summertime weather can be unpredictable. Heat waves can bring extremely high temperatures for extended periods of time, which is why you must be prepared for one when planning a company summer outing. Heat-related illnesses can be very serious. According to National Safety Council, “Heat exhaustion and heat stroke can escalate rapidly, leading to delirium, organ damage and even death. In 2017, 87 people died in the U.S. from exposure to excessive heat.” If your venue is outdoors we recommend having plenty of drinking water available to keep your employees hydrated. Other ways to cool down include swimming or even misting systems.

    • Know Your Evacuation Options
      After you’ve picked your venue you should evaluate the exits and come up with an evacuation route in the case of an emergency. Whether your event is indoors or outdoors, the exit plans should be clear and shared with employees before the event begins. You could also assign staff members to help if an emergency arises to ensure smooth and calm evacuations if needed.

    • Account for Special Circumstances
      If there are employees who have medical requirements, allergies, or a handicap, it’s important to make sure you know how to help if an emergency arises. Make a note of those who may need extra help during an evacuation, for example. Encourage your employees to sign up for free personal safety profile like Smart911 that holds vital medical information only available to first responders when 9-1-1 is called during an emergency.

    • Utilize Technology
      There are many ways to communicate quickly and efficiently with first responders and law enforcement should an emergency arise. If you’re hosting a summer BBQ on premise, the use of your emergency notification platform could be a great help. Some companies also have employee safety apps that contact all necessary security personnel, even 9-1-1, with just the push of a button.
      Read More: Comparing Notification System Tools for Critical Communication
  • Emergency Communication Plan
    Your company summer outing’s emergency communication plan is just as important as your emergency response plan! Not being able to communicate with your employees could be detrimental to their safety. Having a communication plan provides structure on where, when and how information will be communicated to your employees.

    • Contact Management
      When planning your corporate summer event you’ll likely have some type of RSVP list or list of employees who plan on attending. Having their contact information is very important, but if the data is not stored and managed properly, you could run into some problems. If you’re not feeling confident in your current contact database, there are robust platforms that can help collect staff information and any special needs, medical requirements, and more.

    • Communication Technology
      Utilizing your emergency notification platform is a must for your corporate summer event. Being able to reach all event staff and employees if an emergency arises is essential to the safety of your employees. If your company does not have an emergency notification platform in place, it may be time to consider adopting one.

  • Have Fun!
    Summer events are a great opportunity for your employees to relax, celebrate, and have fun! Being prepared for the worst means you’ll be able to sit back and enjoy the day knowing if anything happens, there is a plan to address it.

Related Article: Overcoming 5 Business Communication Challenges

Safety Tips to Share With Employees

Depending on where your event is being hosted, there may be some extra precautions to take when it comes to employee safety. Share the below safety tips with your employees before your company summer outing so they know how to be prepared themselves!

  • Fireworks Safety
    If you’re event has fireworks, be sure to share some safety tips with your employees. Here are some tips from National Safety Council:
    • Anyone using fireworks or standing nearby should wear protective eyewear
    • Never hold lighted fireworks in your hands
    • Never light them indoors
    • Only use them away from people, houses and flammable material
    • Never point or throw fireworks at another person
    • Only light one device at a time and maintain a safe distance after lighting
    • Never ignite devices in a container
    • Do not try to re-light or handle malfunctioning fireworks
    • Soak both spent and unused fireworks in water for a few hours before discarding
    • Keep a bucket of water nearby to fully extinguish fireworks that don't go off or in case of fire
    • Never use illegal fireworks

  • Water Safety
    Your company summer outing may be by the water, at a pool, or be family friendly. If that’s the case, let your employees know of the below water safety tips from National Safety Council:
    • Don't go in the water unless you know how to swim
    • Never swim alone
    • Learn CPR and rescue techniques
    • Make sure the body of water matches your skill level; swimming in a pool is much different than swimming in a lake or river, where more strength is needed to handle currents
    • If you do get caught in a current, don't try to fight it; stay calm and float with it, or swim parallel to the shore until you can swim free
    • Swim in areas supervised by a lifeguard
    • Don't push or jump on others
    • Don't dive in unfamiliar areas
    • Never drink alcohol when swimming; alcohol is involved in about half of all male teen drownings, according to KidsHealth.org

  • Surviving the Heat
    Again, summertime can be extremely hot, which is why knowing what to look for when it comes to heat exhaustion or heat stroke is important. Learn more about both from National Safety Council here.

Celebrate the warmth of summertime with your employees safely!

If you’d like any assistance reviewing your event emergency response plans or communication plans, we’d be happy to help.

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Written by Tara Gibson

Tara is a Marketing Coordinator on the Rave Mobile Safety marketing team. She loves writing about all things K-12 education, and manages the Rave social media channels. When she's not working, she's taking care of her smiley, shoe eating, Instagram-famous fur baby, Enzo!

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