OSCR360 for School Events & Extracurricular Activities Safety

Planning an after-school event is no small undertaking! From homecoming to graduation and every event in between, extracurriculars involve a great deal of preparation to ensure that each participant has fun and stays safe.

The challenges of planning an after-school event

Extracurricular events can effectively build a sense of community and bring people closer together. They can increase family involvement in their children’s lives and bridge the gap between home and school. These events can also provide supervised opportunities to spend time with friends and motivate students to pursue their interests and talents.

With so many potential benefits, after-school and extracurricular events are well-worth the effort of planning. However, these events also come with potential risks.

There are several factors to consider and accommodate for:

Masses of People and Logistics

Depending on the event, there may be a few dozen people…or there may be a few thousand people in attendance. Campus visitors will be unfamiliar with the venue and may need directions. Crowd control involves managing the flow of foot traffic, arranging seating accommodations, and maintaining a time schedule that determines who should be where and when.

Depending on the event, crowds may need to be directed through a secure entrance with bag checks and metal detectors. Audio and visual equipment needs to be set up and tested so that the crowd can actively participate in the event. If food is involved, not only do menus need to be planned and ordered, but a system must be made to efficiently serve it.

Conflicts

Team rivalries. Rowdy crowds. Divisive calls. Sparring friend groups. High school jealousy. Custody disputes. When large groups of people come together, conflict is nearly inevitable, and in some cases, conflict can escalate into a safety concern.

Contingency plans are essential so that any conflict can be addressed as quickly as possible.  Consider utilizing separate seating areas for home and away fans at sporting events. Hire security guards or request law enforcement presence. Think about where security will be posted throughout the venue. Plan evacuation routes. All of this requires effort up front, but advance planning will allow for fewer worries during the event.

Traffic/Parking

Vehicle traffic flow and parking are particularly crucial during major sporting events that draw large crowds. Areas that are off-limits for parking must be clearly marked. Handicap parking must be available. Fire and ambulance lanes must be kept clear. For evening events, parking areas should be well-lit, and a security presence can be helpful. Depending on the event location and time of day, crossing guards or police officers may be necessary to direct traffic. For sporting events, extra security may be necessary for the protection of the home team, away team, coaches, and officials as they walk to and from the locker room and their vehicles.

Safety Equipment

Plan to ensure fast and easy access to emergency safety equipment and supplies, such as AEDs, first aid, trauma kits, naloxone kits, and fire extinguishers. Use signage and physical barriers like cones and gates so that event attendees can easily recognize areas that are off-limits. Use microphones or bullhorns to address large groups. Identify the locations of security cameras at the venue to help monitor the crowd. Consider adding extra security to any area that may be out of sight from the cameras.

Cash Flow

When money is changing hands, like at a ticket office, admissions table, or concessions stand, it is wise to have security measures in place. For smaller events, this may simply mean having two or three people on duty at a time, whereas larger events may warrant security guards or a law enforcement presence. Be sure to determine a secure location in which to store the money during and after the event, as well.

Emergency Plans

Communication is a big piece here, from announcing emergency exit locations as the event commences to posting signage with clear directions to follow during an emergency. Pre-plan escape doors and routes for indoor events and stadiums. Locked gates around the stadium may prevent unwelcome intruders but may also prevent a swift exit during a crisis. Identify light sources that can quickly illuminate dark locations during an emergency, as well as utility shut offs to minimize safety hazards and damage.

OSCR360 for Special School Events & Extracurricular Activities Safety

Schools all over the country are already using the OSCR360 System to plan for school-hour emergencies, but many don’t realize that OSCR360 can be a tremendous asset for their extracurricular event planning, as well.

With OSCR360, schools can document any venue in 360-degrees, indoors or out. This includes auditoriums, swimming pools, hockey arenas, football stadiums, cafeterias, parking lots, and more. OSCR360 can document offsite prom and graduation ceremony locations, as well.

Using the OSCR360 desktop software, schools can virtually walk through event locations, planning and taking notes on safety features, security camera locations, evacuation routes, parking arrangements, guest seating, and more.

OSCR360 event plans can be easily shared with other event stakeholders, such as athletic directors, visiting teams, school administrators, local first responders, private security teams, PTSA planning committees, and event chaperones. Walk these individuals through the timeline of anticipated events, addressing logistics, roles and responsibilities, safety plans, and more. OSCR360 can even be used to virtual train on emergency response during a crisis.

OSCR360 can help plan for School Events & Extracurricular Activities Safety: