Training modules/Keeping events safe/slides/event-organizing-team

Before the event: Event organizing team

• Designate responsible parties who will handle an issue, should it arise. Who is the designated first responder? Who accepts reports? Who adjudicates them? Who handles the in-person situations like removing someone from the event? Are there enough team members available who are able to address a wide range of issues? This is one of the key tasks in preparation for an event, and preparation in advance can make a big difference to the way a situation is ultimately handled.
  • Set up an emergency response team that will be responsible for handling safety incidents and concerns in advance of the event. Ideally, these team members should be tasked solely with emergency-related responsibilities.
  • Ensure the emergency response team is staffed sufficiently. This helps to avoid conflicts of interest (for example, if a team member is reported themselves).
  • If possible, assign the emergency response team in groups of at least two team members: one person to handle the incident, and one person to assume the key responsibilities of the main handler towards the event and the attendees.
  • Ensure diversity on the emergency response team. In small scale events, where there are too few organizers to form teams, the emergency response team should consist of at least two individuals from different backgrounds (whether cultural, ethnic, or simply different schools of thought). This will help ensure there are sufficiently diverse report-takers if a concerned party feels uncomfortable contacting one with their concern.
  • Assign tasks/responsibilities to designated parties. Whether in the form of an emergency response team or not, each person should know what they are supposed to do if an issue arises.
  • Establish a chain of command. Ensure everyone is clear on what to do, under what circumstances, and who they should notify.
  • Decide on an escalation protocol. Think about a quick reporting method for outreach to more members of the event organizing team or venue security. Consider using mobiles phones with hands-free headsets, and code words for communication in public areas to ensure privacy and prevent panic among participants.
• Advertise the emergency response team to the rest of the event organizing team. There should be a well-publicized way to contact them in case of a safety threat. Awareness of the reporting structure is essential in successful handling of issues.
• Ensure visibility of the emergency response team and event organizing team members. This can make handling of an issue faster and save affected individuals from added frustration. Options for this include different-colored t-shirts (than other attendees), special badges indicating team assignment, different prints on a unified color t-shirt, or different hats. If different color coding is used, ensure that colors are friendly to visually impaired participants.
• Get adequate training. Being ready to react quickly and appropriately is crucial. The event organizing team should ensure that the designated emergency response team members receive sufficient training in advance so that they are better prepared. It may be a good idea to hold a refresher session on the day of the event, and with brief reminders of processes and key information. Though focused on online interactions, the Training Module for handling online harassment has good materials on working with harassment victims and handling reports that apply to in-person issues as well. Psychological First Aid is also a good online course to consider.
• Assess venue security needs. Prior to booking the venue:
  • If the venue does not have designated security, it may useful for the event organizing team to perform a risk assessment to determine if additional security service should be considered and outsourced for the duration of the event.
  • If the venue already offers security, discuss with the event coordinator on the venue's side to ensure that the space and policies match the needs of the event.
• Prepare important information so it is readily available to organizers and to attendees during the event. This can be a variety of information, such as details on the venue's security, escape routes, police contacts, and hotlines. The Wikimedia Foundation friendly space policy may contain more information on what specifically to share.
• Plan event/room use layout (for instance, a quiet room or washroom assignment to ensure gender inclusion). Make sure there a safe space with reasonable sound insulation that can be used for the harassment target to regain composure. There, they can calm down, and feel comfortable sharing important details of the incident they experienced.
• Review sign up list for prospective participants who are not permitted to attend the event. Keeping an eye on the registration list can lead to early action, and avoid difficulties arising at a later stage. More details can be found under the event ban policy and relevant processes.
• Request agreement to behavior standards and policies (Friendly Space policies, Code of Conduct or equivalent policies in local projects) during the registration process. This can act as a reminder of the standards that participants are expected to adhere to.
  • It may also be helpful to have printed safety material that includes a copy of the Friendly Space policies applicable to the event. This can be handed out to the attendees as they receive their event information pack or badge.
• Notify in writing, and with at least two people CC'd, any prospective attendee who is refused registration and participation to the event.

All the above can be considered for larger scale events. If you are holding a smaller event, some of the above steps may be neither applicable nor possible. Make a reasonable effort to have practical processes in place should a harassment incident occur; you can only do what you have the capacity for.