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Community Special Event Planning Checklist

Lancaster County Emergency Management Agency

This Community Special Events Planning Checklist should be submitted by the sponsor that identifies potential emergency conditions at the event site and prescribes the procedures to be followed to minimize risk and prevent loss of life and property.

This document should highlight emergency procedures that are addressed in the very early stages of planning or even the intial discussions, promotions, or sponsorship of such an event. Please consider the scope of the event, the risks to spectators and participants, community impact, and the support required (personnel and logistics).

Please complete this form and submit for review by the Lancaster County Emergency Management Agency. If not previously shared, we will share this with the local emergency management coordinators to ensure that all local stakeholders share a common operating picture of the event.  

If you have any questions, or request planning assistance, please contact our office at 717-664-1200 or email us at: info@lancema.us 
There are 30 questions in this survey.
Event Name
(This question is mandatory)
Event Name
Event Description
Please be as detailed as possible, including historic relevance, purpose of the event, intended audiences, etc.
Event Specific Details
Event Date and Time Start
Event Date and Time End
Estimated Attendance
Please provide an estimated / expected attendance per day of the event. (Numbers only)
Has this event been registered with the local municipality/emergency management coordinator?
Event Location Name
Please list the name of the location your event is being held (e.g Baseball field, Town Hall, Front Lawn, Farm, etc.).
Building Name(s) if applicable
Please identify building names when applicable.
Event Full Address
Please provide Street Address, City, State, and Zip Code
Event Municipality
Please select the municipality where this event is being held.
Event Location(s) Map
Please identify the location of the event on the map. Enter a valid address, or select a point by clicking on the map icon. This provides additional assistance, especially when events are held in fields, farms, and parks.
Click to set the location or drag and drop the pin. You may may also enter coordinates
Event Contact Information
Event Operations Location
Please identify a physical location where the event leadership or command center will be located during the event.
Event Leadership POC #1
Please provide Name, Title (Organization/Department), Mobile Phone Number, and Email
Event Leadership POC #2
Please provide Name, Title (Organization/Department), Mobile Phone Number, and Email
Event Leadership POC #3
Please provide Name, Title (Organization/Department), Mobile Phone Number, and Email
Event Schedule / Flyer Upload
If you already have a schedule of events, please upload it here. 
 Upload file
Event Communication and Warning
Recommended Thresholds for Cancellation or Postponement

While the distances provided are recommendations, all available information will be used to determine the best course of action, and the Unified Command/Local Municipalities will have ultimate authority regardless of the recommendations provided should conditions and best practices dictate alternate courses of action.
  • When lightning is detected within 15 miles of the event site, the event leadership should utilize their emergency notification systems to inform those in attendance that inclement weather, including lightning within 15 miles, and should patrons wish to vacate the event site for safe shelter, they will be allowed to re-enter.
  • When lightning is detected within 10 miles of the event site, the event should be delayed, suspended, or cancelled. The event may be resumed when lightning is no longer within the ten-mile range.
Method(s) of Communication
Please identify how the organization(s) or leadership will communicate during the event. Examples include two-way radios and/or cell phones (phone calls or texting plan). List primary and secondary methods of communications, if applicable.
Weather Monitoring and Early Warning

Weather Definitions

  • Watch: Conditions are favorable for the development of severe weather. Closely monitor the situation in case it gets worse.
  • Warning: Severe weather has actually been observed. Listen closely to instructions provided by weather radios/emergency officials.

Weather Monitoring Sources

List any mechanisms that will be utilized to track and monitor weather conditions.  Please let us know if you need assistance with weather warning communications.

Event Cancellation or Postponement
Identify the individuals that have the authority to cancel or postpone an event and under what circumstances. Please be sure to include who is responsible prior to and during the event.
Prior to the Event
Who will be responsible for monitoring inclement weather and communicating with the event leadership? Any changes that will impact the schedule should be directed through the lead contact of the organization hosting the event. Please provide a POC name, mobile number, and email address.
During the Event
Who will be responsible for monitoring inclement weather and communicating with the event leadership? Upon suspending or cancelling of the event, under municipal official's guidance, the lead contact of the organization will communicate the information to the event leadership personnel. The event leadership personnel should then disseminate information to participants and guests. Please provide a name, mobile phone number and email address.
Emergency Procedures
Emergency Notification
Identify the mechanisms and methods that will be utilized to notify patrons that an emergency condition has occurred. In the event of an emergency condition it may be necessary to evacuate, shelter, or secure a portion or all of the event site/venue. Be sure to identify a primary and secondary method of notification systems.
Evacuation Assembly Areas
Identify an outdoor location in which you would direct patrons to gather after a building evacuation.
Shelter-in-Place Gathering Points
Identify a location inside a building(s) during a Shelter-In-Place/inclement weather event.
Responsibilities / Tasks

In case of an emergency or severe weather event, the following section should identify who in the event leadership team is responsible for which area.  The list below are simply examples of what to think about when enacting this plan. Tasks items should be edited in your submission as needed for your event. 

They may include:
     > Notify the Event Lead of Emergency/Severe Weather
     > Disseminate Pre-scripted Messages for Announcement
     > Ensure Sheltering Locations Are Open (if applicable)
     > Ensure event volunteers/staff are in place to direct guests out of the event site
     > Make PA Announcement to Guests
     > Ensure All Event Activities Have Ceased  

Task List
The list below are simply examples of what to think about when enacting this plan. Tasks items should be edited as needed for your event. 

They may include:
     > Notify the Event Lead of Emergency/Severe Weather
     > Disseminate Pre-scripted Messages for Announcement
     > Ensure Sheltering Locations Are Open (if applicable)
     > Ensure event volunteers/staff are in place to direct guests out of the event site
     > Make PA Announcement to Guests
     > Ensure All Event Activities Have Ceased
Will emergency personnel be on-site for your event?
Security, EMS, Emergency Management, Fire/Rescue, other?
If you expect more than 10,000 attendees per day, have you submitted an Emergency Medical Services (EMS) Special Event Plan?
Please leave blank or select "no answer" if your event is not expected to exceed 10,000 attendees.
Traffic and Parking Considerations
Parking and Traffic Disruptions
Please list any disruptions to regular parking regulations or traffic patterns on campus. Identify access and egress routes and identify a location for event staff and patrons to park.
Pre-Event Briefing
Pre-Event Briefing
Please list bulleted points that need to be reviewed with event staff and/or first responders prior to the start of the event. 
Event Map Upload
If available, please upload a detailed event site map for all municipal officials and event staff (including public safety personnel) to allow for the rapid identification of event-specific facilities and other locations in an emergency.
 Upload file
Submitter Information
Please complete the following sections as the submitter of the Community Special Event Planning Checklist for your event.  This information will be used by Lancaster County Emergency Management Agency to communicate any questions or changes regarding the submitted checklist. The submitted checklist will also be emailed to local emergency management coordinators and first responders concerned.
Submitter Name, Title (Organization/Role), Mobile Phone Number, and Email Address.
 
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