We explored in a previous article how readiness software for major events can be used more widely. Well, let's take a step back and see what a major event readiness workflow actually looks like. It will become clear that it can actually be approached very simply and integrated into your event or venue's operations to the relevant scale.
Before a large event, the organisers will conduct a readiness programme. This readiness programme consists of readiness exercises, or activities, which vary from simple table-top discussions, often along with local authority and health & safety stakeholders, to a range of large-scale test events involving thousands of people. Let's unpack that process.
Firstly, the organisers will acknowledge and list capabilities - these are the things which need to be tested for their readiness, and vary from pieces of equipment, to policies and procedures, to roles performed by individuals. These should be assigned to individuals, departments, venues and more, as appropriate.
Then, the organisers plan a list of activities at which these capabilities will be tested, being assigned venues, dates and any further information to filter and report by in the future. These activities can be grouped by type, such as simulation, table-top, walkthrough or test event.
Next, the organisers combine the above into a fully planned programme, by mapping which capabilities will be tested at which activities. Not every capability needs to be tested every time; some might be venue or zone-specific, some might be minor and only require one check at a final test event.
Then you are ready for the activities to begin. You'll run the activities, and rate each capability at each activity on a sliding scale according to its readiness. At WeTrack, we use a scale of Failed, Pending Actions, and Passed.
At the same time as rating your capabilities, you capture any lessons learned and any required actions such that your capability will pass when it is next tested. These lessons and actions can be associated to a particular capability at a particular activity, or to a capability as it exists at every relevant activity.
The event is ready when all these capabilities are tested successfully, or for those that cannot be passed, some other form of safeguard is in place.
The bottom line: a readiness system is as complicated as your event or venue's operations, but essential for operations of any scale. If you have equipment, processes or roles that need to be readied for action, then you need to be carrying out some sort of readiness programme.
If you'd like to hear about how you can formalise your readiness testing with WeTrack's readiness software, learn more here.