Lessons from quake-hit Bangkok: How to keep events safe

Event planners share what to look out in real time when emergencies happen.

April 1, 2025 The recent 7.7-magnitude earthquake in Myanmar, which affected neighbouring Thailand, has underscored the importance of safety and crisis preparedness in event planning.

It has also reignited discussions about how well event organisers are trained to handle large-scale emergencies as they unfold in real time, especially as events ground to a halt and evacuations may be needed.

Crisis leadership: Calm, clear, and decisive

According to Max Boontawee Jantasuwan, founder and CEO of Bangkok-based ETA Group, event planners must be more than just crisis-ready – they need to be crisis-aware.

Basic emergency response, crowd psychology, and scenario planning should be part of planners’ professional toolkits, according to Jantasuwan. “When a crisis unfolds in real time, you need to lead with clarity, communicate with confidence and act with precision. It’s about keeping people safe and operations moving as smoothly as possible.”

Jantasuwan emphasises that while event planners don’t need to be security experts, they must know how to lead when things don’t go as planned.

“Crisis management during a live event isn’t just about reacting; it’s about staying calm, thinking clearly and executing a plan under pressure. The best organisers are prepared long before anything goes wrong. That means having a solid risk framework, clear escalation protocols and trusted decision-makers on site.”

Brett Han, managing director of iCube Events, which has hosted multiple events in Thailand, agrees. “Managing large crowds requires meticulous planning and coordination. There must be pre-event mapping of entry and exit points, emergency evacuation routes, and designated crowd distribution areas,” he explains.

Event organisers should have clear emergency response plans tailored to potential crisis situations, which must include emergency signages, evacuation routes, assembly points, emergency contact information and defined roles for all team members.

Communication: Swap WhatsApp for walkie-talkies

One of the biggest takeaways from the recent evacuations in Bangkok is the importance of reliable communication. While many teams rely on messaging apps, Han stresses that these are not always the best tools in an emergency.

“During conferences, it’s highly recommended that all event staff members are equipped with walkie-talkies, as this is the fastest way to communicate with the entire team simultaneously,” says Han. “This method is much more efficient than relying on messaging platforms like WhatsApp, ensuring that any emergency news or instructions can be delivered immediately, with the project lead giving clear guidance.”

Han adds that managing large crowds at venues requires meticulous planning and coordination - there must be pre-event planning to map out entry and exit points, emergency evacuation routes and crowd distribution areas. It’s vital to have security checkpoints to establish clear bag checks and controlled access points to prevent congestion.

“Create buffer zones for smooth transitions between sections and deploy trained personnel at key points to direct foot traffic, manage bottlenecks and provide assistance,” he says.

Jantasuwan also stresses the importance of leveraging the infrastructure of major venues. “They’re built for scale, but that doesn’t mean we can take anything for granted,” he says. “Site visits, scenario run-throughs, sound evacuation plan, and clear roles for every stakeholder are non-negotiable. Crowd safety also relies on communication. People feel safer when they’re well-informed, so signage, announcements, and trained staff on the floor make a huge difference.”

First aid, emergency alerts, and coordination

Another critical point when a crisis unfolds in real time is to familiarise yourself with the availability of first-aid kits, and ensure event personnel are trained in basic first aid and CPR. Having staff with these skills on-site ensures that medical attention can be provided immediately in case of an emergency.

For added peace of mind, find out what local resources are available. Han highlights how Thailand’s Public Disaster Alert System issues warnings via SMS, social media, TV, and radio.

“In Bangkok, the National Disaster Warning Center (NDWC) coordinates alerts for natural disasters, fires, and security threats,” he says. “The Thai Meteorological Department also provides real-time updates on weather-related risks. Additionally, Bangkok has a Smart Traffic & CCTV Network, helping authorities manage large-scale events effectively.

For added safety, event organisers should register with local authorities to receive relevant alerts and coordinate response plans and monitor the situation when the event goes live.”

Source: meetings-convnentions-asia.com