Emergency Action Plan Toolkit and Training Modules

The Denver Office of Special Events (OSE) and Office of Emergency Management (OEM), in partnership with the metro jurisdictions within the North Central All-Hazards Region (NCR), was awarded a FEMA Urban Area Security Initiative (UASI) grant to fund the development of an event emergency action plan (EAP) template and development guide. The goal of these resources is to assist special event organizers in the NCR region with event safety planning, risk assessment, and hazard mitigation associated with public events. After two years of development, a standardized EAP template and guidance resources are complete and ready for use. Event organizers throughout the metro Denver area can access the documents and use in municipalities regionally (refer to each jurisdiction's for guidelines on EAP requirements).

The EAP template and guide are linked below in both English and Spanish in fillable PDF and Word formats. The Word documents can be customized for your organization's and/or event's needs. Also linked are sample emergency action plans for various events in both English and Spanish. 

The following modular training videos were created to walk event organizers through the Emergency Action Plan template and development guide step-by-step to make the planning process easier, more accessible, and less overwhelming by explaining each section in straightforward language with real-world examples.

The pre-recorded training videos can be watched anytime via the City's YouTube channel, allowing organizers the opportunity to listen and watch while actively completing their own EAP, making it a more hands-on and efficient learning experience. The trainings are broken into short, topic-based modules, so organizers can watch only the parts they need or revisit specific sections when updating their plan.

Module 1: Event Contact Information & Details [Sections A & B]

In this short session, we'll walk through Section A, contact information, and Section B event details of the EAP template. These two sections help build a strong foundation for emergency preparedness at your event. By the end of this session, you'll understand the purpose behind each question and how your answers support safer, more coordinated events for everyone involved. 

Module 2: Event Command & Communication [Section C]

During this module, the questions in Section C, Event Command and Communications, will be reviewed. The Event Command and Communications section defines who's in charge during an emergency and how communication will flow between event staff, public safety personnel, event attendees, and others. By the end of this session, you'll understand how to clearly identify leadership roles and ensure timely, accurate communication to keep your events safe and well-coordinated.

Module 3: Weather [Section D]

In this short session, we'll walk through section D, Weather, of the EAP template. Poor weather planning is one of the top contributors to injuries at events and often leads to costly operational disruptions. This section helps you identify how weather conditions could impact your event and outlines the plans in place to monitor, prepare for, and respond to weather related threats. 

Module 4: Health & Medical [Section E]

In this short session, we'll walk through section E, Health and Medical of the EAP template. This section focuses on how to prepare for and respond to health-related issues that may arise during your event, including medical emergencies, public health concerns, and sanitation needs. By the end of this session, you'll understand how to identify health risks, coordinate appropriate medical support, and ensure basic health and safety standards are in place for attendees and staff during this module.

Module 5: Safety & Security [Section F]

In this module, we'll address how to prevent, prepare for, and respond to security threats, disruptive behavior, and other safety-related concerns that may arise during special events. Robust safety planning is critical not only for the protection of attendees and staff, but also for maintaining public confidence. By the end of this session, you'll understand how to identify potential hazards, engage with appropriate partners, and implement operational plans that help ensure a safe and successful event experience for everyone involved.

Module 6: Comprehensive Site Map

In this short session, we will discuss the comprehensive site map portion of your EAP. The purpose of the Comprehensive Site Map module is to guide event organizers in creating a detailed, functional site map that enhances safety, coordination, and overall event efficiency. A comprehensive site map serves as a visual representation of the event layout, helping to eliminate staff confusion, streamline operations, and support effective emergency response.

Communication Templates Module

In this session, communication template tools and resources will be reviewed, including evacuation, shelter-in-place, police activity, medical emergencies, event cancellation, severe weather, and traffic advisories. Each category includes multiple formats such as push notifications, social media posts, voice announcements, and staff notifications. These templates provide a starting point that can be tailored to your specific event and communication needs. Templates are below in both English and Spanish versions.

Communication Templates:

Plan Seminars

Once you and your team have watched the videos and filled out the Emergency Action Plan for your event, organize a Plan Seminar to review all sections of the EAP template. During this time, your event staff can ask questions they may have specifically to each section. Then, discuss next steps for event planning and any scheduled Table-Top Exercises that you may be holding for your completed EAP.

Below is a slide deck and facilitator guide to assist in the Plan Seminar. 

For more information on Tabletop Exercises, check out the Exercise-in-a-Box Tabletop Bundles page