[YOUR PAGEANT NAME] Night-of Emergency Plan

Print this document. Laminate it. Keep a copy backstage, give one to your stage manager, and put a photo of it on your phone. Every volunteer should read it before pageant day.

Last reviewed: [DATE] Event: [YOUR PAGEANT NAME], [EVENT DATE], [VENUE]

Key Contacts

Location References

• Venue evacuation muster point: [SPECIFIC LOCATION]
• AED location: [SPECIFIC LOCATION]
• First-aid kit location: [SPECIFIC LOCATION]
• Backup audio (Bluetooth speaker): [LOCATION]
• Flashlights: [LOCATION]

1. Fire / Evacuation

1. If the alarm sounds, stage manager immediately announces a calm evacuation via microphone: “Please proceed to the nearest exit. This is not a drill. Please stay with your family. Stay calm.”
2. Volunteers direct audience to nearest exits.
3. Contestants, parents, and staff meet at the muster point listed above.
4. Take attendance at the muster point using the sign-in sheet.
5. Do not re-enter the venue until cleared by fire personnel.
6. If evacuation is brief, resume pageant only after venue and all contestants are cleared and calm.

2. Medical Emergency

1. If a contestant, parent, or audience member is injured or becomes ill, call 911 immediately — do not try to assess severity yourself.
2. Designated first-aid lead responds and administers first aid.
3. If it’s a contestant, stage manager pauses the show and the emcee announces a brief intermission.
4. Do not move an injured person unless there’s an immediate safety risk (fire, etc.).
5. Document the incident in writing within 24 hours.

3. AV Failure

1. If microphones cut out, emcee projects vocally and holds the audience until backup mic is in place.
2. If all audio fails, stage manager announces a brief pause while AV is restored.
3. If complete AV failure continues more than 10 minutes, pause the show and brief the audience.
4. Have a “manual script” rehearsed: basic program announcements without AV.

4. Missing Contestant

1. Backstage wrangler silently alerts stage manager.
2. Wrangler checks dressing room, bathroom, lobby — in that order.
3. If contestant is not found within 90 seconds, parents are notified.
4. If still not found within 5 minutes, venue security and staff are notified.
5. Escalate to emergency services only if 10+ minutes with no contact.

5. Weather Delay or Venue Closure

1. Decision to delay or cancel rests with the director alone, in consultation with venue manager.
2. If decision is made more than 4 hours before pageant:
   • Email all registered contestants
   • Post on pageant social media
   • Update the pageant website
3. If decision is made the day of:
   • Text all registered contestants using pre-built distribution list
   • Call contestants who have not responded within 30 minutes
4. Rescheduling policy: [YOUR POLICY]

6. Hostile Audience Member

1. Stage manager discreetly alerts venue security.
2. Security handles removal. Do not engage directly unless there is an immediate safety risk.
3. Continue the show without comment from the stage.
4. Document the incident in writing after the event, including witness names.

Post-Incident Documentation

Every incident above must be documented in writing within 24 hours and filed. Include:

• Date and time
• Who was involved (by role, not identifying minors publicly)
• What happened (factual, not speculative)
• Response taken
• Outcome
• Witnesses present

This plan should be reviewed and updated annually and before every event.

Customize contacts, locations, and venue-specific protocols. Consult venue management during your walkthrough.