This text is part of the Weather Preparedness & Resilience Toolbox developed by the YOUROPE Event Safety (YES) Group within YOUROPE’s 3F project (Future-Fit Festivals). It is aimed at everyone involved in planning, building, and operating open-air events. It helps festivals and other outdoor events become truly weather-ready by offering both practical and research-based resources as well as background information on weather and climate. Learn how to design safer and more weather-resilient outdoor events.

FIRST 30 SECONDS COMMUNICATION KIT

The First 30 Seconds Kit defines pre-approved, channel-specific message templates to be deployed immediately when an incident occurs during live operations.
Its objective is to stabilize behavior, reduce uncertainty, and buy time for assessment and follow-up decisions.

This kit is used only when:

• The event is already live
• A real incident or credible emerging threat exists
• Immediate audience orientation is required before full analysis is complete

Typical triggers include:

• Severe or fast-developing weather
• Technical failure affecting safety
• Medical surge or crowd pressure
• External emergency impacting the site
• Temporary loss of critical infrastructure

The First 30 Seconds Kit a behavior-control instrument, not a narrative.

Core Design Principles

All messages in this kit must comply with the following principles:

1. Action First: The required behavior must be stated before any context.
2. One Action Only: Exactly one verb per message (e.g. move, stay, avoid).
3. Local and Concrete: Name specific locations, never abstract zones.
4. Time-Bound: Always promise the next update time.
5. Redundant by Design: Minimum of two channels simultaneously.
6. Interpretation-Free: No assumptions, no probabilities, no forecasts.

Organisation & Implementation

Message Ownership

• Single message owner per incident
• No parallel wording by departments

Approval Logic

• Messages are pre-approved in structure
• Only fill-in fields are decided live
• No ad-hoc rewriting under stress

Logging Requirement: each activation must be logged with:

• Time of release
• Channels used
• Exact wording
• Responsible person

Deployment Sequence (Operational Standard)

1. Decision Triggered: Incident confirmed by Control Room.
2. Fill-In Fields Completed: One person, one wording.
3. Simultaneous Release: PA + one digital channel minimum.
4. Internal Alignment: Crew briefed immediately after public release.
5. Clock Starts: Countdown to promised next update begins.

Quality Control Checklist (Before Release)

[  ] One action only

[  ] Location is specific and visible

[  ] Next update time included

[  ] Same wording across channels

[  ] Logged and timestamped

Training and Preparedness: Recommended implementation

• Pre-fill templates during planning phase
• Integrate into table-top exercises
• Print as laminated control room cards
• Embed in Show Stop / Pause / Restart procedures

Examples: The Six First-30-Seconds Messages

Each snippet is designed for immediate deployment with fill-in fields only.

Public Address (PA) – Primary Crowd Control

Operational Role: Immediate behavioral alignment of the on-site crowd.

Template (≤15 seconds):

“Attention please. There is a [INCIDENT TYPE] in the area of [LOCATION].
Please [PRIMARY ACTION] now and follow instructions from staff.
Further information in [NEXT UPDATE TIME].”

Fill-in Fields:

• INCIDENT TYPE: plain language (e.g. weather warning, technical issue)
• LOCATION: visible landmark, not a sector code
• PRIMARY ACTION: one verb only
• NEXT UPDATE TIME: absolute or relative

Event App – Push Notification

Operational Role: Silent redundancy and confirmation.

Template: Important Update – Please Act Now
[INCIDENT TYPE] at [LOCATION].
Please [PRIMARY ACTION] immediately.
Next update by [TIME].
Follow staff directions.

Notes:

• No emojis
• No explanations
• Keep sentences short for lock-screen display

SMS / Cell Broadcast

Operational Role: Reach users without app access or with poor connectivity.

Template (≤160 characters):

ALERT: [INCIDENT TYPE] at [LOCATION].
[PRIMARY ACTION] now.
Update at [TIME].

Notes:

• LOCATION must be ultra-short
• TIME may be “+5 min”

Social Media (X / Instagram / Facebook)

Operational Role: External transparency and rumor control.

Template:

⚠️ Live Safety Update: [INCIDENT TYPE] at [EVENT NAME] ([LOCATION]).
Please [PRIMARY ACTION] and follow staff instructions.
Next update at [TIME].

Notes:

• Disable comments if possible
• Pin post until next update

Radio / External Authorities Statement

Operational Role: Align broadcasters, emergency services, and partners.

Template:

“This is an official safety update from [EVENT NAME].
We are managing a [INCIDENT TYPE] at [LOCATION].
Attendees are instructed to [PRIMARY ACTION].
Next update at [TIME].”

Notes:

• Avoid technical jargon
• Do not speculate on causes or duration

Crew & Steward Talk Card (Internal)

Operational Role: Ensure consistent frontline messaging.

Template:

Situation: [INCIDENT TYPE] at [LOCATION]
Tell guests to: [PRIMARY ACTION]
Tone: Calm, firm, repeat key phrase
Next update: [TIME]

Notes:

• Distributed verbally and via radio

Key Rule to Remember

The first 30 seconds are not about being right. They are about being clear, calm, and consistent.