Once you have completed your Event Risk Assessment and estimated your base set of resources, it is then time to fine tune what your actual needs are going to be. There are some additional considerations that need to be taken into account.
The actual physical layout of a venue will help determine both the mode of response and placement of resources throughout the venue. A venue where occupancy is on a singular plane, such as a ball field or a meadow, will require different resource allocation than a venue that has a vertical occupancy across many, such as arenas and stadiums.
Peak Attendance vs. Overall Attendance
Some events will have fluctuating attendance, such as street fairs and some festivals. This can be especially challenging for the budget conscious organizer (meaning, ALL of them) and as the provider you should be able to reach a compromise on staffing levels at certain periods during the event. Staggering report times and dismissal times in an escalation and de-escalation model as the itinerary of the event dictates can help reduce costs while ensuring that there are enough resources to provide the service.
The environmental conditions play a large role in resource allocation. Events that are outside during extreme temperatures (below 60°F or above 85°F) can result in not only larger call volume, but a greater need for personnel to be provided with breaks and rest periods. In the Emergency Medical Services we are notoriously atrocious for providing these rest periods, the mentality being that personnel can rest in between calls. When rendering Event Medical Services there are often times when providers are posted throughout the venue, exposed to the environmental elements, and are therefore unable to rest.
While breaks/rest period regulations vary state by state, it is a best practice to provide at least a 30-minute rest period for every 4 hours on shift. These breaks/rest periods are often broken into two 15-minute periods Under extreme environmental conditions you may want to increase the number of breaks or extend the period of time. In order to do so, it is imperative to have enough personnel on hand to cover the posts/positions. Consider adding one (1) additional provider for every six (6) providers you have on your base set of resources in order to provide these breaks/rest periods at a regular event, and adding one (1) additional provider for every four (4) providers during extreme weather events.
Average Time On Task
An important data point to understand will be the average Time On Task for transporting ambulances. While in an Emergency Medical Service setting we include the Call Received and Response Time to do so when calculating for Event Medical Services is redundant. The times we need to calculate the average for are:
- Onscene time
- Transport time
- In-Hospital time
- Return From Hospital time
It is important to remember that although an ambulance allocated to an event has cleared the hospital, they are not going to be available for assignment until they are back on the site of the event.