In risk management planning, the top concerns are always the same: fires, protesters, active shooters. Until now, mental health has not been part of the discussion.
The Canadian Event Safety Alliance recently hosted several sessions related to mental health and harm reduction at its annual conference. Topics include Mental Health First Aid and Mental Health and Safety.
ESAC President Janice Sellery said: “Like all businesses, meeting planners should have plans in place to support people, including staff and attendees, who are experiencing mental health issues or experiencing a mental health crisis.”
Meetings can be a catalyst
The combination of unfamiliar surroundings and alcohol (a social necessity at the event) increases the risk for people with mental health problems.
Organizers can take steps to ease attendee stress and any feelings of isolation. “Planners can organize structured social meetings and networking events to foster a sense of belonging,” said Leslie Bennett, partner and human capital innovator at Mental Health Innovation (MHI). “Buddy systems or organized group gatherings can provide attendees with opportunities to connect with others.”
Bennett advocates for WeCARE psychological safety training for conference staff so they can serve as points of contact for each other. “This ensures mental health support is integrated into the event environment.”
Mitsubishi Heavy Industries offers peer support training, where event organizers empower a designated group of people to provide empathetic, non-judgmental support to participants during the event. “These trained companions can be integrated into the event environment as an extension of the registration staff or as volunteers,” she said.
It’s important to promote these support services in emails and other conference communications, such as the conference program or app.
The Shambhala Music Festival held each summer in British Columbia has many features that promote mental health. The Sanctuary is a dedicated space where festival-goers can decompress and receive support from trained professionals. There are also outreach teams wearing purple hoods who provide education on harm reduction and emotional wellness and provide extra help to attendees when needed.
resources available
Kevin Coffey, an expert in travel safety and conference risk reduction, says planning for mental health emergencies should start from the beginning.
“Meeting planners always practice thinking about ‘what if’ scenarios such as a fall or heart attack, but the same scenario should also include discussing whether someone might develop mental health issues.”
Meeting planners should contact their human resources department to find out what resources are available for traveling employees. “Environmental, health and safety (EHS) plans sometimes include a mental health component, and these resources can be used to provide counseling for employees experiencing a crisis and for employees trying to help that person,” Coffey said.
Some business travel insurance also includes mental health support. Travel risk providers such as International SOS often have regulations as well.
Another “what if” scenario involved a family crisis that might occur at home, such as a death in the participant’s family. “It affects them a lot,” he said. “They may be across the country or overseas and need someone to talk to. Meeting planners need to know how to handle this.
need more support
Bennett believes the Meetings Industry Association could do more in this regard, such as developing clear, standardized protocols for mental health awareness, response and support at events and providing training for planners.
The best place to start is during the campaign design phase. “This could involve promoting the creation of quiet spaces, sober social options and ensuring easy access to mental health support,” she said. “In addition, they could support the development of specific guidance to minimize stress and anxiety during large events, something like For harm reduction models for addressing problem drinking.
“These associations can provide leadership by providing resources, setting standards and advocating for mental health at all stages of event planning.”
