Anthony Karpanos
Helping mining, construction & venue organisations build safety that works in the field | Founding Director, Soteria 360 | 25+ yrs law enforcement & WHS | Author | Speaker
April 14, 2025
There’s no shortage of gear, procedures, or training drills in safety. But if your comms plan is weak, none of that matters. You can have the best run sheets, risk assessments, and response teams in the country—but if no one’s on the same page when it counts, you’re playing catch-up in real time.
We often talk about crowd control, emergency response, or “command and control” structures. But here’s the part too many event and safety teams skip: Communication isn’t just a system—it’s your first line of defense.
And if your radios, briefing notes, or checklists are the only things doing the talking, you’re already behind. Because here’s the truth:
- Radios don’t fix poor planning.
- Run sheets don’t adapt to sudden changes.
- Briefings mean nothing if no one remembers them under pressure.
Real-time communication is what keeps teams aligned when things shift—because they always do. Gates get crowded early. A performer runs late. Weather turns. A patron collapses.
If your team isn’t confident in how and when to speak up—and who’s listening—then safety decisions get delayed, doubled-up, or missed entirely.
The best safety plans fall apart without the one thing holding them together: clear, confident communication.
Let’s Talk About the Real Cost of a Miscommunication
You don’t need a natural disaster to lose control of an event. Sometimes, it’s as simple as:
- A misheard instruction.
- A missed radio call.
- A security guard guessing what to do next.
That’s all it takes to turn an organised site into a mess. And in high-risk zones like loading docks, backstage tunnels, or crowd pinch points—guesswork can get people hurt.
In my time managing safety across events, from tours to festivals, I’ve seen it over and over: Safety gaps usually don’t start with chaos—they start with silence. Someone didn’t know what was happening. Or they found out too late.
And radios? They’re only as useful as the people using them. If you’re rattling off unclear messages, stepping on other channels, or not waiting for confirmation, you’re creating confusion—not clarity.
Radio discipline matters. Keep messages short, clear, and calm. Confirm instructions. Speak like it’s the most important thing someone’s going to hear that minute—because it might be.
When things get loud and fast, people won’t follow what you meant. They’ll follow what you said.
Make sure it’s the right message, sent the right way, at the right time.
Three Tacticool Rules for Communication That Keeps People Safe
- Pre-brief like you mean it If your pre-event briefing sounds like a checklist read aloud, you’ve lost the room. Make sure every team understands not just what to do—but why it matters. If the fire warden doesn’t know why that exit point is critical, they won’t fight for it when things go south.
- Radios don’t replace real-time leadership Yes, radios are essential. But in the heat of the moment, nothing beats clear, calm voice direction from someone on the ground. That’s what keeps the team moving with confidence—not second-guessing instructions.
- Always close the loop Communication isn’t just talking—it’s confirming. If you say, “clear Gate C,” wait for “Gate C clear” before assuming it’s done. Assumptions get people hurt. Confirmations save lives.
Professional Spotlight
This week, we’re featuring… — Tina Brullo PMP. Tina is not only a great friend of mine but is a dynamic and versatile leader in major events, boasting over 20 years of expertise in orchestrating large-scale, high-profile, and world-class sporting events, with a special focus on the Olympic Games and FIFA World Cups. Renowned for her dependability and fostering trust and loyalty, she inspires teams to exceed expectations and consistently deliver excellence in event management. Her comprehensive experience encompasses every phase of project and event management—from planning and strategy to operations, delivery, and reconciliation. With specialised knowledge in Venue Management, Sport, Technology, Broadcast, Wayfinding, and Signage, Tina’s unique skillset positions her as a valuable asset in both in-house roles and advisory capacities.
One crucial aspect of communication that must never be overlooked, says Tina, is its continuous nature throughout the entire lifespan of an event. This includes the planning and delivery phases, the event day(s) itself, and even extends until the last person leaves the site. We’ve all witnessed how a lack of communication can cause things to go awry. Often, this stems from the very beginning of a project, when individuals work in silos or fail to involve all—or the right—people in discussions. The old saying, “need to know versus nice to know,” often leads to a belief that withholding information equals power.
Such behaviours can ripple through the team, fostering mistrust and even creating disgruntled members. Ineffective communication can ripple down to those on-site during the event, causing confusion and disruptions.
To avoid this, setting the right precedent from the outset is vital. Open, inclusive, and transparent communication lays the foundation for a successful event and a cohesive, trusted team.
On the day of the event or in the days leading up to it, ensure that:
- Meetings and briefings include everyone on the team to keep all members informed and aligned.
- You are fully prepared, with a clear understanding of the messages and information you need to deliver.
- Communications are clear, concise, and brief as there is a lot to accomplish, and lengthy or off-topic meetings can cause teams to lose focus.
- Everyone has understood the instructions, especially when issuing critical directives or working with those new to the role or events industry.
Tacticool Tip of the Week
Don’t just bark orders—build the channel.
If your team only hears from you when something goes wrong, don’t expect them to listen when it really counts. Safety leadership isn’t about having the loudest voice on-site—it’s about being the clearest, calmest, and most consistent.
Ask questions. Check understanding. Create space for feedback. When your crew feels heard, they’ll speak up early—and that’s how you stop problems before they turn into incidents. In fast-moving environments like event bump in or crowd surge response, clarity isn’t optional. It’s life-saving.
Call-to-Action & Next Steps
What’s your approach when it comes to comms on event day? Got a system that’s helped avoid chaos—or a lesson learned the hard way when something got lost in translation?
Share your wins (or war stories) in the comments. Let’s keep the conversation going on how clear, confident communication can be the sharpest tool in your safety kit.
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Connect with me on LinkedIn: www.linkedin.com/in/anthony-karpanos-088692246
Feel free to share this newsletter with friends, colleagues, or fellow event enthusiasts—together, let’s stay prepared, proactive, and of course… Tacticool!