Having a successful event takes a lot of planning and can include concerns you or your client, if running the event for someone else, may not consider. Safety and Security being at the top of that list. In a time of terrorist attacks, natural disasters, and political unrest, event planners have increased needs for safety and security. Whether it is for VIP events, high-profile events, political events, or just medium to large scale event, it’s crucial that security professionals adhere to security protocols. Use these tips to take a proactive approach and ensure your next event is a safe and secure event.
The more sensitive, the more you should consider how everyone enters and exits the event. For high security events, be sure to include detailed instructions in the invitation on how entry to the event will be handled. Let them know if they need to bring the invite with them, if they should RSVP a certain time in advance, if their plus-ones should be put on the official list ahead of time, etc.
It is a good idea to use a hand stamp or bracelet but keep in mind, for black tie and formal events, this will be inappropriate.
There should also be a secondary system in place for allowing event staff and vendors entry. Be sure to communicate entry protocol with them well in advance.
Event Security Budget
Security should never be an afterthought for an event and should be added to the event budget. At the bare minimum you will need security placed at the entrances and exits of the venue. It is a good idea to have some security placed strategically throughout the event as well. The larger the event, the more security you will need.
If more space is needed for the event, you may need to use a room or blocked off area as your security headquarters. You can use this space to monitor your cameras rather easily.
Know The Venue Layout
One of the best tips (and easiest tasks to accomplish) is to know the layout of your venue. All staff should be familiar with the lay of the land and if possible, have a digital event diagram to share with everyone involved. You and your team should know your event space, including all nearby entrances and exits, and nearby surroundings.
Establish a Chain of Command
This may sound like a no brainer, but making it known who is in charge of what and when in an emergency crisis can save precious time. Everyone should be crystal clear about what their roles are and who calls the shots if something goes south. Bad news travels fast so you need to be clear about who has the authority to develop crisis communications.
Medical teams are important during public events and are essential for large capacity events. Depending on the season and the specifics of the event, there could be a risk of heat strokes, food poisoning, allergies, or even heart attacks.
Emergency Plan of Action
When it comes to event safety and security, one of the most important documents is probably the on-site emergency action plan. It’s an essential guide to navigating and preparing for foreseeable risks. It informs event staffers of the appropriate safety protocol and should include, but not limited to, the following:
Emergency evacuation for all guests.
Emergency evacuation plan for all VIP guests.
A contact list of local emergency numbers and a route to the nearest hospital.
How to secure sensitive event products, services, electronics, and displays.
How to lock down the facility.
What to do with suspicious boxes/bags.
Making sure the venue is prepared to control traffic and the drop-off and pick-up areas.
A passcode or password that will be used in the event of specific threats or concerns.
Use these event security tips and take a proactive approach to minimizing risks at your next special event. You’ll drastically increase the likelihood of a successful event just by getting ahead of potential security issues, if a breach or emergency occurs.