The single most essential job of an event planner is to guarantee the safety of every attendee. No matter the venue or type of activity, the number one priority should be complete safety. From massive outdoor gatherings to tiny, indoor corporate celebrations, planners need to focus on minimizing the risk of security threats, environmental hazards, and medical emergencies.
The secret is to be proactive and deal with potential problems before they occur. That means putting reliable security plans into operation ahead of time. The following three strategies serve as a core group of tactics for event planners, techniques they should employ to keep attendees as safe as possible.
Perform a Thorough Risk Assessment
Risk and vulnerability assessments are a necessary first step for organizing a safe gathering. This is particularly relevant for large outdoor events, which tend to feature dozens of hard-to-control variables.
Identify potential problems based on the audience, geographic location, and nature of the gathering. Evaluate the layout of the event space, the possible crowd size, and potential weather hazards. Realize that outdoor gatherings have their own set of challenges, while indoor events tend to be easier to control. Either way, create crowd control plans, set up teams for emergency response, and pay special attention to vulnerable areas.
Create a Detailed & Practical Security Plan
After making a complete assessment, planners need to make a security plan that takes all possible risks into account. That plan should focus on not only clear communication before and during the event but should also address emergencies and routine situations. Attendees, event team members, and staff must know what to do if a threat appears. What should be in a typical plan?
Common elements include making sure only authorized individuals can gain access to certain areas. QR-coded tickets, RFID tags, and special wristbands are part of the arsenal, along with first-aid stations, evacuation routes, emergency exits, and a clearly defined perimeter security zone to keep unauthorized individuals from coming into the event. Likewise, security plans must be fully adaptable to the situation’s potential changes.
Weather is a good example of this principle. If a storm or heavy winds threaten an outdoor gathering, the plan needs to have contingency components that make sure everyone is either evacuated or properly sheltered. Part of that plan includes working with local authorities, event vendors, healthcare teams, and others. Additionally, it’s imperative to anticipate fire hazards, medical emergencies, and lost children.
Train Relevant Staff & Team Members
If security staff members are not fully trained, the greatest plan in the world will be of no use. That’s why it’s wise to make certain that everyone knows not only what to do, but also how to do it. That includes emergency responders, private security workers, volunteers, and others.
When managing security staff members, communication is a major part of the mix. Typically, that involves things like communication apps or two-way radios so that everyone can share information instantly. Doing so is the best way to keep small problems from becoming major security threats. It also makes good sense to hold regular briefings for security team members.
