Event organizing comes with risks. And it’s not only money or reputation that’s at stake. On top of all that, you have to look into the safety and security of your event.
When an event is poorly managed, guests, staff, and service providers may be harmed or injured which leads to losing customer trust, bad PR, and a nosedive in profit. It is important to accept the general truth that all sorts of accidents and untoward circumstances may happen in any event.
Readiness is crucial to effectively respond, mitigate, or avoid these problems. Here we give you 5 important security practices when planning and conducting your events.
5 Events Security Practices to Follow
1. Do A Security Risk Assessment
You can never have a well-planned event without doing a safety and security risk assessment first. For whatever purpose, size, and nature of the event, this practice is indispensable.
There are several factors which affect the safety and security level of your event that need to be evaluated for safety. These include:
Venue - Is it indoor or outdoor? Are passageways easy to exit in case of emergency? How many people can it accommodate? What if inclement weather or scorching heat occurs?
Food/Refreshments - Are alcoholic drinks available? Is the pantry/kitchen sanitary?
Fire safety - Is there a nearby LPG tank or other fire hazards? Will there be fireworks? Are there enough fire extinguishers? How about sprinklers or smoke detectors?
Crowd Management - How many people will attend? Is there enough people to usher or marshal the guests?
Money handling - Which areas will be the points of transaction? Is the security team enough to patrol for potential risk of theft/robbery?
Exhibitors and Sponsor stalls - Will invited performers, exhibitors, or sponsor brands follow our security and safety procedures?
Conducting a risk assessment will enable you to see potential hazards or risks that may harm or injure guests and staff. It also helps you identify blind spots and craft your contingency plan.
2. Define Key Roles
Part of your planning should be identifying key roles for the event. In terms of safety and security, it helps to have a clear cut understanding of your role as an organizer, the on-site security’s role, and the local authorities, e.g police, fire department, to create a streamlined response when the needs arise.
As an organizer, you carry much of the accountability and responsibility to run a smooth and safe event. Have your team key persons who are in charge of communicating with the security personnel. It is also your duty to outline the services and particular tasks that you want the security to accomplish. The security personnel, on the other hand, takes on the key role of carrying out the plan as faithfully as possible.
3. Screen All the Guests Including Your Staff
You want to make sure that the people getting in and out of your event venue are properly checked and screened. That includes both the guests and the staff, plus the exhibitors, performers and other invited guests. One way of keeping the crooks away is to keep and stick to an updated guest list. You can do this either manually or by using a secure ticketing system like RFID tickets.
4. Keep a Systematic Ticketing Process
A systematic and convenient ticketing process is beneficial to maintain the security of guests and staffs. It is also important for crowd management to prevent overcrowding or stampede. A good practice is to assign a gate entrance to each ticket so guests will not overcrowd one entrance. Another tip is to assign enough personnel to take tickets, frisk or screen guests, and check their baggage.
5. Make the Inside Venue Safe and Clear
While the points mentioned earlier will make the inside venue safe for guests, there are still best practices to follow. One of these is good lighting. The lighting in hallways, passages and doors are often overlooked but this is important to guide foot traffic, spread the crowd evenly in the venue, and prevent accidents. Even during a performance, it helps to make sure that facility lights are open and fire exits are properly lit.
6. Get a Medical Support Team Ready
Lastly, secure a medical support for large-scale events. You’d never know what accident or untoward incident may happen; always keep a medical support supplier at hand. They’ll be the one to respond to food allergies, asthma, heart attacks or even the labor of expectant mother during the event. But for relatively small events, a first-aid team on standby will be enough. Always make sure you have an emergency response ready for a call.
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