Sunday Session - The Importance of Event Security and Safety Measures

This isn't the hot topic we all want to talk about but as an event or meeting planner, one of the most important concerns you should have is ensuring the safety and security of your guests. Unfortunately, many planners don't give enough attention to this aspect of their events until something goes wrong. Event security and safety measures are more than just keeping your guests safe from potential danger. They’re critical for putting your guests at ease and protecting your organization from potential liability. This is why it's essential to make security measures a priority when planning your next event.

Reduce Risk of Unauthorized Entry

One of the most critical aspects of event security is making sure that only authorized people can get into the event. You can achieve this by issuing personalized admission tickets that identify the guests and distinguish them from counterfeiters. You can also use technologies like barcodes, RFID wristbands, or mobile tickets for speedy check-ins. In addition to that, you can place appropriate personnel to monitor the entrance and enforce strict bag and body searches if needed.

Set Up Proper Emergency Preparedness

You never know when an emergency situation may arise. Therefore, you must have a team that's trained to handle various emergencies. Make sure your staff knows how to identify and respond to any security threat like fire or bomb scares, and ensure there are protocols in place for evacuations or sheltering in place. Ensure the event space has identified the first aid personnel and have a fully stocked first aid kit available.

Pro-Tip:Stratum always has a medical kit on every event site and all of our technicians are first aid/CPR certified. We want to ensure that we care and serve guests at every level of their need.

Implement Appropriate Security Measures

Besides having trained security personnel on-site, additional security protocols should be implemented. These measures may include video surveillance, access control systems, and screening equipment such as metal detectors or X-Ray machines. Ensuring we maintain a watchful eye on high-risk areas, such as backstage areas and loading zones, to prevent unauthorized access.

Risk Assessment and Contingency Planning

Before your event, identify any potential threats that your event may face. It's worth considering hiring a professional security consultant for complete risk assessment. This action will allow you to understand the weak points of your event and implement mitigation plans. The contingency measures you'll develop will depend on the type of event, location, and demographic profile of your guests.

Emergency Notifications and Response

In case of an emergency, the critical aspect is communication. Have a designated emergency contact number, give your staff first responders' number or another necessary phone number so that they can contact them quickly. Provide your guests with information about the event code-green, yellow, and red - and how they should react with each.

Ensuring the security and safety of your guests is essential to the success of any event. It's vital to have detailed security and emergency plans in place to prevent any potential risk. By incorporating these tips into your security and emergency planning, you can significantly reduce potential security risks and provide a safer environment for your guests. After all, the last thing you want is for an unfortunate incident to occur on your watch. Take event security seriously, and even your guests don't notice it they will thank you for it.