There’s a lot that goes in to planning a successful event, including factors that your client may not consider, such as event security and safety. Planners who manage VIP events, high-profile events, political events, and large-scale events have increased needs for safety and security.
Use our four event security tips below to take a proactive approach and ensure your next event is a safe and secure one.
Check the Guest List
The more sensitive your event, the more you should consider the entry or admittance protocol. For high-security events, be sure to include on your invitations the mode of entry required. Don’t skip on any details around guidelines, such as bringing the physical invite to the event, or RSVPing at least 24 hours prior. Even if your guests can bring a plus-one, you can require the plus-one to be added to the official list well in advance.
Feel free to require ID at entry, and to provide some type of visual proof of validation—such as a stamp or bracelet. But just be aware, a stamp or bracelet may not suit black tie and formal events. You should also have a secondary system in place for screening your event vendors. You should make it easy for the catering team, lighting and sound, A/V, decor, entertainment, and anyone who has access to the venue during setup or the event, to come in and out. Be sure to also communicate the protocol well in advance to your vendors.
Build a Budget For Event Security
Security shouldn’t be an afterthought and you should include a line item in your budget for it. Sure, your event staff and venue may be outfitted with CCTV cameras and communication devices required to stay in touch. But if the venue offers basic security, leaving room in your budget is always a good idea.
You’ll need basic security staff at a bare minimum. You need security at all entrances and exits, and maybe a few placed strategically throughout the event. Also, consider staffing a few security members to keep an eye on things during setup and takedown. The larger the event, the more you’ll need security. If more event space is required, you may need even need a room or partitioned area for your event security headquarters. Here, you can setup your CCTV cameras so they can be easily monitored.
Get to Know the Venue Layout
One of our event security tips is to get to know the venue layout. During the site inspection, you should gather your team together to get a lay of the land. Review the venue layout (a digital event diagram can help here!) and share it with anyone involved with the event.
Your entire team should know the layout of your event space, as well as the nearby entrances, exits, and surrounding spaces. For example, your event may be in the ballroom of a hotel, but if your nearest exits are blocked—where is your closest set of exits?
Have An Emergency Plan Of Action
After learning your way around the event venue, you should have an emergency plan of action for multiple scenarios. This should include (but is not limited to):
• Emergency evacuation for all guests.
• Emergency evacuation for VIP guests.
• A contact list and/or route to the nearest hospital.
• How to secure sensitive event products, services, electronics, and displays.
• How to lock down the facility, if needed.
• What to do with any unidentified boxes or bags.
• Making sure that the venue is prepared to control traffic at drop-off and pick-up.
• A passcode or password that will be used in the event of specific threats or concerns.
Take the proactive approach and use our event security tips to minimize risks at your next event. By getting ahead of potential security issues, you’ll drastically increase the likelihood of a positive outcome if a security breach or emergency arises.