Event security is one part of planning affairs that you should never take for granted. Its importance to the success of the occasion is so high, but it can also get tricky. Even the seasoned event planners find it a complex process that requires a huge amount of coordination.
Because of this, it is imperative for event planners to know these five best practices to ensure the safety and security of an affair.
1. Determine and understand the event’s requirements.
Logistics required for event security should be done well ahead of the actual event. In fact, everything should already be laid out at the same time as the planning process. This is so you can make the necessary adjustments for every factor that doesn’t turn out as planned. Some of these details include whether the affair is going to be held indoors or outdoors; if the food would be provided by in-house caterer or someone from outside; and the duration of the event.
2. Evaluate the extent of risks posed by and to attendees.
Knowing who the attendees are is important for effective event security planning. While event organizers cannot possibly conduct a background check for each and every person attending the affair, it is important to determine whether they might pose a certain level of security risk.
Among the groups that might cause commotions during big events held outside include protesters, as well as people who might only be attending for the sole purpose of causing a disorder. Scanning the crowd’s baggage will provide enough information so the security personnel know if there are people who might initiate disturbances throughout the event.
Crowd control is also needed for an event’s success. When managing a bigger number of guests, be sure to have equipment like cones, yellow tape, or stanchions ready to keep peace and order when guests fall in line.
Also, remind guests not to block emergency exits and to refrain from going into restricted areas where only authorized personnel are allowed to enter.
3. Ensure that there is no leak or hindrance of communications between all security personnel.
Security protocols are confidential for a reason. An information leak on how the event planner would go about executing a secure affair might inspire bad men to cause havoc to what is supposedly a peaceful occasion. Providing each security personnel a walkie-talkie is a must. This is especially true for events held in wide venues. It is also crucial for security staff to have an open communication with the people in charge of planning and organizing.
4. Forecast potential problems that may arise.
Among the most common incidents that event security should be prepared for are fires, severe weather, stolen or broken equipment, disorderly guest behavior, and even terrorist attacks. In any case, it is better to be prepared for the worst-case scenario rather than be caught ill-equipped when an incident is already happening.
5. Establish protocols for each possibility that may come about.
After determining the possibilities, come up with solutions and protocols to help you and your team overcome them. List the right courses of action that should be taken for specific incidents. Be sure to let the security staff, the company holding the event, and even the guests attending it know about your protocols and plans.
However, certain circumstances, like a bomb threat or a tip of a terrorist attack, require a more delicate approach. During these instances, remember not to make any actions that might raise unnecessary panic among the visitors and attendees of the event.