How to Create a Safety Strategy for Your Next Big Event

How to Create a Safety Strategy for Your Next Big Event

There are many things you’ll need to think about when planning an event – from the speakers to the venue to the food. One of the most important considerations at this stage is establishing a safety plan.

When you create a safety strategy for an event, you hope that nothing goes wrong and you never have to use it. It’s essential to assess the risks and make a plan for what to do if something occurs.

When you host a large event there is an increased risk that something may go wrong. Large crowds magnify the potential for injury, as does the presence of alcohol. Weather can also have a major impact on certain types of events. Providing security and safety support for the entire event, including installation and breakdown, are keys to a successful event.

Let’s take a look at some of the important steps to creating a safety strategy for your next big event.

Establish an Event Security Budget

The security of your event is important. We recommend you include a line item in your budget for it that covers all security-related expenses. The assessment from the previous step is a good place to start.

The venue you have booked might offer basic security, so ask about that first. But, you may also need additional security, such as a staff member at the entrances and exits. You might also need to add extra CCTV cameras and security staff.

The larger your event, the more security you will need. You might even need an extra room that you can use as your security headquarters. That’s where you can set up your CCTV camera feed, so that you can check the security of the venue. It is also important to understand the laws and requirements that go along with this as well.

Get to Know the Venue Layout

One of the first steps to creating a safety strategy for your next big event is to get to know the layout of your venue. Your entire team should be familiar with the exits and emergency evacuation route.

Ask the venue what their emergency protocols are before booking the event. Then, print a large map of the venue and display it in a central location, as well as a printed map you can hand to attendees. This can save a lot of confusion and avoid attendees getting lost.

Consult an Expert

When making your event safety strategy, you may want to hire an expert event security company. They can assess the event based on capacity, nature of the event, venue and other factors.

They will be able to determine whether your event is “high” or a “low” profile and how much security coverage you need. They can also help you develop the safety strategy for the event you’re hosting.

The risk management plan for the event will begin with assessing the risks. What are all the potential things that could go wrong and affect the event?

Screen All Guests & Staff

Another important aspect of your safety strategy will be to make sure you screen all guests. Your event security staff should be very familiar with the guest list. They should be turning away anyone who does not have a ticket or is not invited.

If it’s too easy to crash your event, people may come and take advantage of cause a disruption or upset your attendees.

Create An Emergency Evacuation Plan

If a natural disaster or a security threat occurs during your event, what happens? It’s crucial to establish an emergency evacuation plan before something occurs.

Ask yourself these questions when putting together your emergency plan of action:

  • Where should guests evacuate to and what should they do when they get there?
  • Who handles calling 911 in an emergency? Who is the backup if that person is unable to make the call?
  • How do you lock down the facility, if necessary?
  • What do you do in the event of an active shooter situation?
  • What do you do in the event of a hurricane, tornado or other natural disaster?
  • Where are the safe areas or rooms where attendees can go?
  • Where can you place your security force? How will they can direct attendees in a time of emergency and distress?

Offer On-Site Medical Support

For a small event, calling 911 in a medical emergency is a good choice. But, for large events of more than 100 people consider having an emergency medical crew on-site.

Having medical support of your own is an especially good idea if the event is in a remote location or if it is difficult to get to the nearest hospital. It’s a good idea to ensure that all emergency vehicles have clear access in and out of the venue.

There are specialized healthcare support companies that can act as your medical team for the event. They will also be able to staff your event with the appropriate healthcare support, so that you can meet your safety needs.

Creating an safety strategy is essential for your big event, so make sure you consider each aspect. For expert help with event planning or a safety strategy for your next big event, contact Travelers Q today.

Download a copy of our e-Book: “How to Plan Your Next Successful Corporate Event”

Subscribe to our mailing list and get more content like this in your inbox!