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Remember to plan security for offsite business events

by Paul Kazlauskas

Meetings are a fact of life in the business world. When hosting an off-site meeting for a large group of people, there are many details to consider and keep track of. An event management organizer must figure out many logistics such as:

• The content of the meeting
• Determine who will present and attend
• Invite the attendees
• Make sure the presenter(s) are prepared 
• Define a flow to the meeting and when there would be breaks
• Purchase refreshments
• And many more details…

However, companies hosting large-scale conferences or events must also keep the safety of attendees top of mind. Security is often the forgotten logistic. Effective event management requires a range of integrated services from risk analysis and well trained staff to experienced leadership. Here are some tips to ensure your business event is secure and safe for all attendees:

Identify any potential security weaknesses at the venue
Business event planners must identify all security vulnerabilities at their venues, and take proper steps to mitigate potential threats.

• Determine your meeting headcount, and obey room capacities. Overcrowding for the sake of profit (if it’s a paying event) or popularity is a disaster waiting to happen if an emergency evacuation needs to occur.
• Note all entry points, and properly secure all unnecessary entrances to stop uninvited guests from gaining entry.
• Review floor plans, and ensure that there is ample space for individuals to move freely or evacuate, if necessary (see more about this in Item #2 below). 
• Take inventory of your current security equipment, and purchase additional equipment if needed.
• Verify parking accommodations with the venue, and pre-plan any transportation special needs (ex. shuttle service) for guests prior to your event.
• Vet all attendees, and ensure only authorized guests are permitted by distributing identification badges or collecting tickets at the door.

Prepare a plan in case of an incident or emergency
A disorganized evacuation could lead to preventable injuries, property damage, and potential lawsuits if your lack of security planning is a contributor to any unfortunate incident. To protect attendees in the case of an emergency, organizers should prepare emergency plans and take the following safety precautions:

• Coordinate with emergency service providers to ensure they are readily available at the time of the event.
• Post maps of the venue layout that guide attendees to the nearest exit.
• Clearly mark emergency exits and illuminate escape routes with sufficient lighting.
• Create unobstructed pathways to exits that are wide enough to accommodate a large flow of people.

Train the event staff for many varied security situations
Whether you train individuals or hire private security, event planners must ensure they have enough qualified security personnel to supervise their events. Security staff must understand all emergency response procedures and complete training, which should include:

• Individual roles and responsibilities for security staff
• First aid 
• Proper use of security and emergency equipment
• Methods for preventing unauthorized access
• Potential event threats, hazards, and protective actions
• Evacuation procedures

Event organizers should use the above checklist of security ideas as a starting place before hosting any off-site event. Every event is different and every venue has it’s own unique security issues to consider, so additional work should be done for any potential hazards not covered above.

What additional precautions should event organizers take to ensure the safety of business events? Join the discussion by adding your comments below.

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Posted on 8/28/2017