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Planning Security For Your Event. Items to Consider Before The Event


10/11/2012 Facebook Twitter LinkedIn Google+ Event Planning Tips


Planning Security For Your Event. Items to Consider Before The Event

If you are planning a security for an event, there are a number of points that you should consider to ensure that your event is both safe and a success:

As the event organizer, you will have to demonstrate that you have planned for:

  • A safe environment for staff, guests, clients etc.
  • What to do if the event or services are disrupted.
  • Protecting property or people against damage or loss.

You have a duty of care to ensure that both the event and the venue are safe and secure. Risks should be identified, prioritised and planned for – carry out a risk assessment beforehand and review it as part of your planning. Make sure that any security firms you employ are properly registered. You will need to provide them with the name and location of the event, the length of time they will be required, the estimated size of crowd or audience and composition, any areas of concern and the type of event that is taking place.

Security firms should be competent, professional and experienced in assessing situations and taking the appropriate action. They should be well presented and approachable. They should also have great communication and conflict resolution skills and be able to prevent situations from escalating.

If you are employing outside contractors – such as security, caterers and so on to ensure the smooth running of your event, do not choose them merely on the basis of cost. Have they had similar demonstrable experience at an event such as the one you are planning? Can they provide suitable references?

You may also need to create a safety plan, documenting that you have taken into account:

  • Fencing or lighting requirements
  • Traffic management systems –  both pedestrian and vehicular
  • Entrances, exits and access
  • Alcohol and drug controls
  • Adequate refreshments
  • Provision of shelter and first aid
  • Waste management
  • Number of toilets, disabled toilets, access and privacy
  • A PA system and other forms of communication
  • Signage
  • Provision for lost items or people

If you are using volunteers, then they should be treated as if they were paid members of staff.  They should have been provided with appropriate equipment, uniforms and training and know what to do in the event of an emergency.

Lack of clear planning beforehand, would make it extremely difficult to react safely and effectively should an emergency arise due to agreed systems and procedures not be clearly laid down. For instance, what would happen if a sudden evacuation from a venue was necessary? Who would take control and how would it be managed?

If you plan properly and consider the factors above, then your event  – whatever it is, large or small, should run safely and smoothly.


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