How an Event Company Ensures Safety and Security During Events

When planning large-scale events, ensuring a safety and security is paramount, a safe and secure environment is a top priority for event management companies. With crowds of people, potential hazards, and high visibility, events require thorough strategies to minimize risks and respond promptly to any incidents.

From initial venue selection through staff protocols and emergency procedures, experienced event producers make safety a key focus at every step. Here are the major ways a professional event company works to guarantee effective safety and security.

Choosing a Safe Venue

The process starts with selecting a venue designed and equipped to host safe events. Factors include:

• Size to accommodate crowds without over-cramming
• Multiple entrance/exit points for evacuation
• ADA compliance for accessibility
• Adequate bathroom facilities
• Perimeter control through fencing or barriers
• Robust security systems and personnel
• Backup power generators
• Parking/traffic flow planning capabilities
• Experience hosting similar large-scale events
• Positive track record addressing health emergencies

Reputable venues have extensive experience managing crowds and following safety protocols. Their staff oversight assists the event’s security team.

Emergency Response Planning (Safety and Security)

Comprehensive emergency response plans prepare for scenarios like fires, accidents, extreme weather, active threats and medical emergencies. Key elements include:

• Detailed evacuation procedures identifying exits, routes and assembly areas
• On-call emergency medical teams and routes for ambulance access
• Protocols for weather events like hurricanes, lightning, extreme heat/cold
• Defined chain of command and decision authority
• Off-site emergency operations center to coordinate response
• Communication procedures (PA announcements, event app alerts, etc.)
• Plans for assisting those with disabilities or limited mobility
• Contingency plans for disruption of utilities like electricity, water
• Training/drills to practice emergency protocol execution
• Coordination with local police, fire departments, hospitals

Thorough emergency planning minimizes harm when the unexpected occurs.

Security Personnel

Properly trained security teams prevent issues and respond promptly as needed. Security roles may include:

• Onsite guards monitoring activities, patrolling grounds
• Stationing security at entrance checkpoints
• Baggage and package inspections at entry points
• Deploying undercover guards blending into crowds
• Managing perimeter fencing and event access credentialing
• Coordinating with state/local law enforcement as needed
• Security operations center with CCTV monitoring and radio communications
• Rovers throughout the venue area ready to respond

Adequate security staffing deters threats and illegal activity.

Guest Security Protocols

Proactive policies ensure guest help maintain security:

• “See Something, Say Something” messaging encourages reporting suspicious behavior
• Banning items like weapons, bottles, lasers and tools from premises
• Prohibiting masks or face coverings that conceal identity
• Using metal detectors, pat downs, bag searches as needed
• Requiring credentials clearly displayed for re-entry after exiting
• Keeping valuables secured with phone/bag check services

Guest participation enhances protection.

Staff Training (Safety and Security)

All event staff undergo training for responding to emergencies like:

• Medical – Basic first aid, identifying/reporting health issues, aiding those with disabilities
• Fire – Operating extinguishers, identifying exits/routes, assisting with evacuation
• Security – Recognizing/reporting risks, crowd control techniques, self-defense
• Weather – Where to take shelter, when to suspend activities, staying grounded
• Communication – Alert systems, radio protocol, conveying instructions, reporting
• Hazardous materials – Safe practices, storage, PPE, spill containment

Drills reinforce readiness to follow emergency protocols.

Medical Services for Event Safety and Security

On-site medical assistance gets care to those with health issues, preventing escalation. This includes:

• Medical tents with EMTs/paramedics providing first aid
• Roaming medical teams to access immobile patients
• Cooling/heating stations for weather-related illness
• Distributing water, electrolytes to prevent dehydration
• Allergy medication for issues like bee stings
• Medical transport like ambulances and gurneys
• Designated areas to isolate and treat critical cases

Prompt care minimizes medical emergencies.

Event Liability Waivers

Requiring signed liability waivers from all staff and guests protects the legal interests of the event and venue. Waivers communicate known risks and release liability barring gross negligence. This safeguards against unreasonable litigation.

Vendor/Partner Safety Mandates (Safety and Security)

Contracted vendors and partners like food service companies, equipment rental firms and production teams must follow safety protocols. Their health/safety records and operational standards are vetted. Mandating liability insurance protects event organizers.

Site Design for Safety

The site layout optimizes crowd flow and access:

• Marked, handicap-accessible pedestrian paths
• Signs and staff directing foot traffic
• Eliminating tripping hazards and obstructions
• Layered security perimeters and buffer zones
• First aid and medical service visibility
• Adequate lighting throughout grounds
• Tented shade structures in high heat
• Sanitation stations and restrooms

Smart site design promotes secure interactions.

Strict Load-In/Out Procedures for Safety and Security.

Backstage and load-in areas pose hazards like forklifts, cranes, and vehicles. Load-in/load-out access is tightly controlled:

• Staff direct traffic flow through service gates
• Checkpoints verify credentials for entry access
• Vehicle inspections on entry
• Escorts accompanying deliveries
• Restricted hazardous material handling
• Mandatory PPE like high-visibility vests
• Banning access during unsafe conditions

Regimented load zones reduce risk.

Crisis Communications Plan for Safety and Security

Prompt, clear communication is vital when emergencies occur. A plan covers:

• Who conveys notifications and instructions over PA, radio, app and signage
• Scripting urgent announcements like evacuation protocols
• Communications with media, government agencies, hospitals
• Distributing timely updates internally and to public
• Technology redundancy if phones/internet interrupted
• Social media monitoring for misinformation and rumor control

Reliable crisis communications quells panic.

Post-Event Incident Review

Following each event, thorough reviews examine:

• Emergency response successes and areas for improvement
• Adequacy of medical/security resources
• Execution of safety protocols by staff
• Issues like long lines, sound levels, overcrowding
• Updating emergency plans with lessons learned

Continuous refinements ensure ever-increasing safety.

By dedicating extensive planning, resources and diligence across these areas, professional event companies aim to provide ironclad protection. Although eliminating all risks is impossible, experienced teams assess hazards thoroughly and implement robust safeguards. They draw from past learnings to strengthen future event safety and security. With vigilant preparation and coordination, event producers enable transformative experiences where attendees can relax and enjoy themselves in protected environments.