Unfortunately, but unavoidably, too many individuals believe that security for a corporate event should be arranged after everything else. There’s a security risk whenever you gather many people in one place. Therefore it should be one of your top priorities.
Security has emerged as one of the top issues for event professionals due to the number of global events that pose a danger to event safety. Whether your company event is a meeting solely for your corporate managers, a retreat where employees are encouraged to bring family or guests, or a single conference, the safety and security of your participants are crucial.
Any business event security preparation should always be on time. The potential for harm is too great not to take event security seriously. So, here are some event security tips to keep your attendees safe:
Selection Of Venue
The preparation for event security must start as soon as your event is scheduled. Consider the venue’s safety features when choosing a location for your event.
Choose a handy location with the lowest crime rate in a city or region. Verify whether the event space you rent has a trained security crew and adequate surveillance equipment. Safer to be safe than sorry.
Select A Reputable Security Firm to Work With
Experienced event planners know that one of the most significant ways to guarantee a corporate event is prosperous and secure is to choose a competent, experienced security company. When you hire experts, pay attention to what they say. Security experts with training can find gaps in your security strategy that you might need help with. They can assist you in prioritizing your security resources for the most significant outcomes since they are familiar with how agitators and troublemakers think.
If you want to use something other than a professional security team, think about using off-duty police officers. They have the necessary training and authorization to carry a gun. To find out how to employ police, get in touch with your local police force.
Particularly when it comes to large-scale events, crowd control may be very challenging. It is difficult to monitor every participant. More security guards are required as a result. This will undoubtedly affect your spending plan.
With event technology, such as event apps, beacons, near-field communication systems, etc., that enable geo-tagging of attendees, making it simpler to follow them and manage the crowd, this may be streamlined.
The cumbersome manual check-in process and lengthy lines will no longer exist thanks to digital check-ins, which will streamline the procedure. This facilitates crowd control.
Additionally, it assists in compiling a precise and trustworthy record of the visitors in attendance, lowering the likelihood of errors. A password or digital key protects such check-ins. If an illegal participant is present at the location, the event organizers can quickly find them.
Trained Event Security Team
Using a qualified private security team is always preferable. Before the event, create an event security strategy and a security briefing. Set clear rules for baggage checkpoints and lock down the venue’s boundaries inside and outside. A well-trained security staff outfitted to lower risk and handle any event like this is always a wise investment.
As was already said, manually tracking every single guest at every location across the arena is challenging, if not impossible. The most popular equipment for digital surveillance is CCTV cameras. Drones can now be employed as an additional event technology tool for such security objectives. Drones are viable for large-scale, high-budget events since they give a bird’s-eye perspective of the whole arena.
Consider Cyber Threats As Well
Risks to event security are only sometimes physical. You should take precautions as an event organizer to safeguard your attendees’ information, identities, and technology.
It’s recommended to password secure your Wi-Fi service, to begin with. Large-scale events may make this impractical, but preventing unauthorized users from accessing the network will provide security against security concerns. Share the password through channels only your attendees may use, such as the registration materials or your personalized event app.
Develop An Emergency Plan
Before the event, you should meet with your security staff and the venue to develop an emergency response strategy. The plan aims to create a crisis response process that everyone will adhere to.
The strategy must contain the following:
- Different ways to mass evacuate the event.
- What to do when there’s an active shooter.
- The locations of safe rooms or areas.
- Where staff should meet during an emergency.
- How staff will communicate during an emergency.
- How you’ll direct guests during an emergency.
- Signage and notifications for guests regarding how to respond.
Screen Your Staff
Sadly, a lot of security threats originate on the inside. Make sure everyone who works for you has had a thorough background check to rule out any evil intent. Perform background checks on each employee. Run credit checks as well, particularly for persons with access to significant amounts of money.
Introduce your employees to one another before the event if they only sometimes work together. Tell them to look out for anyone posing as staff who shouldn’t be there. On the day of the event, provide your team with a distinctive identity (such as a bracelet, stamp, or T-shirt). No one should have prior access to the identification.
While you can screen your employees, it is difficult to screen the employees of your vendors. You’ll have to rely on them to employ capable workers who want to make sure your events are sustainable. Building trusting connections with your vendors is crucial if you want them to watch out for you.
Ensure that everyone attending your event, including security personnel and any outside vendors, has the appropriate credentials. Remind your participants how important it is to always have their credentials on them in case they are needed. People who wish to cause trouble at a gathering frequently try to justify their absence of credentials by saying they left them in their hotel room or automobile.
They may believe these justifications if you choose a security business with fewer experienced security professionals or possibly merely hotel security workers who may work part-time. However, a knowledgeable security staff knows this trick and will reject these people.
Provide Several Days’ Notice
When hosting a business event in a large space with thousands of visitors—such as a product announcement or significant policy announcement—be sure to give your attendees plenty of prior notice about the security measures that will be in place. For instance, invites to guests should include that they may be subjected to a search and that correct identification will be required. If individuals are not informed in advance about these steps, it may cause check-in delays and uncomfortable situations.
This is crucial because it prevents participants from taking photos or recording conversations at events where guests must turn in their smartphones. When their smartphones are taken away, people might become really unhappy. Make careful to notify attendees in advance if you intend to do this at your business event.
Always Keep Emergency Medical Personnel On Call
An emergency medical team may collaborate with your security team during major business events to handle any medical problems, such as a guest’s fall, a heart attack, or a food allergy. If there is a disturbance at the event and there are injuries, emergency medical staff can also aid. You should also ensure that at least one security team member is trained in emergency medical techniques like CPR.
Establish The Security Uniform
Establish the security team’s dress code lastly. You could wish the security personnel at some business functions, especially more upscale ones, to fit in by donning suits. The security personnel will be able to conduct more surveillance throughout the event if they wear more covert attire that resembles what the guests wear.
You could want the security personnel to wear different uniforms for a more public event. Unmistakable uniforms might operate as a visual deterrent. Additionally, they can make it simpler for participants to find the right person to ask for help. In addition to ensuring the safety of the event, visible security personnel can give participants directions and event details. They might serve as an addition to the event crew as a whole.
Be Aware Of The Warning Signs
Even if an experienced security crew is trained to recognize troublemakers, you ought to have them train your event staff on what to look out for in order to alert security if they detect any possible issues. These are a few indications:
- Somebody who is fixated on the personnel all the time. People who intend to cause trouble typically keep an eye on the whereabouts of employees or security officers.
- Someone who is uninterested in what is happening. People who attempt to interrupt a gathering do so because they have no interest in the gathering.
- Anyone who is analyzing the venue’s layout. Inform the security personnel if you see somebody who appears to be constantly looking for surveillance cameras or potential unsecured access.
- Anyone who is compiling notes on the location and layout. This is particularly true if your business event goes beyond a single day.
Even while you can’t eliminate event security hazards, you may lessen their likelihood, lessen the possibility that your visitors will be harmed, and deter troublemakers from stirring up problems. The two pillars of adequate security are planning and vigilance. You may ensure that your visitors are secure at your event by considering your possible hazards and allocating resources to avert difficulties.