Event security made simple
When it comes to planning events, security isn’t just an item to check off your list—it’s a fundamental part of creating a positive and safe experience for everyone involved. As planners, we wear many hats, and ensuring the safety of attendees, staff and stakeholders is one of the most important responsibilities we take on. Here are five practical tips to help you build a strong security plan for your next event.
Tip #1: Research Location Risks and Stay Updated
Every location comes with its own set of potential risks, from local weather patterns to unexpected community happenings. Start by thoroughly researching your chosen destination well before the event.
Tap into local resources by checking with CVBs, DMCs or even local venues to get a sense of the area’s current safety landscape. Don’t forget to browse local news sources and government websites for updates.
Read More: Event Safety PSA: Failing to Prepare Could Cost You
As your event date approaches, revisit your research to catch any new developments, such as large public gatherings, political demonstrations or weather concerns.
A proactive approach to understanding location-specific risks can save you from last-minute surprises and ensure you’re ready to handle any curveballs.
Tip #2: Know Your Venue’s Emergency Procedures
You’re likely already talking to venues about menus and layouts, but don’t overlook security protocols. Scheduling a meeting with the venue’s security team should be one of your top priorities.
Dig into the details and discuss emergency evacuation routes, procedures for fire or severe weather and their approach to handling medical situations or high-risk scenarios like active shooters.
Evaluate their training by confirming that venue staff are trained in these procedures and able to assist attendees in case of an emergency.
It’s all about collaboration. Ensuring the venue’s safety plans align with yours will set the stage for a seamless and well-coordinated response if needed.
Tip #3: Partner with Corporate Security
If you’re working with a client or organization that has its own corporate security team, lean into their expertise. They likely already have protocols in place for safeguarding executives, employees and communication processes.
Read More: Best of 2024: Event Safety and Security
Work closely with their security contacts to incorporate their protocols into your event plan. Now’s also a good time to clarify communication roles and establish who will handle emergency communication with venue staff, attendees and stakeholders.
This partnership not only simplifies your planning process but also ensures consistency and accountability throughout the event.
Tip #4: Build a Program-Specific Security Plan
A one-size-fits-all approach doesn’t cut it when it comes to security. Tailor your plan to your specific event by bringing together all key players: your corporate security team (if applicable), venue staff and transportation partners.
Start early by assigning points of contact for each group and defining everyone’s roles. Communicate often with your audiences, sharing essential safety information—such as emergency assembly points or evacuation instructions—with attendees before and during the event.
Clear communication and teamwork are the backbone of an effective security strategy.
Tip #5: Secure Your Technology and Data
In our tech-driven world, protecting sensitive information is just as important as ensuring physical safety. Event platforms and on-site devices need to be secured against data breaches.
Read More: Smart Tech: The Race to Data Security
Prioritize secure data handling and never email sensitive attendee information or store it on unsecured devices like thumb drives. Vet your tech platforms, looking for certifications like SOC 2 Type II, GDPR compliance and PCI DSS for payment processing to ensure your tools meet industry standards.
These small but crucial steps help protect both your attendees’ trust and your reputation as a planner.
Bonus Tip: Take Care of Yourself, Too
As planners, we’re often so focused on others that we forget about our own security. Protect yourself while traveling with these simple tips:
- Theft of phones increases when you are holding your phone in your hand while on a call. Instead, use earbuds and keep your phone safely tucked away to reduce the risk of theft.
- Also, ditch your conference badge in public, as it advertises that you’re from out of town and could make you a target.
- Your personal safety is just as important as the event’s success, so don’t overlook it.
- Event security doesn’t have to be intimidating or overwhelming. By focusing on these five areas—location risks, venue procedures, corporate policies, tailored plans and data security—you can build a safety net that protects everyone involved.
When we prioritize safety, we’re not just avoiding issues—we’re creating peace of mind for ourselves, our teams and our attendees. A secure event is a successful event, and your thoughtful planning makes it all possible.
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With nearly 25 years in the industry, Amber Heintz, CMP-HC, HMCC, brings a wealth of diverse experience in managing client programs and operations teams across a wide spectrum of industries.
From corporate to third-party, non-profit to pharmaceutical, her expertise spans a broad range of sectors, making her a valuable asset as Bishop-McCann’s vice president of program operations.
With a background in broadcast production and pioneering roots in the web, Todd Moritz, Bishop-McCann vice president of event technology, brings over three decades of unique experience to help deliver some of the most complex events for the world’s greatest clients.
