People love events. But what they love even more is knowing that their experience will be safe, secure, and enjoyable. It’s up to meeting planners and venue managers to team up together to ensure the health, safety, and security of every guest, no matter the type of event — and we’re here to help.
Want to make event safety management a top priority? Give attendees and stakeholders peace of mind during your entire event by using the safety and security tips in this article. Read on to find safety tips for large events, small events, and everything in between.
Event Risk Management and Safety Topics:
Most event professionals will agree that safety and security at community events go hand-in-hand. But are “safety” and “security” really the same? While both involve protecting people, property, and assets against harm, it can be helpful to break down the difference between the two terms. The difference between event safety and event security is as follows:
Event Safety:Event safety involves taking steps to protect people from bodily harm, health risks, and hazard-related threats that, left unattended, could cause harm, illness, loss, or death. Examples of event safety include sanitizing high-touch areas, eliminating trip and fall hazards, following food safety protocols, wearing masks to prevent the spread of illness, and more. |
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Event SecurityPublic event security involves protecting people, places, and things from external threats and criminal activities that could inflict harm to people, buildings, or assets. Examples of event security include using RFID wristbands for event access security, employing security staff members, using cyber security measures to protect data, and more. |
In review, event safety focuses on helping people feel safe and protected from factors that may cause bodily harm. Event security focuses on protecting people from external factors (such as an active threat, suspicious package, or unruly individual) that may cause an unwelcome situation at your event. Both topics combine to form proper risk management protocols for meetings and events.
While focusing on what could go wrong at your event may seem counterproductive, it's actually an important mindset to have when planning any large event. Accidents happen, so have a plan in place that mitigate (or prevent) incidents both large and small.
There are infinite safety risks and security hazards a large event may face. Some are more serious than others, but it is up to event professionals and their teams to manage them efficiently. Some of the biggest safety risks at large events include the following:
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Event attendees want to know that their safety, security, and well-being are constantly prioritized at conferences, meetings, expos, and social events. The safest events often start with event management teams that think ahead on how to make experiences more secure.
Event professionals play a big role in ensuring that event attendees feel safe, operations are secure, and environments are kept clean and sanitary. Before you can create a well-rounded event safety and security strategy, however, it is important to understand the role you play in running a safe, well-protected event.
Event professionals contribute to the safety and security of events by conducting the following tasks:
Event safety and security is certainly an expansive topic. Try to focus on achieving small steps along the way that complete the greater picture. Find more insight from Meeting Professionals International on why “going back to basics” is the best strategy when it comes to risk management for meetings and events:
What are the best practices to ensure safety and security at events? While there are countless strategies to get ahead of the game, we narrowed down five important tactics we believe every event planner can use and benefit from when looking to host safer, more secure events:
You may be wondering, "What are the biggest safety risks at community events?" An event risk assessment answers this question by accomplishing three goals:
Some event risks have a higher priority and importance than others. We suggest using the event risk matrix to determine the priority level of each risk according to “impact” and “probability:”
Click here to get your copy of the Event Risk Assessment Matrix.
As you’ll see, a risk with low impact and low probability will likely be of lower priority to your team, while a risk with a high impact and high probability is a risk your team should prepare for or mitigate as soon as possible.
The benefit of using this matrix is to decide whether your event is a “go” or “no-go” depending on safety, security, and budgetary needs. Use this resource to manage any and all risks of scheduling public meetings at a venue.
Once risks and hazards are identified, you're ready to develop an event risk management plan. This plan will help you reduce, eliminate and/or mitigate risk at your meeting.
Incorporate the following methods in your event’s risk management plan to put you, your team, and stakeholders at ease:
Don't underestimate the power of multiple minds when creating your event risk management plan. Hosting discussions with your team can help you discover innovative and money-saving solutions to tackle any issue you may face! At your next event safety plan meeting, cover the following questions.
Are you or your team involved in evaluating trending safety risks at events? Explore the following questions during your risk management plan brainstorming session:
Discussing questions like these can be useful in helping your team minimize risk, explore risk management best practices at events, secure your event location, and find solid places to hold high-security meetings.
Crisis management is one of the hardest challenges event planners face when it comes to safety planning and risk mitigation in the events world. A crisis management plan will help you prevent and mitigate unanticipated situations to best protect people, property, reputation, and assets.
The best risk management best practices at events start with a systematic and well-integrated approach to your event security plan. This way, you’ll be well prepared to handle sudden situations with a calm demeanor.
Remember, although you may be calm, large groups may panic when faced with an emergency. Use your crisis management plan to help keep unanticipated situations under your control or consult with a professional for help.
Even the most robust event safety and security plan is rendered useless if the venue itself is not up to par. With many new requirements in place for hosting events, make it a priority to partner with event venues and convention centers that make safety and security top priorities.
A smart strategy is to work with venues that hold the Global Biorisk Advisory Council® (GBAC) STAR™ accreditation. This program is viewed as the gold standard for cleaning and outbreak prevention, response, and recovery in the events industry. The program provides venues with expert-led training and assesses their readiness for bio-risk situations like COVID-19 and other illnesses.
Meg Statz, CMP, Events Services Manager at the Monona Terrace Community and Convention Center |
One of the easiest ways to build trust and credibility with your attendees and exhibitors is to keep them in the loop, not only on general event information but also on your meeting’s safety and security protocols. This way, everyone will know what to expect when they arrive (such as health screenings, security clearances, sanitization protocols, physical distance requirements, etc.) Find additional top tips for safety information sharing below:
Every planner knows that taking proper precautions is a must when creating safe environments for event attendees to enjoy. Need event safety plan examples? Plan a safe event by downloading The Meeting Planner’s Event Safety Plan Checklist – a resource designed to help you collect and manage the following information:
How do you ensure your meetings and events are safe? Let us know with a comment below!