What do you do if your event production activities are at risk of safety and security issues?

As a Director of Security situational awareness is crucial to managing all types of risk. Conducting Risk Assessments can be formal or informal depending on the complexity of the event. Having an understanding of the event you are assessing, incorporating all stakeholders needs, and ensuring response plans and contingencies are addressed ensures a a smooth and safe event.

The Security Risk Assessment process adds value only when conducted properly to define the requirements for each event. It is crucial to understand what you are protecting, the threats you are protecting against, and the vulnerabilities involved. The results should be presented in a clear and easily consumed format, enabling event leadership to make timely, informed and effective decisions. Utilising technology is the most accurate and efficient way to achieve this.

Performing a comprehensive risk assessment is the initial action to take if there are concerns about safety and security at your event. This includes recognising potential risks, assessing their probability and consequences, and devising strategies to minimise them. Consider all elements of your event, ranging from the layout of the venue to the characteristics of the attendees. By grasping the risks involved, you can develop a thorough plan to tackle them proactively.

When safety & security are on the table - everything else fade. These are top priorities to solve and secure immediately. In our practice, apart from coordinating all necessities with official authorities and following event security protocols, - before any event, my team and I do the risk assessment, considering all possible and nearly impossible threads, which then result into a detailed emergency to-do-lists, distributed to all management and event personnel. So not only every security guard, but every waitress or sound engineer knows exactly what to do in an emergency situation. Which makes the whole team feel calm, in control and confident. Which, unconsciously, makes our guests feel secured, protected and therefore, relaxed.

A Avaliação de risco passa, a meu ver, em 1° lugar pela contratação de um analista de risco, alguem que pense no safety do seu evento. a introdução de alguém com essa capacidade de avaliar a estrutura + operacional é a chance de trazer ao seu time, uma visão profissionalizada da gestão de riscos e mitigação dos mesmos, sendo também importante para o projeto ter alguém que saiba dizer o momento de mudança em caso de necessidade.

The process is risk assessment, designated emergency team members with clear roles, communication protocols, evacuation procedures, medical assistance arrangements, security measures, a recovery plan, continuous improvement strategies, and documentation/training. These components aim to identify potential hazards, ensure swift and organized responses to emergencies, prioritize the safety of individuals, and facilitate the resumption of normal operations post-incident.

While thorough, well-laid plans are essential to maintaining effective operations through a crisis, it's axiomatic that no emergency plan will ever cover every possible crisis. As important as having detailed and realistic written plans, playbooks and manuals is creating a team of managers and leaders who are well-versed in pivoting as needed when situations change, adapting existing plans to new conditions and taking charge when the environment gets chaotic. Emergency planners sometimes focus too much on the tangible, like manuals, plans and policies, and ignore the individual and organizational knowledge that really becomes the backbone of any emergency response. Exercise your people, in addition to your plan.

I have learned that the best security team is made up of law enforcement officers. These officers can be hired and they work the event in uniform. In this scenario, you hire a crew but actually get the entire area emergency response plan. Any officer(s) who need to deal with an emergency are already trained and have the entire police force on their radio. If something goes wrong, you would already have the police there. Of course EMTS, ambulance, and egress for ambulance to the nearest lvl 1 trauma center are a given.

It is crucial to have a comprehensive emergency response plan in place. This plan must encompass different situations such as medical emergencies, severe weather conditions, and security threats. It is important to ensure that all members of the staff are well-acquainted with the plan and understand their respective roles during an emergency. Effective communication plays a vital role, thus establishing transparent channels for reporting incidents and coordinating responses is essential. Regularly reviewing and conducting drills for emergency procedures will enable your team to respond promptly and effectively in case of any unforeseen circumstances.

Launch public awareness campaigns leading up to the event to educate attendees about safety and security measures. Utilize social media, email newsletters, and event websites to disseminate information about emergency procedures, prohibited items, and tips for staying safe. Empowering attendees with knowledge can foster a sense of collective responsibility for safety.

Also, in large format festivals & where many rooms are involved, having a guard in each room can be very costly. Utilizing, the volunteers, training & empowering them with responsibility of items/elements in the respective rooms can also help, especially small items/elements which are prone to theft.

Establish incident response teams composed of trained personnel responsible for managing specific types of emergencies. Designate team leaders for medical emergencies, security incidents, and logistical challenges, each equipped with the authority and resources to coordinate an effective response. This division of responsibilities ensures a swift and organized reaction to diverse safety and security threats.

Realizar un escaneo previo del venue con el equipo de trabajo donde se realizará el evento para conocer: - los puntos de conexión eléctrica - salidas (y cómo las mismas se pueden abrir a topa). - puntos de hidratación y baños - extintores, botiquines de emergencia.

You can never let security be compromised in an event social or corporate in both the sectors usually we have many technicalities to handle if we don't take pre organised security measures we as a person are putting everyone's life to threat so being well aware of the security measures and technical stuff used at your event should be a top most priority for a planner

Security measures involve methods to prevent and handle threats, such as unauthorized entry, suspicious behavior, and disturbances. They include physical security like surveillance and access control, trained personnel, and collaboration with law enforcement. Regular risk assessments and ongoing vigilance are crucial for ensuring safety.

Staff training requires educating personnel on emergency procedures, security protocols, and their roles during crises. It covers topics like evacuation routes, first aid, communication methods, and handling potential threats. Training sessions should be interactive, scenario-based, and regularly conducted to ensure staff readiness. Ongoing evaluation and feedback help refine training programs and enhance staff preparedness for various emergencies.

Implement real-time surveillance technologies, such as CCTV cameras and crowd monitoring systems, to proactively identify potential safety and security risks. Coupled with analytics software, these tools can detect anomalies in crowd behavior, unauthorized access, or suspicious packages, enabling prompt intervention before situations escalate.

Ensuring staff are well-trained in security awareness and emergency procedures is paramount. They should be equipped to identify suspicious behavior, manage crowd control, and execute the emergency response plan effectively. Empowering staff with the necessary knowledge and skills is essential for maintaining a safe environment. Regular training sessions and drills will help reinforce these practices and build confidence in handling potential issues as they arise.

If we want to reduce harm, we need to provide guardrails. In my work, we call these gaurdrails "consent-forward practices". Consent-Forward pratices include Codes of Conduct and Boundary Check-Ins with my staff, as well as training in Bystander Intervention, Trauma-Informed Practices, and De-escalation strategies.

Staff training in security and emergency procedures should be one of the priorities of event production and organization, they should be trained to identify suspicious behavior, manage crowd control and effectively execute the emergency plan. Equipping personnel with the necessary knowledge, skills and equipment is essential to maintaining a safe environment.

Without exception, communication failures were present in every consult and investigation I ever conducted! Perhaps that's why a consult or investigation was warranted? With that said, I see the words her "clear communication" and I agree totally that establishment and execution of security protocols absolutely depend on clear and effective (two-way) communication. (www)readcharlesbooks.com

Forge partnerships with community organizations, neighborhood watch groups, and local businesses to enhance the security perimeter around your event venue. Collaborate on neighborhood patrols, traffic management, and emergency response drills to create a cohesive safety network that extends beyond the event boundaries, bolstering overall security.

When safety and security issues arise in event production activities, establishing a clear communication plan is crucial. This plan should outline how attendees, staff, and performers will be informed about safety protocols through various channels such as signage, public announcements, and digital communications. It's essential to ensure that everyone knows where to find first aid stations, emergency exits, and whom to contact in case of an incident. Clear communication can prevent panic and confusion, facilitating a more orderly response to any safety or security issue that arises.

It will include primary and secondary communication channels like mobile phones, radios, and public address systems. Designated communication coordinators ensure timely and accurate messaging to staff and attendees. Protocols for contacting emergency services and coordinating with external agencies are established. Regular testing and review of communication systems ensure effectiveness during critical situations.

It is essential to continuously monitor the event and be ready to modify your strategies accordingly. Circumstances may evolve quickly, and adaptability is crucial for successful event production management. Stay alert to crowd behavior, weather conditions, and any other factors that could affect safety and security. Remaining vigilant and willing to make changes to your plans will enable you to dynamically handle risks, ensuring the event's integrity is preserved.

Conduct a thorough post-event evaluation to assess the effectiveness of your safety and security measures. Solicit feedback from attendees, staff, and security personnel to identify areas of improvement and lessons learned. Use this information to refine your protocols and enhance preparedness for future events, ensuring continuous evolution and adaptation to emerging threats.

Sometimes, in large format festival & with tight budgets, it might not be possible to bring on board large security manpower agency, as they can be quite expensive, in that situation, do you give the entire security manpower contract to only one medium scale security manpower agency? In my experience, it hasn't worked out well, quantity is matched by the agency but quality falls short, as it stretches the capacity of the agency & the challenges that come with large scale events may get solved but with a lot of exhaustion. Consider awarding the contract to minimum 2 agencies (or more, depending on the scale of the festival). Solves most of the shortcomings vis-à-vis to single company.

Follow-up and follow through, let others know how the "plan" was adopted and implemented and involve everyone - stay on top of it, things change; using technology as an example: "stuff" changes quickly and without notice - plan for change.

It seems like having a backup plan, such as canceling the event or moving it online, could be beneficial. The decision to hold an event depends on the risks involved.

The other necessary steps to be considered are crowd management for which you should plan an efficient crowd management plan to prevent overcrowding and ensure safe movement. Look for equipment safety by regularly inspection and maintain all equipment to prevent malfunctions and hazards. Be prompt in incident reporting by establishing a clear system for reporting and documenting incidents during the event.