SACIA’s Post

As we move into the busiest time of year for the UK events industry our crowd safety teams are busier than ever before Trained and experienced managers spend countless hours breaking down event management plans and producing crowd safety management documents for festivals and events all over the UK and Europe Every year we see documents produced by security companies that quite frankly don’t pass muster If you are putting your trust and the safety of your business and customers into a security or crowd management company then please check their credentials and the qualifications of those writing and implementing the plan 1. Being an ACS security company doesn’t qualify them as crowd managers 2. Those Newly qualified with a level 5 in crowd safety need to be mentored and gather experience before they are competent 3. Changing the date on last years documents isn’t going to protect you at Inquest when something goes wrong 4. Always ask the qualifications and experience of the CSMP author 5. Ask around before you make a choice 6. Always make sure they are insured for the job at hand and the advice they give 7. Look at the background of the company you’re employing maybe ask for example documents Finally, there is a reason some companies are so much cheaper than others make sure you are getting the best value and protection and not just the lowest price! If you are worried about the quality of your supplier we are happy to review documents and vet companies ….. we supply management teams and due dilligence to a number of national events Be safe- not sorry

7 Lessons in Event Management from the Hajj The annual Hajj pilgrimage organized by the Saudi government is a remarkable example of large-scale event management. By studying the Saudi's approach, event organizers can uncover valuable lessons to enhance the success of their own events. Here are 7 key takeaways: 1. Logistics and Infrastructure Planning: The Saudis invest heavily in developing the necessary infrastructure to support millions of pilgrims, from airports and transportation to accommodation and sanitation facilities. 2. Crowd Management: Advanced crowd control techniques, such as designated entry/exit points and coordinated security, help maintain order and prevent accidents. 3. Health and Safety Measures: Extensive protocols, including disease surveillance and emergency response, ensure the well-being of participants. 4. Coordination and Collaboration: The government works closely with stakeholders to plan, execute, and respond to issues. 5. Continuous Improvement: The Saudis constantly assess and refine their strategies based on feedback and technological advancements. 6. Communication and Information Dissemination: Clear communication channels keep participants informed about schedules, procedures, and emergencies. 7. Flexibility and Adaptability: The ability to adapt to changing circumstances, such as natural disasters, is crucial for effective event management. By implementing these best practices from the Hajj, event organizers can enhance the overall experience, safety, and success of their events, regardless of scale or complexity.

Some event planners ask: "Is there a way around that?" This immediately raises red flags for me. I have 25 years’ experience in event safety and crowd management. During that time, I worked on thousands of client projects, from small one-offs to huge multi-event tours and locations. Occasionally, in the planning process, I'll hear: "Is there a way around that requirement?" Or "Do I actually need to do that?" These questions immediately raise red flags for me. I will not document that a safety protocol or procedure will be followed and then ignore it. Asking, "Do I actually need to do that?" shows a dangerous lack of consideration for event attendees' welfare. Cutting corners means removing vital control measures that ensure a smooth, positive, and above all, safe event. I'm extremely proactive in helping clients achieve their goals. But I will not cut corners. I truly believe in integrity, safety, and responsible event production.

It is exactly halfway through 2024….. The first half of the year has been both challenging and astoundingly rewarding. On January 1st, I was in Riyadh, Saudi Arabia, and today I am in Birmingham, UK. As I sit onsite awaiting the last few trucks to collect their stillages of equipment and radios to be off-hired for the last week of loadout, I reflect on how, back in January, we were awaiting the arrival of trucks ready to build the Formula E Season 10 After-Race Concert. A lot has happened professionally and personally over the last six months. Some exceptional event professionals and I have safely delivered events to tens of thousands of guests, each providing life lessons on being better professionals. There is much uncertainty about exactly what projects I will work on over the next six months. This used to fill me with dread, fear, and anxiety. But now, for the first time (probably in my entire career), I am not overly stressed about what’s next. Later this month, I will be undertaking my FREC 3 training in Glasgow, a qualification I have been keen to get for quite some time! I also have a couple of safety advisor roles pencilled in for the start of August, and then I will be looking towards the MENA Season for some winter sun, fun, and new challenges. Home and family will be the focus of the next few weeks. It’s the summer holidays, and I have been away from home a lot over the last few years, so some quality family time is essential. It is also the last summer holiday before my boy starts primary school on August 14th. XG and I are here to assist clients and fellow event delivery partners. Here is what we can offer you in the second half of 2024: Health & Safety & Security (HSS): We ensure the well-being and safety of all attendees, staff, and participants through risk assessments, safety protocols, training, and emergency/Incident response. Event Oversight & Control (EOC): During the critical 'show week' phase, we manage peak preparation stages, live events, and early loadout from a central command centre, ensuring safety, security, and operational efficiency. Site Infrastructure Management (SIM): We manage the physical and logistical aspects of event sites through thorough planning, space utilisation, staging, lighting, and vendor coordination. Live Event Consultancy (LEC): We offer tailored planning for live events, assisting with venue selection, budget management, logistics, technical support, and risk management to bring client visions to life. Drop me a message and see how we can support your and your events! How has the first half of 2024 been for you? What does the second half have in store? #SafetyFirst #EventManagement #WorkLifeBalance #FREC3Training #SummerHolidays #NewChallenges #EventIndustry #HomeAndFamily #FutureProjects #EventSuccess #XG

Which specialists should be invited to the event to ensure its success? At big events with 500-1000 guests,  typically, a team of about 100 people works. This team includes not only agency staff but also technical specialists, catering, cleaners, security, emergency services, hostesses, decorators, presenters, lighting and sound engineers, account managers, and many others. All of them are managed by the event agency team. And for excellent management, a great briefing is needed. We do this in several stages: - Internal team briefing with task allocation and zones of responsibility; - Briefing at the location of each subcontractor team (catering or technical specialists, etc.); - Briefing at the already constructed location a few hours before the event; - Together, we go through the "guest journey" to understand the mechanics of actions; - Review of each person's tasks, checking communication equipment within the team. For the event to be truly successful, the key is effective management of all subcontractors and specialists. So, who to invite for success? Even at the planning stage, the professional event management team will brief, organize, monitor, and rectify errors.

Event organisers - have you considered how well your vendors and contractors follow your event's safety protocols? When you bring in external teams, they may not always be aligned with the venue's safety standards. This lack of coordination can lead to gaps in safeguarding that put your event at risk. The solution? Clear, proactive communication. Before the event, brief all vendors and contractors on your venue’s specific safety guidelines and make sure they understand their responsibilities. Establish strong lines of communication and hold them accountable for sticking to the plan. When everyone’s on the same page, you create a safer, more coordinated event that runs smoothly from start to finish.

Thinking about attending an event? Worth making sure you have everything covered by checking out our blog! May not be the sexiest part of the event planning process but it is exceptionally important! Check out Clip for more handy info!

Toolbox Talk: *Crowd Safety for Event Attendees* *Introduction* Attending events like parties, concerts, or public gatherings can be fun and exciting, but it’s important to stay alert and prioritize your safety. Crowds, emergencies, or even criminal activity like theft can pose risks. By following a few precautions, you can enjoy the event while keeping yourself safe. *Hazards in Crowded Events* 1. *Overcrowding:* - Too many people in a small space can lead to discomfort or physical harm. 2. *Panic or Uncontrolled Movements:* - Emergencies like fires or medical incidents can lead to chaotic movements. 3. *Theft or Robbery:* - Crowded areas often attract pickpockets or robbers, especially in poorly lit spaces. 4. *Inadequate Exits or Blocked Routes:* - Blocked or unclear exits can delay evacuation during emergencies. 5. Exposure to loud noise more than 85dB for long hours *Risks You May Face* 1. *Injuries from Pushing or Shoving:* - Crowded spaces often lead to falls, sprains, or being caught in a stampede. 2. *Delayed Escape:* - During emergencies, crowd surges or blocked exits can make it hard to evacuate. 3. *Being Robbed:* - Pickpockets and thieves may target you, especially if you’re carrying valuables. 4. *Crowd-Related Accidents:* - Tripping, fainting, or crush injuries can occur if the crowd becomes unmanageable.*Safety Tips for Event Attendees* *Before Attending the Event* 1. *Plan Ahead:* - Familiarize yourself with the event layout and identify the exits. - Choose events in well-lit areas with proper security measures. 2. *Travel Light:* - Avoid carrying expensive items or large bags. Only take essentials like ID, phone, and some cash. 3. *Don’t Go Alone:* - Attend events with friends or in groups whenever possible. If you must go alone, inform someone about your plans. 4. *Leave Early:* - Consider leaving before the event ends to avoid the rush and reduce exposure to risks. *During the Event* 1. *Stay Aware:* - Pay attention to your surroundings and look out for suspicious activity. - Keep your belongings secure and close to your body. Use bags with zippers or anti-theft designs. 2. *Position Yourself Strategically:* - Avoid standing in dense areas or at the center of a large crowd. - Stay in well-lit areas and avoid dark or poorly monitored corners. 3. *Avoid Obstructing Pathways:* - Keep clear of exits and walkways to ensure your safety and that of others. 4. *Communicate and Stick Together:* - Stay with your group and establish a meeting point in case you get separated. - Alert event staff or security if you notice suspicious behavior or unsafe conditions.

Toolbox Talk: *Crowd Safety for Event Attendees* *Introduction* Attending events like parties, concerts, or public gatherings can be fun and exciting, but it’s important to stay alert and prioritize your safety. Crowds, emergencies, or even criminal activity like theft can pose risks. By following a few precautions, you can enjoy the event while keeping yourself safe. *Hazards in Crowded Events* 1. *Overcrowding:* - Too many people in a small space can lead to discomfort or physical harm. 2. *Panic or Uncontrolled Movements:* - Emergencies like fires or medical incidents can lead to chaotic movements. 3. *Theft or Robbery:* - Crowded areas often attract pickpockets or robbers, especially in poorly lit spaces. 4. *Inadequate Exits or Blocked Routes:* - Blocked or unclear exits can delay evacuation during emergencies. 5. Exposure to loud noise more than 85dB for long hours *Risks You May Face* 1. *Injuries from Pushing or Shoving:* - Crowded spaces often lead to falls, sprains, or being caught in a stampede. 2. *Delayed Escape:* - During emergencies, crowd surges or blocked exits can make it hard to evacuate. 3. *Being Robbed:* - Pickpockets and thieves may target you, especially if you’re carrying valuables. 4. *Crowd-Related Accidents:* - Tripping, fainting, or crush injuries can occur if the crowd becomes unmanageable. *Safety Tips for Event Attendees* *Before Attending the Event* 1. *Plan Ahead:* - Familiarize yourself with the event layout and identify the exits. - Choose events in well-lit areas with proper security measures. 2. *Travel Light:* - Avoid carrying expensive items or large bags. Only take essentials like ID, phone, and some cash. 3. *Don’t Go Alone:* - Attend events with friends or in groups whenever possible. If you must go alone, inform someone about your plans. 4. *Leave Early:* - Consider leaving before the event ends to avoid the rush and reduce exposure to risks. *During the Event* 1. *Stay Aware:* - Pay attention to your surroundings and look out for suspicious activity. - Keep your belongings secure and close to your body. Use bags with zippers or anti-theft designs. 2. *Position Yourself Strategically:* - Avoid standing in dense areas or at the center of a large crowd. - Stay in well-lit areas and avoid dark or poorly monitored corners. 3. *Avoid Obstructing Pathways:* - Keep clear of exits and walkways to ensure your safety and that of others. 4. *Communicate and Stick Together:* - Stay with your group and establish a meeting point in case you get separated. - Alert event staff or security if you notice suspicious behavior or unsafe conditions.

When organizing an #event, your prerogative must be bigger than just ensuring attendees have a good time, or securing a certain ROI for stakeholders. At the core, the most important consideration of any event is keeping guests and staff safe.-- via Angela Zaltsman, CMP, of A to Z Event Management