When it comes to event planning, things like catering, venue location, and entertainment tend to take precedence over security. But safety is just as crucial to the attendee experience as anything else! By investing in quality security, your events and staff can be prepared for everything.
Document Everything
Everything needs to be properly documented in order to keep your insurance premium in check and keep your staff informed. This is especially true in the event of a medical emergency. Just remember, if something happens and you wonder, “Should I write this down?” — the answer is yes. It’s better to be safe than sorry!
Enlist a Medical Team
Prepare for medical emergencies by hiring an approachable, knowledgeable medical team. It’s vital that you have professionals available on-site who can handle everything from providing a band-aid to administering CPR.
Lock Down Event WiFi
Your WiFi should always be password protected and only shared on a need-to-know basis. Make sure a venue’s network is secured by WPA and equipped with AP-isolation; this blocks other users from accessing devices logged into the network.
Create an Emergency Response Plan
Find out your venue’s procedures for active shooter situations and mass evacuations, and mark evacuation routes clearly on the day of the event. Map the closest route to the hospital. Decide what your security team will do with any unidentified bags or boxes, ensure the venue is equipped to handle all traffic, and know how to lock down the facility — just in case. It’s also crucial to establish a chain of command so that every staff member knows exactly what their role entails.
In addition, your emergency response should detail a crisis communications plan. While we can never be sure what the next crisis will look like, you can plan how you would communicate with attendees, employees, and the general public. Put together a crisis communications team and identify your communication channels ahead of time.
Get a Screening Strategy
It’s important to develop a screening strategy for both attendees and employees. Make sure to equally utilize technology and your security team! Metal detectors and magnetometers are great tools, but if they aren’t an option, don’t turn your nose up at a solid bag check.
Hire a credible security firm that’s supplemented with off-duty policemen, who are licensed to carry a firearm at events, and then meet together before the event kicks off. Communicate your layout and any areas of concern, and provide two-way radios and a detailed site map that shows emergency exits, bathrooms, stages, and concession stands. Many police departments post off-hours opportunities on their internal websites, so that’s a great place to start.
At Fun Planners, we believe that investing in high-quality security greatly benefits you, your staff, your attendees, and your event. Don’t hesitate to contact us with any Orlando event planning questions! For more information on how we can help you and your next event, give us a call at 407-955-4949.
