Safety and security issues at events can take many forms, from a food allergy to a tornado to wireless Internet security problems. While it’s impossible to predict every scenario, there are fundamental steps you can take and questions you should ask during the planning process to help you prepare for potential problems that may arise. Doing so will allow you to approach your event with confidence.
1. Identify potential hazards
To best prepare for potential issues at your event, consider the following factors and questions:
- Event location: The geographical setting of your event will play into your potential safety issues. Are you having an event in a tornado-prone area? Are you out west where earthquakes could be a problem? Are you in hurricane territory? Make sure your venue has an emergency plan in place to ensure the safety of your attendees.
- Event type: Is the purpose of your event to unveil proprietary technology? If so, find out if your facility will allow locks to be changed or heighten security around entrances. Also investigate the type of wireless network the facility provides to ensure it has a security-enabled login and a firewall.
- Building systems: Find out what security systems and procedures your venue has in place already. Once you determine those, then you can figure out your security plan a bit easier. Consider the basic things like security cameras and professional full-time security staff. Does the facility have either or both of those options? If your event will need extra security, beyond what the facility normally provides, is there staff availability and what is the cost?
2. Obtain your venue’s security plan
Your venue should be able to provide you with security, safety or emergency response plans designed specifically for that location. Ask them how often they review, update and practice event and building safety protocol. Monona Terrace reviews its plan on at least an annual basis and updates it as needed to include a variety of scenarios.
It’s a good idea to note where emergency response personnel are in relation to the venue. Find out the expected response time for police, fire and rescue and the distance to the nearest hospital. Consider an alternative venue if response time is too long.
3. Work closely with your coordinator
Ask the venue’s event coordinator to review the security plans with you and alert the coordinator to specific security or safety issues about which you have concerns. They should be able to help you put safeguards in place. Make sure they know how many people are planning to be in attendance, the event type and additional security measures you wish to have in place. Your coordinator should be well versed in issues management and is a great resource for best event preparation.
Preparing for potential safety and security issues will help you to approach your event with confidence. Event coordinators at Monona Terrace work closely with planners to ensure events go as smoothly as possible. Get in touch with Laura MacIsaac, CMP, at 608-261-4016 to learn how Monona Terrace better prepares for your event.