A checklist of 11 tips on how to make events safe and secure and how to manage a potential on-site crisis.
• Walk the Talk. Before selecting a venue, schedule a “walk-through” with security consultants and on-site security officers to note potential hazards.
• Question Period. During the walk-through, question security personnel on fire drill and evacuation procedures, emergency communication systems, parking restrictions and staff security training.
• Be a Newshound. Stay attuned to local news or events that may affect your gathering. Background research, for example, could prevent you from scheduling an annual meeting at a downtown hotel on the same day a protest or parade is scheduled nearby.
• Look for Liability. During the site inspection, check for anything on site that requires protection from theft or damage. You could be held liable.
• Make Yourself Known. On the day of the event, be accessible; security personnel must know you are the main contact person. Conversely, attendees must know you are in charge should something go wrong.
• Keep Connected. Be sure all team members are up to speed on emergency procedures. As well, ensure you are linked through two-way radios or cellphones. Have direct access numbers to police, fire and medical staff.
• Emphasize Accountability. Make it clear to upper management that security is paramount and no one is immune to following procedures. If?proper identification is a prerequisite, all employees must display it. The “everyone knows me” theory won’t cut it.
• Take Security Seriously. Respect your attendees’ feelings about security measures. Don’t trivialize their potential sensitivities.
• Stay on Guard. Be prepared for the worst – never think an event will run without a hitch. Each venue and situation presents a new challenge.
• Manage the Crisis. If something goes wrong, stay calm and maintain a leadership role. Sound communication is critical. Be the focal point of?the communication process.
• Be a Calming Influence. Remain as consistent as possible in your dealings with attendees. And remember: proper security measures will put their minds at ease, so they can concentrate on the business at hand.
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