Event Security Planning

It’s necessary to have a plan for every event, big or small. A Plan should include the event’s budget, theme, location, and expected number of attendees. Safety and Security should be integral to the initial planning of the event and remain a top priority throughout.

It is crucial to have security measures in place before holding an event, large or small. Without security in an event, there is a risk of access control, health, safety issues, or breaches of licensing regulations. Additionally, theft, crowd control issues, and gate-crashing become more likely. Ultimately, there is a risk of injuries or even fatalities. Event planners must take security requirements into account from the outset. All too often, security is overlooked and left until the last minute.

A Detailed Guide To Event Security Management Roles and Responsibilities

The event security plan must outline roles and responsibilities. The plan should identify who is in control and responsible for each element of the event, as well as up-to-date contact information. In Addition, to identifying the necessary security measures, the plan should also document how much security is required for each role.

The Compliance and Competency of an Organization are of paramount importance.

The event security plan should also detail the competency, qualifications, licensing, and training required of staff taking identified roles. Furthermore, the plan must document how to monitor compliance and who is responsible for vetting and monitoring.

Gauging and assessing risk is necessary to take precautions against fatalistic outcomes.

Gauging and mitigating risk is essential for organizational success. When risks are not managed effectively, they can lead to undesirable outcomes such as financial loss, legal liabilities, and negative publicity. An organization’s ability to identify, assess, and control risk directly affects its bottom line. Thus, it is crucial for organizations to have a clear understanding of the risks they face and to have systems and processes in place to manage those risks.

Large-Scale attacks in Events.

Large-scale attacks can have a devastating impact on events and the people who attend them and are increasingly common. Any place where there are large crowds can be a potential target for violence. For prevention you can:

Whether or not guests should have their bags checked for potential weapons by trained personnel is an important question to consider.

What items will not be allowed into the event:

• Is searching going to be required and, if so, who will perform the searches?
• Are body scanners going to be used, and by whom?
• How many staff are needed to monitor attendees for suspicious behavior and what training do these operatives require?
• How far away from the entrances to the venue needs to be under surveillance?
• Do you need to weigh risks by completing a crime analysis of the area where the event is being held?

Suitable Venue for Events.

A well-equipped and convenient venue is important for the success of an event. In determining this, you may need to satisfy the following questions:

• Is the Venue location acceptable?
• Can the venue be secured from threats?
• Are there enough escape routes for the audience, in case of any incidents?
• Do we have enough service points for refreshments to prevent people from overcrowding small areas?
• Would it be possible to safely evacuate the premises if needed?

Outdoor events need to have well-defined perimeters. This may involve setting up fencing or using barricades. You should also think about whether or not the boundaries will be manned, at what points, and how many staff will be needed to minimize “porosity”, or unauthorized access.

Similarly, indoor events should give particular attention to back doors that staff can open or windows that open from the outside.

Document the venue capacity limit and plan to measure attendee numbers and prevent the venue from going over capacity.

• The plan should also describe other elements of physical security:
• How can you manage guest exits to prevent blockage?
• How can you manage entrance queues and maximize audience satisfaction?
• How can you prevent guests from gaining access to staff-only or VIP areas?

The location of the venue itself could present a risk if it is inaccessible to emergency services. If this is the case, then please describe the mitigation plan.

These days, cybercriminals can hack anything connected to the internet and leverage it to attack physical safety. For example, how will you prevent hackers from breaching venue systems and overriding electronic gates or door locks? What if alarm or communication systems are blocked?

Attendees in Events.

When hosting a high-profile or controversial guest, it is important to consider how best to mitigate the risk of disruptions or attacks. Can every attendee be vetted? Can you stop bulk ticket purchases that could be made by potential disruptors?

The risk increases with the number of attendees. Mitigation requires extensive planning, coordination, and communication.

Personnel’s necessary in Events.

It is commonly recognized that employees are the weakest link in information security. Likewise, employees and other personnel may also represent the most significant risk to venue security. Security is therefore a responsibility shared by all. The event security plan should allow for all staff involved in the event to receive security awareness training.

Gathering & Communicating Information during Event.

An event security plan should coordinate all of the Health, Safety, and security information. The plan communicates this information with all stakeholders, e.g. The client organizer, venue staff, third party staff, third party staff, contractors, and perhaps local government enforcement and emergency services, It is also essential to keep records that all concerned have read and understood the plan.

Large-scale events need to coordinate with security and Health & Safety suppliers before the event. This allows for a comprehensive overview of all security and safety details. Health & Safety representatives often work in close collaboration with security companies. Event security guards are positioned to uphold Health & Safety and license regulations.

Procedure Reviews & Monitoring 

It is common for security plans to change leading up to an event. A successful program should anticipate this and allow for reviews and audits. For small events, this might be as simple as completing a checklist. For bigger events, it could mean holding a meeting with representatives from all relevant parties.

Completing the Event Security Plan:

Different occasions will necessitate the preparation of additional details. The focus on various particulars will differ. Nevertheless, at the very least, a security plan for a more considerable event should always answer the following queries:

Overview of the Event Security:

• What are the circumstances leading up to the event?
• What is the goal of the event?
• How is the event organized?
• What kinds of guests are anticipated?

Sites Details: 

• Who are the venue contracts, and what are their contact details?
• Can you provide site plans identifying access and exit requirements for general or emergency use?

Required Health and Safety:

• Has a risk assessment and mitigation plan been completed and a copy appended?
• Has any additional fire risk been considered?
• Is fire suppression equipment sufficient?

Necessary Infrastructure:

• Are all temporary structures accounted for in the plan?
• Are all contractors fully listed with complete contact information and responsibilities?
• Are backup communications, such as radios, in place?
• Have checks been made that the utilities such as electrical systems can meet the anticipated demand?
• Are the required safety protocols in place for dealing with utilities?
• Can utilities be secured and, if not, should they be guarded?
• Are backups to power or ventilation required?
• How are food hygiene standards being managed?
• Have additional risks, such as fire from catering, been considered?

Waste Management: 

• Has the proper disposal of waste been considered – including rubbish collection, recycling, and disposal?
• How is wastewater being disposed of?
• Are there arrangements for sufficient toilet facilities?

Crowd Management: 

• Have the expected numbers been accurately estimated?
• Is there a plan for managing the movement of at least this estimated number of people?
• What physical measures will be taken for crowd management, such as temporary barriers?
• Will a pre-screened guest list be needed? or Are ID Badges going to be used?

Stewarding: 

• Has a detailed staffing plan including procedures and placements been completed?
• Who is responsible for ensuring staff is aware of contingency and emergency plans?

Traffic Management: 

• Have traffic management plans been formulated for the event?
• Do we need to take extra measures like setting up barriers or fences?
• How will emergency vehicles be able to access the site quickly if necessary?
• Do we need to pre-register and identify vehicles?
• Are there specific parking areas that need to be designated for VIPs and the general public?

Emergency Action Plan (EAP)

• Does the EAP detail evacuation routes, location of assembly points, and how to communicate with each other and emergency services?
• Have different ways to mass evacuate the event been devised?
• Do you know how you will direct guests during an emergency?
• Have you prepared signage and notification for guests regarding how to respond?
• Is there an assembly point affording the media access to telephone lines, electricity, and toilet facilities?

Major Incident Plan

• Have the necessary safeguards been put in place by emergency services and local authorities in the event of a major incident?
• Who will be in charge, and what are the procedures that will be followed in such a case?
• Have backup plans been created and distributed to those who need to be aware of them?

One Page:

• Have you produced a one-page summary of all the most critical points on the event security plan?

Summary: 

Remember that the event plan is a living document to improve your chances of delivering a safe and secure event. Planning is not a backside covering chore to produce a document that will gather dust in a drawer!

The plan needs to work and should be reviewed and signed off by all the relevant authorities. IFSS also advises that it may also be necessary to refer to the local authority and the concerned police authorities.