02 Sep Working with Security to Plan an Event
The perfect event is elusive and requires careful planning to arrange. Similarly, ensuring the security and safety of your guests involves intensive preparation. While the proper development and implementation of a security plan is the responsibility of the security firm you choose, they will need your input during the process. Here are a few things to remember when working with security to plan an event that is as safe as it is enjoyable:
Discuss the venue
When preparing for an event, have security at the table to help choose a safe and secure location or venue. You’ll want to give the security team enough time to plan and develop contingencies. Security requires just as much careful time and planning as the event itself and cutting the time short for your security team will impede their ability to maintain safety at the event.
Prepare a guest list
Creating and maintaining an up to date guest list will help with choosing a venue large enough to safely accommodate the expected number of people, and limits unexpected threats. As the client, you may want to be lenient on allowing uninvited guests into the event. If that is the case, there still needs to be a set policy or procedure that the security team can follow while still allowing in unexpected guests.
Some guests, such as government officials or celebrities, might have their own security teams. If that is the case, it is important to coordinate with them before the actual event. While it might seem that extra security can only be a good thing, remember that the individual’s security team is focused on their safety and not the safety of your other guests. Open communication and coordination before the event can ensure the safety and enjoyment of all guests at the event.
Have one person in charge
There should be one person assigned to have authority at the event. The security team will need someone they can count on to answer questions and give directions. If there are multiple people in charge, it can quickly result in confusion and security lapses. Giving one individual administrative control over the event streamlines the process and gives you the best control over the event’s security.
Practice situational Awareness
The security detail should have access the guest list early. If any of the guests are VIPs–who may attract paparazzi, protests, or excessive attention–there may need to be contingencies in place. Knowing these things in advance will allow your teams to act–instead of react–in the event of a disruption.
Having prior knowledge is one way to make sure your team is aware of potential problems, but current knowledge is just as important. Often security companies will include real time intelligence with their security teams. This intelligence will keep an eye on the news and social media chatter to recognize a potential threat before it becomes immanent.
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