While safety and security are both crucial concerns, they often go overlooked when planning a corporate event or function. From environmental hazards that could increase the risk of accidents and injuries, to seeking out the service providers and other resources that may be needed in order to effectively manage large crowds, taking steps to address any and all security concerns is one of the keys to successful event planning. Even a seemingly minor safety issue could involve far greater risk than many event planners might expect.
1. Conduct a Safety Assessment
Conducting a safety assessment is often the first step towards ensuring a secure corporate event. Seeking out potential hazards, outlining possible security concerns and identifying specific issues that may need to be addressed in order to ensure a safe environment and a trouble-free event can be well worth the time and effort involved. Failing to spot a potential issue could make it all but impossible for event planners to correct the situation prior to the start of an event.
2. Dealing With Environmental Hazards
Issues like inadequate lighting, crowded or narrow walkways and other environmental hazards that could increase the risk of injury among attendees and event participants are never concerns that should be looked upon lightly. Finding a secure venue and providing a safe environment are important responsibilities that no event planer can afford to ignore. Conducting a walk-through when renting an off-site venue or inspecting the environment prior to setting up an event can allow planners to identify and address any number of potential hazards and other safety concerns which might have otherwise escaped their notice.
3. Addressing Specific Security Risks
Safety risks and security concerns can differ tremendously from one venue or event to the next. Not every safety strategy or security resource may be ideally suited for every situation. Event planners would do well to tailor their efforts and to adapt their strategy on a case-by-case basis. Universal concerns, such as providing adequate lighting or the means to manage large crowds or high-volume foot traffic are often a good place to begin but formulating a successful strategy may mean having to deal with far more than just the basic concerns.
4. Seeking Out Additional Resources
Trying to do everything themselves or relying solely on in-house resources is a common mistake, one that event planners would do well to avoid. Tasking corporate employees to provide the specialized security services that may be required to ensure everything runs smoothly during a corporate event often proves to be a serious liability. Even venue staff and on-site security services may be unable to offer the special training and equipment that may be required in order to effectively screen attendees, handle crowd control or to deal with any other safety or security concerns that may arise.
5. Adapting to Changing Circumstances
No one plan can account for every eventuality. While conducting a safety assessment and formulating a security strategy are both essential concern, these efforts may not always be enough. Staying flexible, and ensuring that everyone managing the event or providing security services is able to communicate without issue can make it much easier to deal with any unexpected issues or situations that may arise. Circumstances can change very quickly during a large event, and event planners who lack the means to adapt could be placing themselves at a real disadvantage.
Keeping everyone safe during a corporate event can be a real challenge, especially during major events that may draw large crowds. Event planners who neglect to address security concerns and those who fail to identify any potential environmental hazards which could create problems could be taking a big risk. Having a plan in place, seeking out the additional resources needed to enact it and being prepared to deal with any of the unexpected issues or situations which may arise can all go a long way towards ensuring a safer and more secure corporate event.