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Tips for a Safe Event

Planning a safe event is one of the most significant considerations for any event planner. Event safety includes public health, security, and data privacy, to name a few. While some circumstances like a pandemic or typhoon are beyond your control, it’s still best to have the foresight and mitigate the risks as much as possible.

Conduct security and health checks

Check IDs and match them with your registrants to protect your event from gatecrashers. Also, make sure that you have the equipment and personnel to check your attendees’ temperature and also for weapons and prohibited drugs. You might want to utilize QR codes to make check-ins faster and more convenient.

Form an experienced logistics and security team

Gather trained personnel and get the help of an expert when it comes to logistics and security. This team is in charge of looking for the perfect venue, setting up event rooms, identifying potential hazards, checking for faulty cables, controlling the influx and flow of people, conducting health checks, and creating a risk control plan in case of emergencies. They will also make sure that the whole staff is informed on security and health protocols to minimize panic and accidents. Make sure that your security personnel are qualified and visible during the event, so attendees are assured of their safety. Also, a medical team is highly recommended if you’re planning for a large event.

Keep track of attendee information

How many participants, volunteers, staff, and guest speakers will you have? Do they have any allergies to food?  Are they vaccinated or not? Who do you contact in case of emergencies? Collect essential information on each attendee, so you can plan your venue, food, technology, and emergency protocols properly. If you have a lot of participants, you might want to consider having breakout rooms, implementing social distancing measures, or even conducting a purely online event for health considerations.

Protect attendees’ data

It’s common practice to have participants fill in a registration form to confirm their attendance at an event. During the event itself, you might also have another sign-up sheet to know who are actually present. To ensure that sensitive data is properly handled check your event location’s legal requirements. If you’re hosting an event in another state or if you have attendees from another country, different regulations may apply. For instance, the General Data Protection Regulation (GDPR) is said to be “the toughest privacy and security law in the world”, and its rules apply to organizations anywhere as long as you’re collecting data from people in the EU. Securing information also extends to online bookings, which, again, may entail different considerations if your participants are booking from their home location.

Provide adequate lighting

Ensure that facilities, hallways, and venue grounds are well-lit. Your emergency exits should be easily identifiable, and your emergency lights should be readily available. Suitable lighting also prevents mishaps post-event. You need visibility when you’re dismantling your AV systems and other event paraphernalia. By making sure you have proper lighting, your security and medical personnel can also respond to emergencies faster.

Protect your event from extreme weather

Strong winds and lighting are potential hazards when you’re planning an outdoor event. Temporary structures such as tents, sound systems, and other technology can potentially cause accidents. Extreme weather conditions can disrupt even the most well-planned events, so make sure you have a backup plan. Remember that damages caused by bad weather may also have massive financial implications. Choose your vendors wisely, so you’ll have the most viable plan in case this occurs.

Keep participants updated

Health protocols can change and storm warnings can happen at any time. Use social media and email, so attendees will know of sudden changes. One tip is to set up a Facebook page for your event, so they know where to readily find information. Since not everyone will be on social media 24/7, employ text blasts and encourage them to subscribe to email newsletters. In huge events that go on for a few days, some organizations find that developing a dedicated app for the event can come in handy not only for marketing but also to send urgent announcements. The point is to be able to send timely messages in the most convenient way possible for your audience.

Safe events need a lot of planning and legwork with a team. Keep these tips in mind when you’re planning for your next event!

ResourceJoanne Legiralde