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How to set up security for an event

set up security for an event

How do you set up security for an event? Our guide outlines the things you have to consider, and what a security solution might look like.

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For an event manager, security is always a central aspect when planning events. And during extenuating circumstances, such as a pandemic, there are also special considerations that have to be given to security and safety at events. Our guide will set you on the path to consider which factors you have to take into account and how you can create a security concept that is suitable for your event. 

Current reasons in the field of event management repeatedly give grounds to put security to the test at events. It is important to demonstrate a high level of event and visitor safety in order to comply with the high requirements of laws, standards, regulations and the usual traffic safety obligations.

This can only work if, at least for larger events, a specialist also looks from the side of safety and health. Some of the event agencies go the very sensible way and involve a specialist agency right at the start of the project in the form of a “security check”.

From such initial information, many security requirements can already be derived in good time and measures resulting from this can be specified. These form the basis for a security concept, a security guide or other specific framework. A protection goal must be that no one who is directly or indirectly involved in the event is harmed.

“It has always gone well” – routine as an underestimated security risk

Unfortunately, due to budget reasons or professional misjudgment, security is often avoided. Under the motto “It has always been going well” or “Nothing has ever happened in the past 10 years”, is unfortunately the message of the event managers and the people responsible. A bad guide for the future because the longer nothing has happened, the higher the probability that something will happen soon. 

How to set up security for an event

Whether in meeting places or events in public space, in the course of special use, all these “event places” must be built in perfect condition in terms of structure, organization, personnel and material. A mammoth task, as you have to work around many laws, standards, regulations etc. at the smallest event.

What can a solution look like?

What is important now: not to suppress the topic and to approach it conceptually. Formulate clear protection goals with regard to occupational and production safety, safety during the course of the event, and the return of everyone involved. Do you think impossible? No, it is the duty of care of every company or supervisor to also consider these care obligations.

This type of elaboration on security is not limited to classic seating plans and the placement of security services. Rather, it includes things such as the subject of the concept, the description of the event, the institutions involved, comprehensive hazard and risk assessments, personnel responsibilities, scenarios and their management, plans, and much more

External experts for event security can work in an advisory and solution-oriented manner without dependencies. Because they have an outside view and, based on their experience with many other events and locations, can work out event-specific solutions.

Implementation of a security concept

A security concept can only be implemented if, according to regulations, the consent of the competent authorities is present. According to general experience, this agreement requires a lead time of sometimes up to 4 weeks. But even if you are not within the scope of the above regulation with the event, it is important to check whether it would not be better to create a protection concept due to the processes or the procedure.

Depending on the necessary security architecture, competent authorities such as the police, fire brigade, emergency services, construction office, regulatory office, road traffic authority are involved. The police, first responders, rescue service or other security agencies can also be affected.

Conclusion

If all legal regulations have been observed; if all authorities that have been included as a matter of responsibility or after the corresponding analysis have given their release; if the organizer has also been made responsible for the elaborated measures and, if necessary, exercises or instructions have also taken place for individual scenarios – only then can a security concept develop a liability benefit in addition to the factual increase in security. Even if the concept should actually prevent this: If an event does occur, the security concept can be used to show that, according to the information available, everything has been done to prevent damage. This is a very strong argument for defending against third party claims.