Safety and Security

As an organiser it is your responsibility to take good care of both your attendees and staff. Health and safety are important regardless of the size of the event. The larger the event, the more important health, and safety, but even for small events it should be a priority.

This means taking steps to prevent harm that may occur and harm anyone involved in your event. Plan forward for emergency situations that can rise and conduct a risk assessment even though it seems daunting.

Start with a written profile of your event, including all the activities that will take place and an estimated audience size and demographics. Visit the venue and conduct its suitability before the big event takes place.

Be aware of the risks you are taking by hosting your event. Find out the safety of the place, if is it likely to be targeted by criminals and what incidents have occurred in events held at a similar venue.

Things to consider:

·  Capacity-Evaluate whether your attendees will be safely accommodated inside the venue. Are they going to be standing or sitting? Are there any signs that the venue might be over-crowded? Will there be space for movement?

·  Access-Is the venue accessible? Is there enough space for cars and pedestrians? Check if there will be attendees with disabilities and if those in wheelchairs will be able to access the venue. Are there any emergency exits and how many are they?
It is also important to indicate where the facilities, structures, fencing lines, entrances, and exits will be. Discuss the plan with your contractors, suppliers, and staff and make sure that everyone is on the same page.

·  Facilities-Check for the nearest hospital and fire station. Are public transports easily accessible? It is also important to indicate where the facilities, structures, fencing lines, entrances, and exits will be. Discuss the plan with your contractors, suppliers, and staff and make sure that everyone is on the same page.

·  Put an emergency plan in place-Make plans protecting the equipment, the crowd, the crew, catering team.

·  Set safety and security objectives-What is it you want to achieve? How will you achieve it? Where do your responsibilities start and end? This doesn’t have to be complicated, but spending a little time asking yourself these questions will help you clarify your position and plans.

·  Work with suitably qualified, competent and experienced people-No event is too big or small for proper security because the lives and wellbeing of your attended depend on you. You must your research and check that your safety officer, security and stewarding teams understand all potential threats and risks and are suitably experienced and if they are qualified to manage crowds effectively.

·  Test and exercise your plans–This doesn’t have to be complicated or expensive. Bring your key people together and look at recent issues at similar events, then ask yourself honestly if you are equipped to manage such incidents. Document your findings and update your plans accordingly.

Source www.citmagazine.com