7 Event Security Measures and How to Empower Your Event Team

In an era of unexpected challenges, event professionals often grapple with how to prepare for the unforeseen. From rapidly changing health protocols to emerging security threats, event management is constantly evolving, demanding innovative solutions and adaptable strategies.

Having a well-prepared event team significantly enhances event security and helps manage unexpected situations.

To explore cutting-edge event security practices and team empowerment strategies, Prismm hosted a conversation with Dahlia El Gazzar, founder of DAHLIA+ and tech evangelist, and Mark Herrera, Director of Education with the IAVM (International Association of Venue Managers).

Their insights revealed these seven necessary event security measures you can implement with your team.

Empowering Event Teams to Say Something If They See Something

The U.S. Department of Homeland Security (DHS), established after 9/11, monitors threats to public gatherings as part of its mission to enhance national security.

Unfortunately, DHS continues to identify event venues as potential targets for security risks. With the shift from coordinated attacks to unpredictable “lone wolf” incidents, early warning signs are “likely to be more difficult to detect.” This change highlights the vital role of event teams, local communities, and the private sector in maintaining security and having an event security plan in place.

Each person, from attendees to front-line staff, volunteers, and venue workers, becomes an essential observer, responsible for reporting any suspicious behavior or unusual activity to the appropriate authorities. To support this effort, the DHS offers many online resources for event venues to implement their “If You See Something, Say Something™” initiative. This program empowers your team to actively participate in creating a secure event environment

Essential Security Measures for Every Event

Creating a safe event goes beyond instilling a security mindset in your team. All staff need to understand the specific security measures in place for each event, and you can achieve this through a mix of communication methods: briefing documents, webinars, and in-person or immersive virtual walkthroughs.

The goal is to familiarize your entire event team with security protocols and procedures to improve security for events. This empowers your event staff to effectively identify and respond to potential security threats.

Utilize these event security tips to develop your security measures:

1. Risk assessment

What potential threats or vulnerabilities exist at the venue, and how are those risks being mitigated?

Event security planning starts with identifying potential security concerns. Consider all scenarios: equipment or technology failures, medical emergencies, security incidents, crowd management issues, data breaches, and weather-related concerns. Event organizers can improve this assessment by involving all key stakeholders—event planners, vendors, venue staff, security personnel, and emergency services. 

Evaluate the likelihood and potential impact of each identified risk to prioritize and develop appropriate mitigation strategies. Incorporating these event security tips into the planning process may reveal additional security requirements, such as K-9 sweeps, which can be included in your risk management plan.

2. Evacuation plans

What are the plans to evacuate in case of an emergency? Is there a central rally point outside the venue? Where are all the emergency exits and stairwells located?

Your venue’s evacuation plans should include procedures for rapid isolation, decontamination, and notification of authorities if needed. Your experienced security team should conduct regular drills and training sessions with all staff and vendors to ensure everyone understands their roles during an evacuation. 

Keep accurate records of emergency procedures and update the evacuation plan regularly. This ongoing preparation enhances your team’s readiness to respond swiftly and effectively in crisis situations, significantly improving event safety and security.

3. Crowd management

For large-scale events, what crowd control measures are in place? If evacuation is necessary, how and where should event attendees exit?

Your security requirements for events should include scalable strategies that adapt to changing attendee numbers. Consider using technology like mobile apps for real-time monitoring and communication to enhance crowd management. In case of evacuation, clear signage and communication are essential for event security management, as these guide attendees safely to designated exits and assembly points.

4. Access points

What are the various ways to enter the venue, including delivery doors, loading docks, and storage areas? In the case of an emergency, is there a designated location for EMS and first responders to enter? Knowing this helps keep staff alert and empowered to report attempts to access any restricted areas.

Mapping and controlling all venue access points, including delivery doors, loading docks, and storage areas, is essential for effective security management. Use clear signage and restricted area protocols to help staff identify and monitor any unauthorized access attempts. Designating a specific entry point for EMS and first responders ensures they can quickly enter the venue during emergencies. These event security tips are vital in protecting guests and staff during an emergency.

5. Contingency plans

What is the backup or “what if” plan in case something doesn’t go as expected—whether it’s an inconvenience like a power outage or a more serious concern. After all, when it comes to security, you’re planning for “just in case.”

Developing a comprehensive contingency plan is crucial for handling unexpected situations. To highlight the importance of security in events, your plan should include flexible cancellation policies with venues and suppliers, synchronized team roles through regular drills, and clear emergency communication protocols. 

Regularly review and update your contingency plan to ensure it remains effective and adaptable to any changes in the event or circumstances.

6. Medical service plan

What are the protocols for an unexpected medical emergency? How and where will emergency responders maintain privacy and keep disruption to a minimum?

Plan for medical emergencies early, collaborating with emergency professionals during the initial event layout and design. Consider hiring on-site medical staff to reduce response times, especially in remote or hard-to-reach locations. Establish clear communication procedures and designated areas for medical treatment. This allows emergency responders to maintain privacy and minimize disruption to the event. By integrating these event security tips, you ensure effective management of medical emergencies while upholding attendee safety and event continuity.

7. Event credentials

What identification is needed to access the event venue? What is the policy if attendees don’t have the correct credentials?

To enhance security at events, implement strict identification protocols l. Best practices suggest requiring attendees to present valid credentials such as scannable tickets, official badges, or government-issued IDs upon entry. This verification process helps prevent unauthorized access and ensures that only authorized individuals are admitted. 

Have a clear policy for attendees lacking correct credentials. Direct them to a designated area where staff can verify their registration details or identity. Consider issuing temporary passes with limited access if appropriate. Regularly review and update credential policies to uphold event integrity and participant safety

Plan Your Event with Prismm

While eliminating every potential security issue is impossible, implementing these event security tips and having a well-prepared team builds a strong foundation for a safe, organized event.

Prismm can help with this by providing detailed venue visualizations, allowing you to identify security risks before they become problems. Our platform facilitates seamless team collaboration, ensuring everyone is aligned on safety protocols. By integrating Prismm into your planning process, you can create more secure, efficient events that leave nothing to chance.

Let Prismm help you create future events that are successful, safe, and secure. To see how our 3D floor plans and Virtual Reality can better prepare your staff for unexpected emergencies, contact Prismm for a demo.