How do event industry professionals stay on top of an ever-changing landscape of hazards, emergencies, and event safety requirements? The solution is being prepared and proactive. Our world looks vastly different than it did just 5 years ago and continues to change drastically over the course of time. The event industry has to assess potential threats and mitigate them continuously. Unfortunately, we’ve seen it all too often that security precautions are frequently an afterthought or at least, not at the top of the priority list. Planning and producing an event can be a major undertaking. With all of the scheduling and organizing going on, it's easy to lose sight of the necessary safety precautions. Safety plans can be disregarded or even forgotten in the midst of choosing decor pieces and entertainment. This poses a significant liability risk and it’s our job to prioritize safety in the planning stage and continue to reassess every step of the way. 

If you’re looking for tips on how to mitigate risk and keep safety as a top priority throughout the entire event production process? You’ve come to the right place! We’re here to help and share with your our favorite tips that will ensure the safety of your event.

ASSESS YOUR EVENT’S LOCATION

It's crucial to gather accurate information about the risks that can be found at your event’s location or venue. Become familiar and aware of the most common threats and crimes that occur in the area. Do some research and look for any localized health issues, such as epidemics or threats. This is a lesson well learned after experiencing the great impact of the Covid-19 pandemic. Are there other health concerns native to the location, such as contaminated tap water, etc.? Understanding your location’s risks is one of the first, but most important, steps you can take to keep your event safe. 

Check out our 2021 blog article,  “Risk Management and Mitigation”, for more information about how Wizard Studios mitigates risk at all our events. 

START AN EMERGENCY RESPONSE PLAN

An emergency response plan is absolutely essential when it comes to mitigating risk and being proactive. It’s important to be proactive about active threats. There are a few ways to get prepared in the event of an emergency. 

• Staff Training: Update your event staff on emergency procedures so they can assist in leading guests. Make sure your staff has all the necessary equipment and licenses in order to healthily and safely prepare for the event. Train them on observing odd behavior that could potentially cause a threat and how to respond accordingly.

• Write An Active Threat Policy: With your event committee, collectively design a code of conduct on how to deal with potential and active threats. This should include fire safety procedures, active shooting procedures, and anything else that would affect the health, safety, and well-being of your guests. 

• Weapons Policy: Develop a policy that prohibits your guests from bringing any and all weapons to your event. Ensure your guests that you are taking all the necessary precautions to keep them safe.

Because there is no one-size-fits-all policy, it’s important to consider the safety needs of your area and event and figure out what goals you want to achieve at your event.

COORDINATE WITH LAW ENFORCEMENT

Failure to coordinate with local law enforcement is a common mistake among event professionals. A partnership with law enforcement could offer information and assistance during the organizing process. Get to know where the nearest hospital, fire station, and police station are and become aware of the estimated travel time to such destinations. This may seem like information you can look up during an emergency, but if you have the information in your back pocket, your response will be quicker and more efficient. This is a layer of proactive planning and protection that you’ll be grateful for.

GAUGE THE PROBABILITY OF THREATS

It's difficult to know what to look for when assessing risks. Recent history has shown us that active threats can occur at any place at any time. With this is mind, event professionals should pay close attention to how hotels and venues present themselves, especially at all entrances and exits.  Are there present staff members or security out front? Does the staff have to use a key or keycard to enter through the back or side entrances? How does the venue typically become aware of guests as they enter and leave and are they able to determine if someone is armed? Assessing threats is a big task, so start gauging the probability of future threats by examining hazardous events of the past and their likelihood of occurring again. Standardize your baseline security measures by identifying common local threats and what precautions you need to take in order to protect your guests and event staff. 

As for during the event, it’s important to stay present and attentive. We’ve seen first-hand that people can be so unpredictable, so it can be difficult to foresee when someone turns from a normal and law-abiding citizen into a rageful attacker. The very best you can do is study human behavior, get into the habit of looking for signs, and report anything suspicious to law enforcement. 

Safety shouldn’t be just another box to check off your list. It should be the driving force that you employ to highlight each aspect of your event. We guarantee you will have a more seamless experience with the event if you keep safety in mind throughout the preparation process. With an event safety plan already in place and thought through, you won’t have to panic on the day of the event. By partnering with Wizard Studios, all the potential problems and issues will have been prepared for previously, so your guests can enjoy the event without worry. Let’s get started on your next event, contact us today!