A Safe Event Site is No Accident!
Onsite safety is the result of diligent pre-event planning and the implementation of safety procedures throughout the event, right through to tear down. It involves the entire event team.

Venue
Walk the Talk: Before selecting a venue, schedule a “walk-through” with security consultants, on-site security officers and facility personnel to note potential hazards. Address any concerns you or Security has about the event. Before event day, be sure to review if actions have been taken and corrective measures implemented.

Question Period: During the walk-through, question security personnel on fire drill and evacuation procedures, emergency communication systems, parking restrictions and staff security training. Discuss needed corrective actions with facility personnel and timelines required to complete observations.

Look for Liability: During the site inspection, check for anything onsite that requires protection from theft or damage. Also look for and document pre-existing damage that requires repair. Ensure a representative from the facility signs and dates the observation document. You could be held liable.

On-Site Medical Personnel: If you are using an offsite venue far from a hospital where it will take a long time for ambulance to arrive in an emergency, it is essential to hire onsite medical personnel that will work the entire event in case of accidents and injuries.

Communications
Make Yourself Known: Throughout the event (set-up, event day, and tear down), be accessible; security and facilities personnel must know you are the main contact person. Conversely, attendees must know you are in charge should something go wrong.

Call Me: Ensure your client and all members of the event team are aware of emergency and evacuation procedures. Throughout the event, it must always be possible to communicate either by cell phones or two-way radios.

Emergency Services: Prepare a list with phone numbers and locations of local hospitals, police, fire and medical clinics. Ensure all members of the event team and client have a copy.

Know Your Guests: If your event is out of province or out of country it is especially important to make sure your client has on hand a digital and hard copy list with emergency contact numbers for all guests.

Risk Management
Be in the Know! Stay attuned to local news or happenings that may impact your event. Background research, for example, could prevent you from scheduling an annual meeting at a downtown venue on the same day a protest or parade is scheduled nearby, or make you aware of any crime issues that may affect your guests’ comfort or safety.

Stay Aware: Be prepared for the worst – never think an event will run without a hitch. Each venue and situation presents a new challenge.

Keep Calm & Carry On: If something goes wrong, stay calm and maintain a leadership role. Sound communication is critical. Be the focal point of the communication process. Establishing a clear protocol pre-event will enable you to implement the appropriate procedures to manage the crisis.