Event Security Planning For Business Owners: How To Ensure Safety And Minimize Risk

Not anymore.

Today’s event security must address a myriad of both virtual and physical threats impacting event attendees, participants, employees and vendors. In fact, 65% of venue directors now report seeing a post-covid deterioration in crowd conduct at events- prompting increased security to manage negative fan behavior, unauthorized access attempts, rogue drones, violence against staff, and alcohol abuse.

And that’s not even counting cyberattacks- like ransomware and data breaches– along with bomb threats, or swatting attacks, or shootings. Add in weather disruptions or equipment malfunctions. In the worst-case scenarios, things can escalate into unauthorized stage rushes– like the tragic 2021 Astroworld Festival in Houston– where 10 died from compression asphyxia, and hundreds were injured.

You get it. Today’s event landscape demands very serious event security planning- detailed pre-planning, practiced co-ordination, and well-defined communication to achieve crowd management and quick response- so your event can run safely and smoothly.

The Ultimate Pre-Plan Event Security Checklist: Avoid Mistakes, Save Money, And Protect Your Reputation

Great security starts first with smart pre-planning- and here’s the checklist for that. Using this checklist can mean the difference between a successful event experience and a costly disaster. Here’s how you realize the key questions you need answered, study risk assessment for events, and map out your preliminary event safety plan- before you bring in the security professionals.\

(And when you’re ready for that next step, there’s a very easy way to have security professionals reach out to you. The City Guards, a trusted security industry resource, has a vendor directory that makes it very easy to connect with top candidates…but more on that later).

Event Security Checklist

Event

What is the type of event? (Political rally, trade show, graduation, festival, convention, sport event, executive retreat, concert, farmers market, charity run, funeral/wedding for a public figure, on-line conference)

• What is the venue- indoor, outdoor, public, private? (Is there risk for unpredictable crowds, party crashers, protesters, data breaches?)
• Date/time? (Is your event on a holiday-like the Fourth of July- that could have increased traffic or road closures? Is the date a symbolic trigger of a past tragedy like the Columbine shooting, or on Hitler’s birthday? Or is the date a day of religious observance- possibly with associated tensions to others?)
• What are external risk factors? (Could there be possible weather impacts such as snowstorms, winds, or heatwaves, or high crime areas needing more visible security?)
• What is an estimate of crowd size and profile? (Larger crowds increase risk of accidents, conflicts and unauthorized access, so more crowd control measures may be needed. Events such as political rallies can attract protesters or targeted threats. Crowd profiles can range from business/sales-centric, family-friendly, or entertainment-focused).

Risk Assessment

• Are there any VIPs or controversial speakers? (There may be strong pro or con public sentiment for any event speakers which increases risk factors, or your event theme could be controversial).
• Is your crowd family-friendly, high energy, rowdy, or entertainment, shopping, or business-focused? (Potential behaviors of various crowd types present different risk factors).
• Will there be alcohol, high value items, or merchandise for sale? (Adjusted security will be necessary for different factors- e.g. visible armed guards for high value items or sales, or increased # of guards if your venue offers alcohol).
• What is your venue’s safety history? (Does this venue have past incidents of attendee heat exhaustion during summer festivals, known crowd surges during sold-out shows, past fire/safety violations, or a known bad reputation-such as NOT enforcing ID checks?)
• Is the venue’s area risky? (You might need extra visible guard presence, more surveillance, or extra medics on hand if the venue’s safety history is poor).

Venue Coordination

• For a venue security assessment, what are existing venue security protocols? (Is there current access control for events, CCTV cameras in place, established on-site security staff, or clearly marked signage/evacuation routes?)
• What is the insurance and liability of the venue? (Venues typically have general liability, liquor liability, workers’ comp and property insurance. Clarify if their policy limits are $1 million per occurrence, if you need your own event insurance as a renter, if third-party vendors are covered, or if the venue needs to be listed as additional insured on your policy. NOTE:As an event host, you could also need event liability, host liquor liability, terrorism, or weather/event cancellation insurances).
• What are emergency exit and crowd flow plans? (Understand any existing emergency response plan the venue has).
• Is local law enforcement needed? (This might be needed in case of large public crowds, street closures/traffic control, if alcohol is served, VIP presence, it’s a cash-heavy, controversial, or multiple day event, or if the venue or insurance requires it).

Communication Planning

• Who is my internal security point of contact? (They may have titles such as Security manager, Security lead, Operations manager, Event coordinator- these personnel can be from the event organizers team, the venue security team, or both, as long as they establish the event security best practices they must coordinate among themselves).
• What is planned day-of incident reporting? (Some reports are pre-printed paper forms or digital report forms [on apps like JotForm or Eventbrite] used by security personnel, staff, medical teams, etc. about incidents. Radio protocols report incidents live. A central command logbook is managed to include timestamps, CCTV reference markers, etc. Daily reports are summarized especially for multi-day events. A medical log documents first aid and treatments).
• What is a basic crisis communication plan? (One person-often the company CEO- is assigned as spokesperson in a crisis- making statements to media, attendees, creating a chain of communication for staff. Key messages are ready in advance, and emergency contacts/email alerts are ready).

Security Tech Needs

• Are cameras, metal detectors, bag check systems needed?
• What is the power set-up for systems?
• Will digital credentialing or guest check-in be necessary?

Emergency Scenarios

• How will medical emergencies be handled? (e.g. Establish first aid medical stations, mobile medical teams, establish hospital transport plans).
• What if there are weather issues, fire disruption, or other emergencies? (Plan ahead with weather related shelters, evacuation routes, and communication protocols).
• Are there evacuation/lockdown protocols in place? (Event safety coordinators, security team leads, and venue management will coordinate event security services for crowd control in these situations, also communicating with law enforcement and EMS).

Budgeting

• What are the costs for guards, equipment, staffing? (Cost analysis– For unarmed guards it is approximately USD $16-18 per hour. For Armed Security Guards it is $21-30 per hour and Event Security Guards could run $20-35 per hour. Mobile Patrol Officers are usually $19-25 per hour. As a general rule, events with alcohol require one guard for every 500 attendees-without alcohol it’s one guard per 1,000 attendees. For 2-3 guards, budget $1,000-3,000 for adequate coverage- larger public events might cost $10,000+ for complete security).
• Is there a contingency fund in case of unplanned security needs? (A general rule is to allocate 10-15% of your security budget for small events, 10-15% for medium events of 200-1,000 attendees, and 15-20% contingency for large events of 1,000+ attendees. For example, contingency could increase for high-risk or open public events, or venues in high crime areas).
• How is the post-event reviewing/incident reporting done? (Do debriefs with all internal personnel while information is fresh. Request reports from all vendors, security providers, EMS, law, tech vendors. Collect feedback from attendees through surveys and social media. Finally create a security report for stakeholders or team, to use in the future).

Your Next Step Is To Hire Smart

By thoroughly completing this event security checklist, you now have a clear picture of the event security services you need. Your next step? Finding the right security vendor who will meet your event needs professionally, with expertise and reliability. Here’s the right questions to ask to evaluate potential security companies for your most informed choice:

Vendor Evaluation- What To Look For In A Security Provider

Experience And Reputation

• Does the vendor specialize in your type of event?
• Can they give you recent references?
• Are they licensed, bonded and insured?
• What is their local reputation with other venues or authorities?

Staff Training And Qualifications

• What training do their guards have?
• Do they have armed, unarmed, or off-duty law enforcement options?
• Is their staff vetted and background checked?

Services Offered

• Can they cover entrances, exits, backstage, perimeter?
• Do they do access control, bag checks, surveillance?
• Will they coordinate with police, fire, EMS?
• Do they use real-time reporting tools (e.g. mobile apps), and live surveillance?
• Does their technology integrate with your event’s existing systems (radios, command center software, etc)?

Planning Conducted

• Will they conduct a site walk-thru and risk assessment ahead of time?
• Is their security plan customized to your needs?
• What is their communication setup- radios, incident logs, command posts?

Emergency Readiness

• Do they have previous experience with evacuations or emergencies?
• What is their protocol for violent incidents, medical issues, disruptions?
• Will they work with you on a crisis response plan?

Cost/Contract Details

• Are their quotes itemized and easily understood?
• What are their overtime rates, cancellation fees?
• Are there additional equipment rental fees?
• Do they give you a post-event report or debrief?

In conclusion, comprehensive event security planning is vital for business owners and event organizers aiming for a successful safe event. Utilizing this detailed event security checklist and asking the right questions for vendor evaluation can make all the difference.

And when looking for the right security pro for your event, trusted industry resource The City Guards offers a smart way to hire security providers- with a full list of vetted security company vendors available in your area.

To get those vendor options, simply put in an online request: “Hire Trusted Security Providers”. The online template helps you list the security specialities you need, along with your location. You will receive responses from multiple security providers from your community, with their quotes. Then simply begin the process with candidates that want to provide the services your company needs.

“Hire Trusted Security Providers” and start your search now to secure the most fully protected company event you’ve ever had.