The importance of safety is something that simply cannot be overstated in the world of events and entertainment. Be it conversations around COVID-19 vaccination or cyber-security, there are many ways to look at safety at events. So today, we are exploring what it takes to plan a safe event.
Safety is by no means a result of luck. To have a safe event, you need to make preparations in advance and processes in place. There are a lot of variables at play! A lot can go wrong when large crowds come together, but that is the last thing you need or want to happen during your event. Here are some pointers to consider to ensure safety for all your attendees.
Let’s start with the very basics. Cables and wires absolutely need to be secured at events. This is a non-negotiable! All cables on the floor at your event should have a cable ramp. If you do not secure your cables and wires, you run the risk of guests tripping and hurting themselves. Not only do you want to protect your attendees, but you also want to protect yourself as injuries could result in a potential lawsuit that could have easily been avoidable.
Professional Staff Knows How To Plan A Safe Event!
When putting together events, there are a lot of elements that go into the production and execution. Staff will be setting up large structures, lifting speakers into the air, and suspending lights from hanging structures. There are so many variables in event production as well as labor with all kinds of various responsibilities. If you do not have a properly trained professional AV and production team, it is more likely elements of your event will go wrong and peoples’ safety could be at risk. Excellent AV professionals know exactly how to plan a safe event. They set up the lights so the brightness is just right and secure the event setup against unpredictable weather and wind.
And let’s not forget about the security portion of planning a safe event! You need to hire highly skilled security personnel who ensure safety but are also knowledgeable as they are the ones that attendees tend to approach when they have questions. When selecting a security service for your event make sure that the staff has been trained in CPR and emergency services and is licensed and bonded.
Don’t Forget About Crowd Management!
When creating a safe event, you need to choose a knowledgeable venue. Make a checklist of questions to ask the staff before booking the venue. You should ask whether they have evacuation plans, emergency plans, and plans for power outages. They should be able to answer all your questions in terms of event safety and crowd management. Talking to your venue and making sure plans are in place for emergencies will help you be confident that the venue and staff will be able to perform on the day of your event.
Additionally, look into crowd shaping, a data-based approach to understanding your attendees’ behavior and adjusting the event accordingly in real-time. Encouraging attendees to give feedback via mobile apps can also help create a better experience. Allow them to voice their opinions and to connect with an on-site staff member.
The Importance Cybersecurity
Speaking of crowd shaping, if you choose to allow your attendees to voice their opinions through mobile apps or you simply want to offer Wi-Fi services, taking appropriate steps to ensure cybersecurity is an absolute must in this day and age – especially if you’re planning a hybrid event! First and foremost, you have to adhere to privacy laws and GDPR.
To ensure your attendees’ safety in the virtual world, you have to have encrypted Wi-Fi. The very least you can do is set up a password rather than having an open network. You can watch our webinar about cyber attacks and the steps you can take to prevent them to learn more about this increasingly relevant topic.
Plan A Safe Event With COVID-19 In Mind
One of the hottest topics in event safety these days has to do with COVID-19. Venues should be able to help you answer any concerns you might have. Planning a safe event with the pandemic in mind can mean many things, and venues are adapting in various ways. You could, for example, request proof of a negative test or vaccination of attendees and staff, set up contactless registration systems, and encourage social distancing.
Planning a safe event is a task that can be approached from several angles. Firstly, it’s important to hire professional staff, ranging from security personnel to AV professionals. Secondly, you need to take certain steps to ensure that the attendees will have a positive experience. It’s important to allow them to voice their opinions about your event, so you can either adjust it in real-time or make it even better in the future. And finally, security isn’t just about people tripping over cables and ensuring that the venue isn’t too crowded. Security is also a concern in the cyberworld. Protecting your network with a password is the very least you should do. Make sure your event adheres to privacy laws and protects your attendees’ data.
Need help with your event? Contact us, we will make sure it is not only amazing but also safe!
Editor’s Note: This post was originally written in February 2014 and updated by Anja Grcar for clarity purposes.