Hosting a special event is a huge commitment, one in which you spare no expense to ensure your guests have a great time. It is also a huge responsibility, as the safety and security of those in attendance now lies in your hands. As a guest, you are not concerned about the safety of an event, because you naturally assume that the host has it taken care of. As the host, you can make no assumptions, including that the venue has the security handled. For this reason, you need to hire a security firm—more specifically, the right security firm.
The security team assigned to your event needs to be of the highest caliber, displaying the appearance and professionalism that reflects the importance of your event. Remember, your security personnel will be a direct reflection of you as the host. Your security team is an extension of your staff; therefore it is imperative that they be mature, well-spoken, well-dressed, and well-managed.
Event security begins with access control. Special events are financial commitments for the host as well as the guests. Therefore, access needs to be restricted to those authorized to attend. Placement of primary access points to ensure the ability to effectively deal with unauthorized individuals is essential. Additionally, accountability of all potential access points is of extreme importance. Event security begins with access control, and access control begins with proper planning. Detailed threat and vulnerability assessments of the venue in preparation of the event is crucial. This requires a security firm with strong analytical capabilities and a unique understanding of risk management.
Vendor management is something that often goes overlooked at special events. Managing vendors begins with obtaining detailed documentation from the contracted vendor. This documentation should include the name of each individual, their role for the event, if they will be bringing anything into the venue with them, etc. Vendor management begins during venue preparation, meaning that security needs to be on site whenever vendors plan to be on site. This requires proper scheduling and preparation which begins with strong communication between the host and security provider. Proper management of vendors during load-in/load-out days is crucial in building a strong foundation of security for the event.
Client and guest safety begins with access control—controlling who is allowed on site and with what they are allowed on site with. Knowing who and what is on site is an absolute necessity in effectively securing the venue. This allows security personnel to focus on the event itself. Should an emergency situation arise, the security team will have its own procedures in place which directly correlate with the emergency procedures of the venue. To ensure effective correlation of such procedures and plans, proper planning and communication between the security team and the venue are essential.
When hosting a special event, consider the time and energy you have or will invest in ensuring the event is a success. Consider the attention to detail. You need a security firm that will invest the same time and effort in ensuring that the event is safe and secure. After all, when it comes to special events, the event cannot be a success if the safety and security of each guest is not guaranteed.