When it comes to event security, there must be a formula that organisers can follow to ensure their event goes without a hitch, right? Wrong. Weynand Haitjema, European director of Pinkerton, a global provider of risk management solutions, explains why.
Every event is unique, therefore the approach to security needs to be equally individual. An event with greater access control, for example, is likely to be lower risk, but there are many other factors to take into consideration such as the size and type of audience and the activities being undertaken – the excitability factor, if you like. Unsurprisingly, the availability of alcohol immediately heightens the risk whether it is freely available, say at a music festival, or controlled – perhaps during a corporate lunch.
Location is, of course, very significant, and not only in terms of a venue being the correct size and easily accessible. Event organisers should work hand in hand with their risk management partners to evaluate and manage any potential risks through imagining numerous scenarios, bearing in mind that any factors could change or escalate right up to the moment the event starts, and beyond. One event intended to take place in an airport, for example, was efficiently planned and arranged well in advance – until just weeks prior when several hundred refugees were moved onto the site. A completely new risk assessment had to be undertaken.
In reality, the location could be anywhere since a comprehensive risk assessment will take into account mitigating factors and continually adjust for variables such as weather, roadworks and any location-specific restrictions. Intelligence is vital and a good partner will have well-established sources that can reveal any and every pertinent fact about a specific area or venue. Is there another event planned locally on the same day that could affect access? Is the venue struggling financially, possibly at risk of going under?
A sports competition and industry conference may appear to be completely different but, really, any type of event can be a success: planning is of course key. Risk assessment is completely different to the actual provision of security services but the two are inextricably intertwined.
Ultimately, the assessment of risk in any organisation should start and end at board level, and a holistic approach in conjunction with risk management partners is highly recommended. This ensures that every element that could possibly harm the company and/or affect business continuity is carefully considered. Thus, not only are the practicalities covered, but the recommendations are completely tailor-made to match the company and its profile as well as for the event itself.
Whether it’s a multi-million pound plc or an events management company representing a smaller enterprise, when an organisation is truly serious about running a safe and secure event the relevant board members and, where appropriate, in-house security teams will engage with other retained parties up to six months in advance.
Details will be worked up and the level of required resources determined. Sometimes a risk assessment company may also be able to supply or recommend specialist security staff in areas such as executive protection, should that be relevant to the event.
The recent terrorist attacks across Europe and beyond have understandably made many people much more nervous than they used to be in crowded situations that previously would have caused little or no concern. No risk assessment can generate a 100% guarantee of safety from illegal or terrorist acts, but a good partner will minimise or even negate risk from controllable factors – which are in reality much more likely to disrupt an event.
Perhaps the biggest mistake that an event organiser can make is to overlook the need for an effective evacuation plan – a surprisingly common error across all sectors. An evacuation strategy, including modes of transport, exits and, of course, back-up plans, should be one of the first elements to be established and continually re-evaluated until the event is concluded. What if a coach breaks down and blocks the main exit route from a venue?
Another common mistake is to underestimate the budget needed to properly identify and mitigate against security risks at any type of event. It’s true that a top-flight risk assessment partner will not be available at a bargain basement price, but what price is a company director prepared to put on knowing that measures have been put in place to avoid disaster – and a potentially disastrous corporate or personal lawsuit?
Experience shows that a poor budget invariably leads to poor choices and a proportional increase in the level of risk to event participants and the organisers themselves. A good partner will be proactive and fully prepared to question plans and decisions, constantly evolving strategies in order to achieve the best outcome.
Meantime, in house safety officers and their colleagues can make a significant contribution to successful event management on an ongoing basis. Follow local and regional news to be aware of developments and opportunities; make the most of business connections and network for the same reason; and, if you fancy a particular venue for your event, call the local police station and ask them if they could recommend holding an event there.
There is a lot of information available for free so make the most of it. That said, this can help to a certain extent with preparation, but don’t underestimate the value of a professional risk advisor as part of the vital foundations of a successful event.
