Special Events Risk Management - Security Planning 101
The 5 basic steps meeting planners need to take into consideration when planning for a safe meeting.
WHY – WHAT – WHEN – WHERE – HOW
1. WHY DO YOU NEED A COMPRESHENSIVE EMERGENCY PLAN?
Disasters are unpredictable and devastating, therefore planning for them is essential!
2. WHAT DO YOU NEED TO DO?
Create a disaster preparedness plan which addresses:
- Identify relocation sites
- Communication plans
- Assign responsibilities
- Access to information
- Own interruption insurance
- Secure data (Keep data off site out of state in a fireproof safe deposit box. A small nuclear device will destroy all computer files within 100 miles of blast site).
- Cash is king - stay liquid, 3 months of operating cash and extra line of credit
3. WHEN DO YOU NEED TO PUT THIS PLAN IN PLACE
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At the beginning of the planning phase
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Practice makes perfect
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Assign an emergency point person and deputy
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Have drills and make sure plan is up-to-date annually
4. HOW – PREPARE A SECURITY PLANNING CHECKLIST
INTREGAL PART OF PLANNING PROCESS
- Security should be an integral part of the event planning process
TAKE A PROACTIVE ROLE
- Planners must take a proactive role in ensuring the safety of their meetings & their delegates.
BE ALERT
- Be alert to current events both locally and internationally
RISK ASSESSMENT
- Assess the risk factors at your meeting destinations, venues & facilities.
- Evaluate facilities security procedures and abilities to secure your particular event.
KEEP A LOW PROFILE
- Consider lower profile venues & destination in the planning process to minimize risk.
SAFETY
- Make safety and the welfare of your attendees a priority when planning for your events.
CANCELLATION OPTIONS
- Familiarize yourself with the cancellation options in all your vendor contracts.
INSURANCE
- Purchase insurance and know your coverage policies.
UPDATE POLICIES AND PROCEDURES
- Make sure your travel & event policies and procedures are up to date and relevant to the current post 9/11 world we live in.
CONTINGENCY PLANS
- Develop contingency plans taking into consideration multiple scenarios and options and integrate them into your event planning.
SHARING INFORMATION
- Make sure to brief your staff & venue to your security procedures to insure that they are aware of their role and responsibilities in the event that they might be implemented.
REDUCE YOUR RISK
- Reduce exposure by maintain a low profile in the event of a high profile event.
- Use discretion when promoting your event
FROM A SOFT TARGET TO A HARD TARGET
- If you feel your meeting presents a soft target turn it into a hard target.
- Implement security plans that will deter the bad guys from targeting your meeting.
- Establish good and early relationship with facility in-house security, local law enforcement officials.
- Use only professional and reputable security companies
- Contract out-side security vendors and/or local law enforcement agencies if you feel you need assistance securing your event to your satisfaction.
THE PLAN INCLUDES
- Develop a relationship with critical local resources -
- Police
- Fire department
- Hospitals
- Electric company
- Airports
- Airlines & charter airline companies
- Rental car agencies
- Travel agencies
- Bus companies
- Banks
INFORMATION
- Maintain attendee lists including hotel room and cell phone or contract numbers.
- Provide attendees with useful security information (health, cultural customs & guidelines) customized to the destination.
- Brief staff on security & contingency plans.
LEADERSHIP & COMMUNICATION IS KEY
- Establish a point of contact (POC) to avoid confusion.