A risk management approach to safety at major events has been adopted. With so many risks to address, it is important for event organizers to prioritize their attention and control the most significant risks first. Event organizers can then regularly review their risk profile – looking for additional risks that may not have been previously identified or not addressed. As stated by security conference in India, the following tips would be helpful in event security:-
1. Carry out a risk assessment
The principles of the risk management standard enable the event organizer to identify the potential safety risks faced by the event. Most event organizers manage risk to some degree; however, many do not do it in a systematic way. The risk management process provides a useful framework for safety-related risks. In industry, a risk management plan is referred to as an enterprise-wide risk management plan. The controls are then managed through a system that encourages a proactive and co-ordinated approach to continuous improvement. Even if you are a small organization with no employees it is still your responsibility to ensure that your event and any contractors are operating legally and safely. For events, this is an event risk management plan. It considers all threats or opportunities for achieving an event’s objectives.
- Event staff training and screening
It is important that you think carefully about your event and the level of staffing that will be required. A staff that has been previously trained in safety and security measures is better equipped to identify and react in the case of an emergency. It may be more difficult for staff to develop a positive safety culture if the senior managers are not actively communicating and embracing the concept themselves. Also, trained staff can be an extension of your surveillance at the ground level with staff members directly interacting with your attendees. Depict the organizational structure, including all of the functional areas being provided. Make distinctions between event staff and contractors. Define the roles and responsibilities for each of these positions. Your risk assessment process will help to ensure that you allocate adequate staff to the event, thus ensuring it is effectively managed and is safe for the public and your staff. It is easy to underestimate how many staff will be required to plan and successfully run your event.
Event staffs are the ‘eyes and ears’ of the incident reporting system. All staff should be provided with a simple to use system that encourages reporting of incidents and near-misses. Some examples of such systems might include: incident reporting forms to be completed by staff during the event; telephone hotlines for reporting of incidents; radio control room logs of all incidents and near-misses; medical logs; and security incident logs.
- Backup with an emergency plan
The event organizer will also ensure that adequate supplies or emergency equipment, including fire extinguishers and first aid kits, are in place. Prior to the commencement of the event, a hazard assessment must be undertaken. This should cover the design layout, equipment in use and emergency preparedness to ensure that potential hazards can be identified and controls implemented. Any hazard assessment will include evaluation of: minimum/maximum LPG usage requirements; ingress/egress and likely pedestrian travel routes; potential ignition sources; ventilation; and potential LPG emergency scenarios. Assessments will identify and record any hazards noted, and recommend controls to be used to minimize the risks. The event organizer will ensure the development of emergency procedures covering LPG and related incident scenarios, determined through risk assessments, and that an appropriate number of personnel are trained in these procedures.
Incident reporting systems form an important mechanism for understanding the hazards occurring in the venue and the injuries that have resulted. Information regarding an incident must be collected in an accurate and timely manner after it has occurred. The importance of reporting incidents to event staff should be reinforced. The more information provided by staff, the better placed the event organizer will be to: identify incident/near-miss trends; mitigate similar hazards across the venue; initiate maintenance requests; initiate claims management strategies in the event that an incident has occurred.
- Keep Your Security Measures Visible
The main purpose of security is to prevent unwanted incidents from happening in an event. Security should not act as a postmortem. Hiding the security team and equipment throughout the event is more harmful. An unprotected looking event may bring out more trouble and scandals in public.
- Event security also means data security
Event organizers should also take care of keeping attendee information protected, preventing it from being misused. Event registration should be simple and secure, only asking for the information that is really required to get them to attend the event.
Some large events have dedicated safety officers to investigate incidents and report them immediately to a central location. Contractors provide an important function in the operation of the event. While the event organizer may outsource some or many of these roles to transfer some of the liability risks, the duty of the event organizer is non-transferable. Monitoring incidents throughout the event is crucial to determine if trends are developing. This is particularly important for large multi-day and multi-venue events. It is, therefore, a requirement of event organizers to have good systems in place to manage the ‘life-cycle’ of contractors.