Planning security arrangements overseas or domestically for one time special events is no easy task. Though there are lots of tools in the tool box to plan for events, often the minor things are overlooked when it comes to security. Here are 5 areas which sometimes get lost in the sauce of security planning:
1. Accessibility - open to the public events are great, but a thorough registration process can not only help develop business intelligence but can also provide an obstacle for those with ulterior motives. Limiting entrances to your event will also help in reducing manpower costs provided there will be no additonal risks to anyone's safety or security.
2. Calendar Conflicts - Make sure that your event does not upset others due to a date's significance or timing. Planning a 3-day event in September is fine, but what if one of the dates is September 11th, do you think that attendees will be focused on the subject matter particular to your organization or discussing the fact that it has been 10 years since the attacks? Though you can't please everyone, be aware of major religious holidays for several faiths and look out for the possibility of any competition for parking or hotels if a major sporting or political event is occurring in town.
3. Proximity - Your organization or the venue may be innocuous but perhaps a facility across the street has an elevated threat profile. In many cases less than savory nightclubs are located near convention centers, alerting your attendees to avoid dark alleys or certain cross streets is a step in the right direction. If your venue is adjacent to property or offices belonging to controversial organizations, investigate if there are any planned demonstrations against such groups during the time frame of your event. Though demonstrations are sometimes initiated overnight versus a year plus of planning a special event, it is important to plan for such an contigency.
4. The Hotel Lobby and Activity Board- Lobbies are open 24/7 in most instances and are designed for people to feel welcome. If your event requires an elevated level of security, use an alternative name when registering the event with the hotel or banquet manager. The last thing you want as a security manager is for the name and nature of your event to be advertised in the hotel lobby if only a selected number of people are invited to attend. The invited attendees will know why they are there, no one else has to know.
5. Low Level Contract Security - The security company (if not in -house) you hire for an event is a reflection of your organization. To satisfy insurance requirements of hotels or other venues, the hosting organization must be responsible for security. Just by having security officers standing outside in an access control capacity is not enough; how do the officers dress, communicate, do they look capable of handling crowd control duties? If celebrities or dignitaries are expected at your event; it will be quite embarassing if a security officer can't recognize a celebrity or know how to coordinate with the detail leaders of other security teams.
