Safety and Security Checklist for Special
__ Acknowledge that the safety and security
of event attendees is your responsibility --morally and
other decisions should flow from this.
__ Be sure the registration form asks attendees
to list an emergency contact
__ Determine need for special insurance
to protect from liability for safety or security incidents
and discuss with your insurance agent/broker.
__ Determine if the event will require
additional access controls (e.g., name badges, tickets)
and participate in the design of those materials and the
plan to distribute them.
For international destinations:
__ Obtain travel information on international
destinations from Department of State.
__ For unusual or high-risk international
destinations, contact the U.S. embassy’s regional
security officer for background and recommendations.
WHEN CHOOSING A VENUE AND SERVICE
__ While security is not usually the
primary concern in venue selection, it is important.
You should evaluate the security situation in and
around your event venues before making a final decision.
__ Contact the local police department
to obtain current crime statistics for the area.
__ Is the venue's staff is trained in CPR
and first aid.
__ What security patrols does the venue
provide, inside or outside the buildings?
__ Is the exterior (including parking areas)
__ Determine if and how the venue security
staff can support your event, as this will affect the requirements
for and cost of hiring outside security contractors.
__ Confirm that labor contracts of venue
employees, local unions, or state government employees will
not expire during or leading up to your event.
__ Confirm that ancillary service providers
(such as tour bus companies and off-site venues) have appropriate
licenses and insurance
DEVELOPING YOUR CONTINGENCY
__ Discuss past safety issues and solicit
recommendations from local police and the venue’s
__ Review the venue’s emergency action
plan. Are you satisfied that the venue is properly equipped
and the venue staff will be calm, helpful and professional
should an emergency arise?
__ Gather information (contact numbers,
hours, driving directions and distance to) available medical
services in and around the event venues.
__ Find out estimated response times to
the venue for ambulances, fire and police.
__ Design and implement an effective communication
system that will support your emergency plans.
HIRING OUTSIDE SECURITY
__ Decide number and type of contract security
personnel the event will require.
__ Decide if off-duty uniformed or plainclothes
police officers are necessary.
AT THE VENUE BEFORE THE EVENT
__ Have special use rooms (such as VIP
rooms and equipment storage rooms) re-keyed to limit access
to authorized personnel.
__ Review list of other organizations holding
events in the same venue before, during and after your event
-- they could be competitors.
__ Arrange to rent appropriate security
equipment, such as a paper shredder and locking files.
__ Include customized safety and security
information in attendee welcome packets.
DURING THE EVENT
__ Hold regular briefings for supervisory
personnel, addressing incidents or upcoming concerns.
__ Review timesheets of any contracted
__ Conduct walk-arounds of the event venue
to check postings and other security arrangements.
__ Document any incidents thoroughly.
AFTER THE EVENT
__ Review any safety issues that arose
during the event with event and security staff.
Was the contingency plan followed?
Did it work?
What changes, if any, would you recommend for the