Effective security planning is an integral aspect of event management in the current climate. Large, popular events and crowded locations are increasingly becoming targets for terrorism and other life-threatening behaviour. In these situations, being prepared for the unthinkable is a necessity. 

Putting together a security management plan involves a number of considerations, making it no mean feat for event organisers. A comprehensive plan requires health and safety risk assessments and measures to alleviate those risks, an emergency plan, crowd management and parking plans, appropriate staff training, food safety, and more depending on the event and its unique requirements.  

So, how can event organisers be sure that their event is safe, secure and prepared?  

Visual Planning

Successful security planning is all about figuring out where risks may occur. An effective way to plan event security is via a visual event planning platform, providing an overview of the geography of a venue or site and help you to identify and mitigate risk more easily. 

Visual planning platforms such as the Iventis Planner can also help you to collaborate with agencies and external security partners, ensuring that there are no grey areas when it comes to potential security risks.  

Did you know…the Iventis Planner was used to plan event security at the Dubai Expo 2020 and COP26 United Nations Climate Change Conference? 

Traditionally, organisers might use a web-based map such as Google Maps to aid their visual security planning. However, this approach has its limitations when compared to a purpose-built event mapping platform designed specifically for creating overall event and individual functional area plans.

The following elements are key considerations when developing an event security management plan.  

Collaboration 

Planning events often requires a large team to work together. Ever-changing plans and circumstances make it imperative that organisers work in tandem with outside agencies, such as the emergency service, and suppliers such as private security firms. However, this proves difficult when working from offline copies of spreadsheets, presentations and documents which keep data in silos. In these cases, information is easily lost, resulting in duplicated or missed efforts that could cause security issues. 

There is no room for error when it comes to security. It’s crucial that every stakeholder has access to a clear, common view of the up-to-date event security plans. A single view of the entire event ensures that everyone is on the same page, from external stakeholders to the internal event planning team.

Infrastructure 

Understanding and utilising available infrastructure to keep event goers safe is a vital part of a security management plan. This infrastructure can include a range of features, such as: 

• Secure perimeters 
• Entry and exit points 
• Barriers and fencing 

However, infrastructure that creates vulnerable spaces can also be used as opportunities for attackers. By plotting these elements of your event visually, it becomes easier to spot vulnerable spaces and provide adequate security to mitigate risk. CCTV is often used to accomplish this, alongside additional security personnel.  

Hostile vehicle litigation is also an increasingly important factor to consider, as the number of these types of attacks increase. 

Transport 

The transport and logistics of any event is fundamental to its safety and success. Events with large public followings or ticketed attendance require particularly detailed analysis to ensure safe and efficient movement of people.  

Transport requirements of an event can change minute by minute, so it’s crucial that organisers have a constant understanding and visualisation of both the event transport services and their respective emergency plans should a security incident arise. This information also needs to be shareable, in real-time, between stakeholders and, where appropriate, the attendees or general public – especially if a security risk has been identified.

The Planner enables the creation of multiple plans in one platform which can be easily shared with the relevant stakeholders via a link or PDF. 

Staff, screening areas and checkpoints

Stakeholders can work together using their expertise to create the most effective plan. 

Depending on your event, it’s likely that the number of attendees in a space at one time will ebb and flow throughout the occasion. It is impossible to manually keep track of every single person, but security staff also need to ensure that people are effectively moved in or out without bringing in anything illegal or dangerous. In ticketed events, it’s also important that those who have not bought tickets are unable to sneak in.  

Screening areas, checkpoints and access permissions are therefore vital to help security staff to do their jobs efficiently. They ensure more streamlined and orderly access routes so that security staff aren’t overwhelmed, as well as limiting the number of routes to and from the event to ensure attendees are accounted for.  

It’s easy to plan the layout of pedestrian screening areas, queues, vehicle permit areas and checkpoints in the Iventis Planner. Plus, organisers can plan the positioning of staff and barriers within the platform to further strengthen the security plan. 

It’s also important to remember that the security of an event doesn’t stop at its perimeter. Security breaches can occur within the venue or event site itself, even after attendees have passed through checkpoints, so it is important to be vigilant throughout the venue and the event. Protecting different spaces via access control measures and accreditation can help to keep your event safe. 

Building your security plan

These are just four of the many considerations required for creating an event security management plan. Safety and security are more important than ever before, and safety management plans are integral your event security.  

While developing a comprehensive security plan is a large task, it can be made easier with the Iventis Planner. Get in touch to find out how Iventis can support you in security planning for your event.