While the focus of event planning is primarily on food, music, and entertainment, there’s an important aspect of throwing the perfect event that many people might forget about: security and safety. It’s not necessarily something we want to think about, but the truth is that we live in a (sometimes) crazy world and while worst-case scenarios usually never actually happen, it’s still best to be prepared. From crowd control and emergency evacuation to keeping valuables secure, here are a few ways to make sure everything—and everyone—is safe during your event.
1. Assess Any Risks
Sit down with your clients, team, and venue to come up with a list of potential risks that are of particular concern. Is it crowd control? Event crashers? People sneaking in illegal items—or all of the above? Really spend some time being realistic about potential issues and plan ahead for all of them.
2. Get Familiar With the Venue
Meet with your venue’s manager to review the various logistics of the location, including emergency exits, wheelchair accessibility, and parking lot safety (Is it well-lit at night? Is there a valet so people don’t need to walk alone to get their car?) and more. You should also get details on what kind of on-premises security the venue has to offer, even if there’s an additional fee. Every venue and location will have different risks, so keep that in mind.
3. Hire Security
If you’re having an especially large event, it might be wise to hire outside security staff to keep everyone in line. Not only can they check IDs and be on the lookout to prevent any event crashers, but they can quickly usher out any unruly or overserved guests. A security person can especially come in handy at weddings where people often give cash gifts to the couple.
4. Check About Cameras
Find out if the venue has cameras installed around the premises and who is keeping an eye on the footage. This is a guideline that is often overlooked but can really make a difference in the case of an emergency.
5. Set-Up Guidelines
Don’t shy away from creating some rules for your guests before their arrival. For example, you might want to have IDs checked to make sure no one sneaks in or ask guests to send any gifts in advance instead of bringing them to the event. Just keep everyone informed well before the date.
6. Run Background Checks on Staff
It’s no secret that businesses have had difficulty with staffing since Covid-19. As a result, many vendors are being forced to take on workers at the last minute. With that in mind, confirm that background checks are being completed on everyone who is working the event.
7. Keep Things Private
Don’t post the details of your event on social media, where they can be forwarded and shared without your permission. And if you have a website for your wedding, which many couples getting married set up, make sure that it is password protected.
8. Create an Emergency Plan
With the help of your team, come up with a plan for various worst-case scenarios and how they will be handled, including different ways to evacuate, the locations of safe rooms or areas, where people should meet if they have to evacuate, and who will direct guests in case of an emergency. Be sure to share your plans with all of your vendors.
Hero photo courtesy of JAMSTUDIO Weddings