What are the best ways to secure and protect conference attendees?

1 Choose a secure venue

One of the first steps to secure and protect conference attendees is to choose a venue that meets your security needs and standards. You should research the location, reputation, and history of the venue, and check for any security risks or incidents that may have occurred there. You should also inspect the venue's physical security features, such as locks, alarms, cameras, and access control systems, and ensure that they are functional and adequate. Additionally, you should consult with the venue's staff and security personnel, and discuss your security expectations and requirements with them.

2 Conduct a risk assessment

Another essential step to secure and protect conference attendees is to conduct a risk assessment of your event. A risk assessment is a process of identifying and analyzing the potential hazards and threats that may affect your event, and determining the appropriate actions and measures to mitigate them. You should consider factors such as the size, nature, and duration of your event, the profile and demographics of your attendees, the political and social context of your location, and the current and forecasted weather conditions. You should also consult with relevant authorities and experts, such as local police, fire, and health departments, and obtain their advice and support.

3 Develop an emergency plan

A third important step to secure and protect conference attendees is to develop an emergency plan for your event. An emergency plan is a document that outlines the roles and responsibilities of your staff and stakeholders, the procedures and protocols to follow in case of an emergency, and the resources and equipment to use. You should include scenarios such as fire, medical, security, weather, or evacuation emergencies, and specify the communication channels, contact details, and contingency plans for each. You should also train your staff and volunteers on how to implement the emergency plan, and conduct regular drills and tests to ensure its effectiveness.

4 Communicate with attendees

A fourth crucial step to secure and protect conference attendees is to communicate with them before, during, and after your event. You should inform your attendees about the security policies and procedures of your event, such as the registration process, the badge system, the bag check, and the code of conduct. You should also provide them with useful information, such as the venue map, the emergency exits, the nearest hospitals, and the emergency contacts. Furthermore, you should update your attendees on any changes, incidents, or alerts that may affect your event, and use multiple channels, such as email, text, social media, or announcements.

5 Monitor and evaluate

A fifth vital step to secure and protect conference attendees is to monitor and evaluate your event's security performance. You should keep track of the attendance, feedback, and satisfaction of your attendees, and identify any issues, gaps, or areas for improvement. You should also collect and analyze the data and reports from your staff, security personnel, and partners, and assess the effectiveness and efficiency of your security measures and actions. Moreover, you should document and share your security lessons and best practices, and apply them to your future events.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?