Maxium Security
Security isn’t just for star-studded Oscar bashes. Here’s what you need to know for your next event
by Elijah Shaw | Published in March 2008 Event Currents
The Academy Awards have just ended, and into the Hollywood night go celebrities eager to attend the party of the year — typically, the invitation-only Vanity Fair event. A bash so velvet rope that if you’re not on the list, you’re not getting in no matter which movie you starred in or how many multi-platinum albums you have. It’s controlled chaos and only an insider would know that the event planners and security are working hand in hand to make it a night to remember.
In the case of Vanity Fair’s event last year, a lot of advance planning paid off. No one got into the party who wasn’t supposed to, and the planners were happy that despite security procedures that involved bomb-sniffing canines and multiple checkpoints, once guests got inside they were exactly where they wanted to be.
Although few planners deal with functions quite as star-studded as the Vanity Fair party, all event professionals can rethink the role that security plays as they prepare for their own events.
It’s All in the Details
Often when planners begin their work, security arrangements are relegated to the bottom of the to-do list. But when security becomes an afterthought, procedures are put into place that create headaches such as bottlenecks at entrances and exits. It’s easier for security to be proactive rather than reactive, so build a relationship that fosters early communication between you and security.
In the wake of post-9/11 terrorism concerns, longer lines at the airport are understood — but no client wants to endure long lines at a corporate event. So security planning, like successful event planning, comes down to the details.
The most important part of a security professional’s job is in the risk assessment phase — i.e., what disaster could possibly happen and how could I prevent it? An experienced security coordinator will ask you for the big picture, then start cutting the pie into smaller segments, such as physical security, crowd control, loss prevention, first aid and disaster preparation.
Even if your venue has some form of security on-site, you may be wise to bring in your own security team to monitor guest lists, VIP speakers and the cash box.
If you’re dealing with VIPs who travel with their own security, discuss with their security the run of show and special needs the VIP may have.
Your Reputation: Priceless
One of the smartest things an event planner can do is conduct a background check on all support staff operating under your umbrella. That could include your caterer, wait staff, sound and lighting company, and even the valet — anyone you write a check out to. Criminal inquiries can alert you to red flags such as convictions for assault, while a civil inquiry will show any liens or lawsuits.
Why background checks? You don’t want to host a conference on border control issues and have a reporter discover that half of your servers are undocumented workers. Even worse, imagine being the planner of a Girl Scout convention and finding out that the hired photographer is a convicted sex offender.
You may be able to contract out some of your liability, but not your reputation.
From Afterthought to Forethought
For high-profile events, the need for security is more apparent, as some gatherings make an ideal platform for protestors. Some groups may stage nonviolent protests at larger gatherings that have any type of televised media on hand, in hopes that mention of the disruption will bring attention to their cause. Other protesters may not be as benign in their intentions, as is expected with some activists attending the two national political conventions in Minnesota and Denver this year.
These will be protected with multiple check points, bomb sniffing dogs and armed undercover agents — but all planners can use a scaled-down version of those same security procedures to make their events run smoother. For example, use checkpoints and visible identification badges for staff and attendees, making it easier to spot gatecrashers and redirect people who’ve simply wandered into the wrong area.
Good security methods also include a working knowledge of evacuation procedures for your venue in the event of a fire, bomb scare or other crisis. Be it a mechanical failure, natural disaster or terrorist attack, your security should be a beacon directing all in attendance to the safest, most direct path out of harm’s way.
In the end, solid security planning should be an asset, not an afterthought. Security professionals can make whatever event you’re running as successful as a dazzling Oscar party — even if Brad and Angelina aren’t in attendance!
About the author: Elijah Shaw
Guest columnist Elijah Shaw is the CEO of Icon Services Corporation, a Minneapolis, Minn.-based national security firm specializing in VIP protection and event security staffing and consultation.
Contact: E.Shaw@industry-icon.com