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A flawless special event calls for detailed planning that also addresses the critical components of public safety and liability.

Any company or event planner who commits to safeguarding employees and visitors requires the services of a skilled special event risk management company that can assess, advise and manage any potential situation. Risk can be managed or even reduced with a proper security program put in place by event security professionals experienced in the world of special event planning security.

Does your Security Speak Legalese?

A simple operational plan will ensure a cohesive effort between the event planners, security and law enforcement. In a litigious society, lawsuits are often the result of the inappropriate actions of staff mishandling disturbance issues, altercations and intimidation.

For example, a flustered employee could escalate a minor disturbance to an unmanageable level, creating an uncomfortable and emotionally charged atmosphere. However, an experienced security agent would be able to quell the potential disruption with the least disturbance and distraction, while complying with local, state and federal laws, as well as industry standards.

Training for Success

The tremendous growth of the special event industry has unfortunately also opened a door for persons who are determined to present political statements and gain worldwide attention. Terrorists, special interest groups, disgruntled employees and even incidents or violence between attendees and random criminal activity put any large-scale event at risk. Facilities that host special events may have their own internal security, but it is usually inadequate for large events and not client-specific.

A diligent security provider conducts thorough background checks and is experienced in gauging threats, disruptive behavior and subtle intimidation. Agents and staff are skilled in identifying warning signs of human behavior that may go unnoticed by the average person. They have developed a keen understanding of techniques to reduce the volatility of any given situation in order to lessen risk and liability exposure.

A Solution-Driven Strategy

Once the seriousness of the situation is determined, only the most discreet and tactful measures should be employed to manage and monitor an intervention. An effective security provider will take into consideration the nature of each client’s business or social event and follow a solution-driven strategy unique to that client and circumstance. It should provide advance agents to initiate the preliminary operational plan and a detail leader to work closely with you and your staff to coordinate a successful event.

As the protection industry has advanced over the past several decades, it has instituted high standards of professionalism from state regulatory agencies and professional associations. Trust is always an essential factor in hiring a personalized security team.

The following are some additional factors to consider:

• Is the provider licensed and insured?

• Where do its agents come from? Are they employees, unlicensed contractors or legitimate business contractors? Are they fully screened?

• Is it experienced in special event protection planning?

• Were their agents trained in a school accredited by the state? Instructors should be certified by the division of criminal justice services (in most states), or their state police.

• Do their agents have the ability to work in conjunction with local law enforcement officials if the need arises?

• Is the security provider client-specific, taking into consideration the nature of each client’s business and following a solution-driven strategy unique to the client and circumstance?

• Do the special event security supervisors use a hands-on approach and attend the event to ensure all rules and requirements are being met and that the stipulations set down by the client
  are implemented?

Traffic flow control and parking plans are also key elements of any special event planner’s program for success. The size of the event will determine if it will be necessary to acquire off-site parking. If that is the case, additional security, access to and from the area and traffic control issues will need to be dealt with to avoid arrival and departure delays.

It is also vital to keep a clear route for any emergency medical, fire or police personnel. Sufficient lighting around the facility and in the parking areas should also be examined. Your special event security team will be able to advise and assist you with all of these critical determinations.

Event planners who invite consumers into a facility must assume the implicit duty to provide practical measures of security for everyone’s safety and enjoyment. Whether your event is corporate-, leisure- or entertainment-oriented, you will be responsible for the safety of the patrons and staff.

Ultimately, good planning means thorough planning, including the critical aspects of public safety and liability. Whether the event is held outdoors, at a hotel, resort or other venue, a company with special event risk management experience will help ensure the success and overall safety of the event.

About the author: John E. Gallagher

John E. Gallagher is a business partner and vice president of At Risk Protection & Investigations LLC, which has offices in Maryland, New Jersey, New York and Virginia.

For more information, visit www.atriskpi.com.