What are the top ten security considerations for events?
1. Assess Your Security Risks
Your first step is to decide what type of risk you’re dealing with. Here are some things to consider:
Who is hosting your event? Are they a target for any individual or group? What is the social media impact? Is social media being monitored?
Is there a venue safety officer and safety certificate? Is there a operations manual covering Health and Safety and policy? Does a Safety Advisory Group (SAG) exist and hold regular audited meetings? This may direct and support any decisions and is seen as good governance
Who is attending your event? Do they attract controversy?
What is the context of the event? Does its topic or subtopics invite security problems?
Who is speaking, performing, or exhibiting at the event? Do they attract agitators, fixated persons or present any unique security risks?
Do you expect protests or counter-protests,is so, speak and contact your local police?
Will any media be present? (A larger audience sometimes encourages agitators, protestors).
Does the venue have any security vulnerabilities? For instance, an outdoor venue is harder to secure but an indoor venue has fewer escape routes? Explore what has been done for, but strength test its weaknesses
Does the location have non-human security threats, flooding, fire risk, motorway. Check the local authority is aware and what plans exist
Answering those questions will help you define the volume and types of threats you’re dealing with, including planning your response being proportionate to the threat and risk. You may be required depending on the type of event to contact your local Police Force.
It is more than likely that the impending Protect Duty in Spring 2023 will have an impact on security considerations for organisers.
Martyn’s Law to ensure stronger protections against terrorism in public places - GOV.UK (www.gov.uk)
2. Keep Your Security Measures Visible
The main aim of security planning isn’t to respond to threats but to prevent threats from happening in the first place. It’s best if a potential agitator/protester/attacker sees your security measures and moves on.
This is why hiding your security team or putting them covert/undercover throughout your event does more harm than good. Agitators think the event is unprotected and may decide to start trouble.
An overt visible presence, whether through metal detectors, dogs or security staff, will provide reassurance and act as a deterrent.
By making your security team and devices obvious, you also make your attendees feel safer. They know you’ve enlisted the help of people and tools to protect their wellbeing. In the event of an emergency, they know where to find help. Feeling safe prior, during and after is key to a successful event
Consideration of overt signage, CCTV in operation, drugs dog in use, UAV/Drone monitoring will have a significant psychological impact on any threat or protester. If CCTV is in operation, the questions to ask, is it being monitored and recorded. Is it in working order and covers all the areas identified in the planning. What blind spots are there, if so, how are we covering these. Have an understanding of how, if the police require a copy or the original recording, what is the process.
What is your search plan and strategy? Is it effective? Is it a condition of entry? Does it impact on the age of attendees and have you the correct ratio of male to female trained staff? Have you considered suitable areas of search? What is your contingency/ actions on plan if you find item(s)?
3. Create Security Checkpoints
One of the key ways to protect people from security threats is to set up checkpoints away from the gathering that attendees must pass through to get inside. This forces agitators to confront security personnel (or even just your registration staff) long before they can cause any damage.
For instance, instead of installing your registration desk right outside an auditorium’s doorway, you would want to place it a few hundred feet away in the facility’s lobby. This way if an uninvited person tries to enter, they’ll be stopped before they reach the crowd.
Mobile Security checkpoints when supported with technology such as UAV/Drone or CCTV can react and support Behavioral Detection Tactics to quickly identify subjects of interest that may need stopping and checking
Covert technology can support event planning and good practice from established companies who have dealt with large event planning should be researched and specialist advice obtained
4. Match IDs to Registration Information
To make sure people who attend the event actually belong there, it’s important to collect identifying information in advance when they register. Collect multiple data points – like name, date of birth, and address (or similar) – to make it harder for an intruder to assume someone’s identity.
Ideally, you’d want to require each guest to send you a copy of their ID so you can compare it to their ID at the gate. That’s the best way to confirm identifies, but it’s not always feasible. However, if someone fails to bring ID or their ID doesn’t match your registration information, it’s best not to let them in.
Be robust if attendees haven’t complied with the organisers request. Some events require complete confidentiality and guests may be asked to hand mobile phones in. If this is a requirement, provide advanced warning and give guidance as to how this will look on the day.
5. Keep Private Events Private
Some organizations like to announce their events publicly, even if the events aren’t open to the public. They mention their events on websites, in newsletters, in press releases, and on social media. We know you’re proud of your event, but informing the public about an event is a security risk.
For instance, a dinner for a company’s senior management isn’t open to everyone, so there’s no need to tell everyone. If agitators/protesters don’t know about the event, they can’t disrupt it or cause anyone harm.
Consideration to keeping it,’under the radar’ and off social media, as this is a tactical option considered by security teams and including Close Protection teams as a great tactical option in mitigating risk.
6. Consider Cyber Threats as Well
Not all event security risks are physical. As an event planner, you’ll want to take some steps to protect your guests’ data, identities, and devices.
For starters, it’s best to password protect your Wi-Fi service. This isn’t always practical during large events, but it will safeguard against security threats by keeping unwanted parties off the network. Share the password through means only your guests can access, like in the registration materials or through an event app. The link below offers informed advice on what to do should it be required
Consideration for a cyber security advisor to run security measures on the network to make sure malicious parties can’t use it to sneak data on or off your guests’ devices. If the venue provides the Wi-Fi network, review whatever cyber security steps they take to make sure devices logged into the network can’t access other devices on the network.
Cyber attacks are frequent and should be considered in any planning and its impact if it should occur.
https://www.ncsc.gov.uk/guidance/cyber-security-for-major-events
7. Develop an Emergency and Contingency Plan
You will need to brief your staff your security team and the venue before the event to create an emergency response plan. The purpose of the plan is to draft a plan that everyone will enact in the event of an emergency. It is important that everyone understands the plan and their role and where they are expected to be. A clear process should exist in the auditing of the briefings and test staff to ensure they have understood the briefing.
Consideration of using technology that supports events or venues used to host. Consider 3D Modelling of venues that will greatly enhance and visualize the venue, particularly to those unfamiliar with the venue. Contingency plans can be exercised and tested through this modelling with overlays to incorporate blasts,fire, flood. This capability can be downloaded to phones and other devices so the plan and venue can be always accessible. It also allows for managers or those in Command roles to locate and plot resources in the event of an incident. The modelling can be used to test crowd rush and overlays on the impact of routes in and out of the venue. It can also be shared with partner agencies and blue light responders providing quick and easy plans.
It is important that Managers and Team Leaders clearly understand their role. How well do they know their staff? Have they had First Aid training? Are there expectations to be SIA trained? What medical kits are available and is it the right equipment. A plaster wont help with an arterial bleed.
It is important to read the Protect duty recommendations following the Manchester Arena bombing and its recommendations. This will focus organisers minds and ensure ‘cost cutting’ is not used and ensure that any planning covers the lessons learned from such tragedies
The plan should include,but are not limited too
Different ways to mass evacuate the event and by what route given any event, such as blast, fire, collapse. RV (Rendezvous points)
What to do when there’s an active shooter/lone wolf
The locations of safe rooms or areas.
Where staff should meet during an emergency.
How staff will communicate during an emergency.
How you’ll direct guests during an emergency.
Signage and notifications for guests regarding how to respond.
8. Screen Your Staff
Sadly, many security risks come from the inside. Insider threat/risk is wide ranging and impacts on all organisations. It’s important to carefully vet anyone who works for you to make sure they don’t have malicious intentions. If you are unsure find out.
Run background checks on everyone who works for you. Run credit checks, too, especially for people who have access to large sums of money.
If your staff and team don’t work together often, introduce them to one another before the event. Instruct them to look out for people who don’t belong posing as staff. If you can, give your team a unique identifier (like a wrist band, stamp, or T-shirt) on the day of the event. Don’t let anyone access the identifier beforehand.
While you can screen your own staff, it’s nearly impossible to screen your vendors’ staff. At some level, you’ll have to rely on them to hire competent people that don’t want to disrupt your events. It’s so important to build strong relationships with your vendors so they look out for you and vice versa
To not be afraid to challenge anyone at any time if you are unsure. This should be second nature to security teams. Develop a culture of challenge, it may save lives.
9. Consider Hiring Outside Help
If you think your security needs are great, you might want to make some room in your budget to hire security consultants who have experience of major events and planning. You may trust your event staff, but the trained eye of an experienced security consultancy team can be a big help during a high risk, crowded event or other specified event or even just to review your planning, thus giving reassurance.
10. Consider Technology and Tactical Support in support of your event
Use of 3D modelling can enhance and support venue security and is and has been used by the MOD and Police, including Counter Terrorism Policing
Consideration of UAV/Drone to monitor and support large crowds, providing live mobile feeds to security teams to support and assess behavioral tactics and Hostile Reconnaissance. They can also provide coverage where CCTV may not
Overt drugs/explosives dogs including signage in the area are effective. Be polite in their use and walk the line. Their handlers are professional and will advise accordingly. Again, plan for the unexpected
Metal wands/Scanners
