Ensuring security and safety measures when organizing a large-scale event involves a collaborative effort between you and the venue owners. In my experience, it’s beneficial to carry out a Risk Assessment. For instance, work with venue owners to identify potential security and safety risks specific to the venue. This includes evaluating emergency exits, crowd control points, and potential hazards related to the venue’s layout or location.

When Organizing a 3000 person outdoor event at a local high school for several years in a row, I served as the chairman for a multifaceted tournament of bands association competition. We began preparing nine months in advance, as that is what it took to generate revenue year after year. Security required that the food van parked outside the fence that surrounded the football field and ancillary areas. No vehicles were allowed inside except for two rescue vehicles that were there in case someone got hurt. There were 12 committee chairman, managing the event and they were all clear on the security measures. Years later, when I returned to attend the annual event, I saw the food van … inside the fence. 🥺

When organizing a large-scale event, ensuring security and safety is critical. Collaborating with venue owners is essential to create a seamless and safe experience. Here’s how: 1️⃣ Early Engagement: Understand the venue’s existing safety protocols and align them with your event’s needs. 2️⃣ Customized Plans: Tailor security measures, from additional staff to evacuation routes. 3️⃣ Continuous Communication: Keep everyone informed with regular safety updates. A safe event is a successful event!

To ensure security and safety, collaborate closely with venue owners from the start, outlining specific requirements such as crowd control, emergency protocols, and access control. Conduct a thorough risk assessment, and ensure there is clear communication between security personnel, venue staff, and event organisers on the day of the event.