What are your best practices for conference safety and security?

1 Choose a secure venue

One of the first steps in planning a conference is to find a suitable venue that meets your needs and budget. However, you also need to consider the security aspects of the location, such as the accessibility, visibility, and capacity of the premises. You should check the venue's security policies and procedures, such as access control, CCTV, fire alarms, and evacuation routes. You should also assess the surrounding area and the potential risks of crime, terrorism, or natural disasters. Ideally, you should visit the venue in person or hire a professional security consultant to evaluate the site.

2 Prepare for emergencies

No matter how well you plan your conference, you cannot predict or prevent every possible emergency. Therefore, you need to have a contingency plan that outlines how to deal with different scenarios, such as medical incidents, power outages, cyberattacks, or violent incidents. You should identify the roles and responsibilities of your staff, speakers, and attendees, and provide them with clear instructions and training. You should also have a backup venue, equipment, and data in case of any disruptions. Moreover, you should have an emergency contact list and a communication system that can reach everyone quickly and effectively.

3 Communicate with your stakeholders

Communication is key to ensuring a smooth and safe conference. You should communicate with your staff, speakers, attendees, and vendors regularly and transparently, and inform them of any changes or updates. You should also provide them with essential information, such as the conference agenda, venue details, security guidelines, and contact details. You should also solicit feedback and suggestions from your stakeholders and address any concerns or issues promptly. Additionally, you should monitor and engage with your online audience and social media platforms, and use them to promote your conference and share relevant information.

4 Protect your data

Data is one of your most valuable assets, and you need to protect it from unauthorized access, theft, or loss. You should use secure and reliable devices, networks, and platforms to store and share your data, and encrypt and backup your data regularly. You should also limit the access and use of your data to authorized personnel only, and use strong passwords and authentication methods. Furthermore, you should educate your staff, speakers, and attendees on the best practices for data security, such as avoiding phishing emails, using VPNs, and deleting sensitive data after use.

5 Follow health and safety protocols

The COVID-19 pandemic has highlighted the importance of health and safety protocols for conferences. You should follow the latest guidelines and regulations from the local authorities and health organizations, and implement measures such as social distancing, mask wearing, sanitizing, and testing. You should also consider offering hybrid or virtual options for your conference, and use technology to facilitate online interaction and participation. You should also be flexible and adaptable to changing situations, and be ready to cancel or postpone your conference if necessary.

6 Learn from your experience

The last but not least best practice for conference safety and security is to learn from your experience and improve your performance. You should evaluate the outcomes and impacts of your conference, and collect feedback and data from your staff, speakers, attendees, and vendors. You should also analyze the strengths and weaknesses of your conference, and identify the areas for improvement and innovation. You should also document and share your lessons learned and best practices with your peers and partners, and contribute to the advancement of the conference industry.

7 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?