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What do you do if conference attendees' safety and security are at risk?

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When organizing a conference, the safety and security of your attendees should always be a top priority. In the event that these are compromised, it's crucial to have a plan in place to address potential threats swiftly and effectively. Whether it's a medical emergency, an unexpected natural disaster, or a security breach, your preparedness can make all the difference in ensuring the well-being of your participants and the overall success of your event.

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1 Risk Assessment

Before your conference even begins, it's vital to conduct a thorough risk assessment. This involves identifying potential hazards that could jeopardize attendee safety, such as venue vulnerabilities, crowd control issues, or technological threats. Once risks are identified, you must develop contingency plans for each scenario. For example, if your venue is in an area prone to earthquakes, you'll need a clear evacuation strategy and a way to communicate it to all attendees quickly.

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Brian Foy

Global Medical Instructor
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When planning major events, it takes a village, not just one person, to ensure safety and security. All key stakeholders need to be present and discuss the what-ifs. This includes medical, active shooters, fires, or any other threats. Once all threats are identified, a good SWOT or ORM plan needs to be developed, discussed, and distributed to all staff. If possible, rehearsals and tests should be run prior to the event. Too often, complacency plays a bigger role in the planning, and this is when problems will occur without a plan to correct them.

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James Rands
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It's worth recognising that all conferences and public events will carry some risk, which ought to be covered under the venues own H&S policies (unless you're doing something unusual). Some industries & fields have additional specific risks (eg the oil industry is more frequently attacked by protesters than most) and standing risk assessments should be in place with mitigation measures. If there is additional risk identified there needs to be a dynamic risk assessment and it needs to be decided whether additional mitigation is needed. This needs to be thought out, put into place and clearly communicated. If you cannot provide can someone else (the venue owners or police) do so? If that's not possible cancellation may be necessary.

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2 Emergency Plan

Having a detailed emergency response plan is non-negotiable. This should outline the steps to take in various crisis situations, from medical emergencies to natural disasters or security threats. Your plan must include evacuation routes, locations of first aid stations, and procedures for contacting emergency services. Staff and volunteers should be trained on this plan and ready to guide attendees calmly and efficiently to safety if the need arises.

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Angiel James

Superior Customer Service Agent- Efficient Professional Instructor- Complexity Simplifier- Positive Results Representative
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An example of this that I have seen in most of my conferences are the exit door locations, the location of the gathering point if needed to exit the building. Nobody wants to listen to an additional hour of an emergency plan so also how you provide the information is important. Sending the detailed plan to attendees before the conference is a viable option. It allows them to study the plan before arrival which can help alleviate panic and confusion in the case it may need to be activated.

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3 Communication Channels

Effective communication is key during any emergency. Establish clear channels for disseminating information to attendees, staff, and emergency personnel. This might include public address systems, social media updates, or direct communication through mobile apps specifically designed for event management. Ensure that all communication is timely, clear, and instructive, guiding attendees to safety without causing panic.

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4 Security Team

Invest in a professional security team that understands the specific needs of your event. They should be well-versed in crowd management and capable of identifying and neutralizing threats quickly. Your security personnel should also be equipped to work closely with local law enforcement to resolve any issues that may escalate beyond their control, ensuring a coordinated response to any incident.

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Eric D. Harden

ATF Special Agent in Charge, Senior Executive Service (Retired)
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In situations where conference attendees' or members of the general public face threats to their safety and security, it is imperative for law enforcement to promptly address and resolve these issues by neutralizing or mitigating any potential risks. Law enforcement agencies are trained and equipped to handle such situations efficiently and effectively, ensuring the safety and well-being of all individuals involved. It is crucial for individuals to cooperate with law enforcement directives and follow their guidance to guarantee a swift and successful resolution to any safety concerns that may arise.

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Walt Parsons

Texas
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If you are a security professional and hosting a conference, you should already have established a working relationship with local law enforcement authorities that would allow you to coordinate a proactive response to any known or suspected threats to your conference or specific attendees.

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5 Health Precautions

In today's world, health safety is a significant concern. Implement health precautions such as sanitation stations, health screenings, and protocols for handling medical situations. If your conference includes international attendees, be aware of any health advisories or travel restrictions that may impact their safety and your event's operations. Keeping attendees informed about these measures will not only keep them safer but also ease their minds.

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6 Post-Incident Review

After any incident, conduct a post-incident review to evaluate the effectiveness of your response. Gather feedback from attendees, staff, and security to identify what worked and what could be improved. Use this information to refine your safety protocols for future events. Continuous improvement in your safety strategies is essential to maintain trust and ensure that your conference remains a secure environment for everyone involved.

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Faith Hung

University of Oxford, Sa?d Business School ealumni, Leading Strategic Projects|Goodwill Ambassador(Diplomat)|Chairperson,Women's Wing International|Awards for Excellence 2023|Global Woman Leader 2023|Education Specialist
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It is important to always stay progressive. We need to take note of Area of Improvement, brainstorm and work on it to ensure that things can be better.

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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?

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What do you do if conference attendees' safety and security are at risk?

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3

4

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1 Risk Assessment

2 Emergency Plan

3 Communication Channels

4 Security Team

5 Health Precautions

6 Post-Incident Review

7 Here’s what else to consider

Conference Organization

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What do you do if conference attendees' safety and security are at risk?

1

2

3

4

5

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7

1 Risk Assessment

2 Emergency Plan

3 Communication Channels

4 Security Team

5 Health Precautions

6 Post-Incident Review

7 Here’s what else to consider

Conference Organization

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