10 Effective Security Strategies that Every Event Planner and Security Professional Should Know

Major sporting events, concerts, and festivals draw huge crowds thus making them high-value targets for violent attacks by terrorist extremist. Some examples of attacks on events include the 2015 terror attacks that killed 130 people and wounded 494 in Paris, the 2017 Active Shooter incident in Las Vegas that killed 58 people and wounded 422 others, and the 2018 bombing at the Ariana Grande concert in Manchester, England that left 22 people dead. With the intensity and frequency of these types of events occurring it leaves event planners, promoters and security professionals scratching their heads on how to better protect the thousands of people who attend their events. Following are 10 strategies that I have used over the past 30 years to enhance security at large events.

Security Planning

The most important factor in having a safe event is "Security Planning." Unfortunately, many event planners, promoters and security firms fail to put the necessary time and energy into developing solid security plans. Security planning cannot be rushed and should never be an afterthought. Smart promoters and event planners should be thinking about security the moment they intend on planning an event. It's a good idea to consult with a security expert at least 3 to 6 months in advance to discuss risk, countermeasures, and the optimal amount of staff to effectively secure the event. I recommend regular meetings and sharing of information up until event day to ensure that security operations are fluid when it comes down to game time. This is especially true for large events (1000 or more attendees).

Large events are often classified as "Special Events" by FEMA. A Special Event is as a nonroutine event that places a strain on community resources, draws a large number of people, impacts the community and will require emergency support, special permits, additional planning and preparation (Special Events Contingency Planning for Public Safety).

Depending on the size of your event (space used and projected attendance), the nature of your event, the type of event, i.e., concert, ball game, political rally, etc., the anticipated age profile and personality profiles of the performers and attendees, and the risk involved with hosting such an event, a multidisciplinary planning team may need to be assembled. This group should include the promoter or sponsor, the security director/vendor, and all agencies that hold a functional stake in the event, such as:

• Emergency Management
• Law Enforcement
• Fire and Rescue
• Public Works/Utilities
• Public Health
• Transportation Authority

Security Layering

Layered security, also known as layered defense or defense in depth is the practice of combining multiple security controls to protect your event. Layered security creates redundancies to prevent adversaries from attacking your assets and resources. Security professionals commonly use these 4 terms for layered security Detect, Deter, Delay, Deny (Physical Security Principles 6), and in the worst-case scenario, it is security's job to defend.

In layered security, we use a 360 approach with our most vulnerable assets residing in the innermost zone (most protected). For a large event, this zone is normally inside of all access control points, fence lines, perimeter barriers, and security checkpoints. The inner zone may also contain an even tighter inner zone if there are stages, VIP and other critical areas, i.e., power generators, etc. Stage areas should have buffer zones between the stage and the crowd. Buffer zones should be defined by stage barricades and staffed by experienced security personnel.

Surveillance

Surveillance is everybody's job, including security officers, event planners, volunteers, event staff and even the attendees themselves. If you "See Something, Say Something" plays a very important part in event security. Surveillance does not have to be via camera, but cameras are useful depending on the type of event you're having, if problems are expected, and if someone will be assigned to monitor the cameras and dispatch security as needed. I encourage event planners and promoters to communicate "See Something, Say Something," in all print and social media campaigns with a brief description of how to report things that seem out of place or represent a security hazard.

Signage

Appropriate signage is very useful to event planners, security professionals and patrons alike. Signage provides direction to attendees on where to go, and how to behave, to include general rules, prohibited items, and how to exit in emergencies. Some examples of signs you may see, or use are "No Weapons Beyond This Point," "All Persons and Bags are Subject to Search," "No Photos, Videos," and "Emergency Exit." As a general rule, I recommend that signs are placed throughout the event, especially in critical areas such as access and egress points. The letters on each sign should be at least 8 inches tall and visible with the naked eye from a distance of at least 50 feet away (Physical Security Principle 207).

Line Queues

An effective way to set the tone for an orderly event is to use properly designed line queues. Line queues work great when combined with signage. When planning line queues, one should consider the projected number of visitors, and design queues that will most effectively reduce mass gathering and line cutting. Queues also can be designated for general admission tickets, will call and VIP access lines to even better facilitate crowd movement.

Line queues work well with bike rack barricades for outside events. Rope and stanchion are effective for indoor events. I highly recommend that queues are staffed with security or volunteer personnel to give direction for ticket scans, admission, and search procedures. I also recommend using bullhorns, as they're effective for getting information to masses of people clearly and quickly.

Access Control

Access control has to deal with who and what comes in and goes out of your event. The level of access control should be governed by the type of event you are having and the number and type of crowd you anticipate drawing in. Access control points should be controlled by security personnel, but should also have ticket takers, bag checkers, and volunteers to assist with credential checks and wrist bands.

Access control points may also have walk-through or handheld metal detectors. It's key to remember that each line queue with a walk-through metal detector should be staffed with a minimum of 3 security officers. One for the initial check, one searcher and one observer. Successful security managers create a fair balance of male and female security staff to deal with members of the opposite sex. You should also have contingencies for the disposal or transfer to the proper authorities for prohibited items, illegal contraband, and weapons.

The most important part of the access control point is supervision and management. Some events may have as many as 40 security officers just to control an access point, No one supervisor should have to supervise that many people. Inevitably, someone or something will slip through the cracks. Therefore, it is critical to remember "Span of Control," meaning each supervisor should only be responsible for 8 - 10 employees. For security teams with 32 or more guards, I highly recommend a Security Manager be assigned as well.

Experienced Security Personnel

Hire an experienced company. Oftentimes event planners and promoters find themselves either in trouble or in frustration from hiring cheaper security. I recommend selecting your security provider based on the following 3 criteria, in the exact order they are written:

• Experience & Reputation - The company should have experience in handling the types of events you host. Their guards should likewise have the experience and their basic skills should include access control, customer service, conflict resolution, magnetometer operation, crowd management, and mass evacuation. When vetting your choices for security, always consult your potential vendors' websites and social media pages for past work. Past client references also help.
• Money - Of course money is a factor, so let's just get that out of the way now. We truly get what we pay for in life and security is no exception to the rule. Unqualified security will reveal itself as sure as the sun rises, as lawsuits and headaches arising from security-related incidents cost millions yearly. A good formula to know if you're getting a fair deal on security is to project your security cost at about 2.5 - 4% of total gross sales, this way when comparing apples to oranges you are able to make an informed decision of which company will work in your best interest.
• Availability - And finally, availability. Again, at the moment you decide for sure you're going to have an event, security should move near the top of your to-do list. I recommend contacting your normal security provider or a couple of local providers for quotes and availability. Beware that event season is a big thing from spring to early fall, and security companies are in high demand, especially the good ones. Understand that prices increase the longer you wait to lock in your security, so I highly recommend you to be proactive and try to have a signed agreement in place no less than 60 - 90 days ahead of your event.

Security Management

Efficiently ran events are a direct result of experienced security management. A great guideline for security management at a minimum is (1) supervisor for every (8-10) security officers and (1) Security Manager for every (32) security personnel. Adhering to these numbers facilitates streamlined communication, rapid response to security incidents and medical emergencies, oversight over the conduct of the security staff, quick resolution of customer service issues, and better liaison between the client/event planner in addressing security events.

Evacuation Procedures

Every event should have an evacuation plan. Some reasons for evacuating are lightning, thunderstorms and other weather-related events, collapsing seating, stages, or scaffolding, fights, stampedes, bombings or suspicious packages, active shooters or other terrorist acts. Blowout gates should be clearly marked with signage on white background, in red, bold 8-inch Tall lettering. If your sign will have arrows, symbols or etc., they should be at least 15 inches high (Physical Security Principles 207).

Communication

The last but not least bit of advice for having a safe event is good communication. At any event, the event planner is responsible for communicating with their attendees, their employees, vendors, volunteers, and security staff. The communication channels range from signage, digital display boards, loudspeakers, bullhorns, event host and MCs, and handheld radios (most commonly used to communicate with security personnel). Despite budget or bottom line restrictions, I highly recommend ordering radios for your security manager, and all of her supervisor to ensure that security issues are communicated and addressed as expeditiously as possible.

I also recommend using social media during the promotion of your event and during the event itself to engage attendees and get them accustomed to interacting with your social media platform and campaigns for your event. Be sure to encourage the use of event-themed hashtags (security should be one) and geo-location tagging to help security personnel quickly respond to issues.

Conclusion

These 10 steps have served me wonderfully over my past 30 years in managing security for large scale events. Used wisely, I know that they will serve you well. Thanks for reading and feel free to drop a line in the comment section about security measures that have worked well for you.