Dealing with safety and security in the event industry

1. DEALING WITH SAFETY
AND SECURITY IN THE
EVENT INDUSTRY
ASHITHA ASHOKAN P

2. What is an Event?
An event can be:
1) Social / life–cycle events
Events like Birthday party, Hen/Stag party, Graduation day,
Bachelor's party, Engagement, Wedding, Anniversary,
Retirement day, Funeral etc.
2) Education and career events
Events like education fair, job fair, workshop, seminar, debate,
contest, competition etc.
3) Sports events
Events like Olympics, World Cup, marathons, Wimbledon, wrestling
matches etc.
4) Entertainment events
Events like music concerts, fairs, festivals, fashion shows, award
functions, celebrity nights, beauty peagents, flash mob,
jewellery shows, stage shows etc.
5) Political events
Events like political procession, demonstration, rally, political
functions etc.
An event can be described as a public assembly for the purpose of celebration,
education, marketing or reunion. Events can be classified on the basis of their
size, type and context.
6) Corporate events
Events like MICE (meetings, incentives, conferences, exhibitions), product launches, road shows, buyer-seller meet etc.
7) Religious events
Events like religious festivals / fairs, religious procession, Katha, Pravachan, Diwali fair, Dusherra fair etc.
8) Fund raising/ cause related events
Any event can be turned into a fund raising or cause related event e.g. auctions.

3. According to Merriam-Webster, the primary
definition of safety is "the condition of being
free from harm or risk," which is essentially
the same as the primary definition of security,
which is "the quality or state of being free
from danger."

4. EVENT SECURITY
 Upon entry, all guests will be required to have their bags checked and pass through a metal
detector.
 Metal detectors are an effective method for event security to safely screen guest and prevent
prohibited items from entering the building.
 In order to increase efficiency of these machines, guests are asked to keep the following
guidelines in mind when attending an event:
1. Arrive early in preparation for additional security measures
2. Limit the number of personal items brought into the venue in order to expedite the screening
process
3. Once in the screening area:
 Make sure you have your ticket in hand
 Prepare for a bag check by event security
 Place your cell phone, camera and purse on the screening table and prepare to walk-
through the metal detector
4. Guests will be subject to a secondary screening process if the alarm sounds when passing
through the walk-through metal detector.
5. An alternative security screening is available to guests who are: expectant mothers,
wheelchair bound or have a medical condition.

5. EVENT SAFETY
 Prohibited Items
 Special Permitted Items
 Event Notices
 Prohibited Items
 The following items are prohibited at :
 Weapons of any kind
 No bags, backpacks, briefcases, or purses larger than 14" x 14" x 6".
 Electronic devices larger than a cell phone (e.g. Laptops, iPads or other tablets)
 Cameras with detachable lenses (as a general rule, if a camera cannot fit in your
pocket, please refrain from bringing)
 Video cameras, including GoPro cameras and audio recording devices
 Selfie-sticks
 Signs on sticks or oversized signs (no larger than 8 1/2" x 11")
 No coolers or outside food or beverage
 Smoking of any kind, including but not limited to tobacco, vapor or e-cigarettes

6.  Illegal drugs
 Laser pointers
 Mace or pepper spray
 Spiked or studded jewelry
 Full facial coverings, like masks
 Apparel with explicit wording or pictures
 Crowd Surfing
 Hover boards
 Balloons
 Stickers
 Umbrellas
 Strollers
 Animals*
 *Service animals are permitted.
 Infinite Energy Center management reserves the right to prohibit any
item, including items not listed above, from entering the premises based
on any specific show requirements.

7. Special Permitted Items
 Medication
 Diaper bags or other infant/toddler needs
 Service animal
Event Notices
Additionally, the following items may occur at the events:
 Secondary bag searches may be conducted on-site
 Strobe lights, haze and pyrotechnics may be used during
the show

8. EVENTS = RISK
 Whenever people are brought together (e.g.
parties, inaugurations, occasions, or
celebrations), there is an element of risk
 Causes of Event’s Risk
1. Event’s Guest Behavior and Thinking
2. Alcohol and Events
3. Emergencies
4. Crowd Control
5. Critical Issues for Events Safety

9. Event’s Guest Behavior and
Thinking
ALLOCENTRIC EVENT GUEST
BEHAVIOR
PSYCHOCENTRIC EVENT
GUEST BEHAVIOR
Wants excitement, will tend to ignore
security personnel’s warnings
Wants fun without danger, maybe overly cautious
Free with money Is frugal with money, may worry about
being overcharged
Bores easily, will not complain to security until
after
an accident has happened
Tends to complain about everything from people
watching him or her to atmospheric conditions
Person will climb onto stage and seek crowds Person wants to enjoy show and avoid crowds
Troublemaker-wants to challenge Does not want to stir the pot or make trouble
Single Family oriented
ALLOCENTRIC
The tendency to accept risk while
travelling or attending an event.
PSYCHOCENTRIC
The tendency to avoid risk at all cost while
travelling or attending an event

10. ALCOHOL AND EVENTS
 Event organizers and planners
accept the use of alcohol at
special events.
 Nevertheless, alcohol
consumption can be a major
risk to the success of an event
and to the lives of those
attending the event and those
with whom the event’s
participants may come in
contact

11. CROWD CONTROL
Crowd control is a public security practice where large crowds are managed
to prevent the outbreak of crowd crushes, affray, fights involving drunk and
disorderly people or riots.
 Which is why understanding
different types of crowd,
crowd situations and crowd
control system is indeed
important to events
management to avoid future
crowd problems.

12. EMERGENCIES
 Serious physical situation,
often acute illness or injury
involved, needing medical
assistance immediately, and
may result in a serious
disfigurement without
immediate care.
 Serious mental situation,
where without certain
medical assistance, can
result in this patient's or a
third person's injury or
danger in life.

13.  Man-made Cause – Emergency
situations caused by man itself.
 Natural Calamity Cause – Emergency
situations caused by natural
catastrophe

14. FIRE DROWNING
CRIME TERRORISM

15. VIOLENCE & ABUSE
CAR ACCIDENT

16. EARTHQUAKE STORM & TYPHOON
LANDSLIDE TORNADO

17. CRITICAL ISSUES FOR EVENT SAFETY
While there is a minimal probability that most event
participants may be confronted with an act of
terrorism, almost every attendee will have to deal
with different issues such as:
1. Pedestrian Safety
2. Bites and Stings
3. Drinking Water Quality
4. Lighting
5. Parking Lot Safety
6. Electrical Storms and Lightning
7. Electrical and Gas Safety

18. FOOD SAFETY ISSUES
 Food safety is one of the critical issues
in events.
 Risk is high because of food poisoning
which may lead to death.

19. FOOD SAFETY GUIDELINES
 Event risk managers should train cooks and servers
for events using the following guidelines
 Allow the people to return the food
 Make certain that hot dishes are served hot and cold dishes are
served cold.
 Make certain that all food is cooked to the proper temperature.
 Make certain that utensils, tool and equipment are
carefully
washed and sanitized between food preparations.
 Make certain that all food handlers applied personal hygiene and
sanitation before cooking.
 Make certain that the ingredients are of high quality and
passed
the product specification and control

20. DRINKING WATER ISSUES
Closely aligned with
issues of food safety is
drinking water safety.
Water makes up over
70% of our bodies’ and
it regulates almost
every part of our system
matter, we begin to
understand just how
important it is.

21. DRINKING WATER QUALITY
 Event risk managers need carefully to examine
such issues as:
The quality of drinking water, including the
ice used in drinks.
The quality of water used in preparing food
and cleaning utensils.
The quality of water used for bathing / showering.
The quality of water used for leisure, such
as; swimming.
Make certain about the sources of water and its
purity.

22. LIGHTING SAFETY ISSUES
Proper lighting is
important and should
take in to consideration.
It may cause risk that
may lead to accident
not only by the
attendees but also the
staff on that event

23. LIGHTING SAFETY
Event risk manager should also consider:
 Working with an expert in crime prevention through
environmental design (CPTED) that can advise the risk
manager on where extra lighting is needed, where shadows
present a risk, and the proper landscape and distance.
 Mapping the event site. The risk manager should e aware of
holes, danger points, and places where can easily fall.
 Ensuring that the parking lots and paths leading to parking
lots are well lit.
 Inspecting light bulbs on a regular basis. Light bulbs
burnout easily.
 Having a back up plan incase there is a blackout. People
may scattered all over the events grounds or buildings.

24. ELECTRICAL SAFETY ISSUES
 Electrical safety should
always be a major concern
to risk managers.
Electricity is a very
powerful form of energy
that should always be used
with great deal of caution.
 Event risk manager should
know the people on the
electrical staff well

25. PARKING LOT SAFETY ISSUES
An area that unites
security and safety
issues is the parking
lot.
Both indoor and
outdoor lots presents
safety and security
hazards and risks

26. MANAGE RISK
AND
HAVE A SAFE
AND SECURE
CELEBRATION

27. ASHITHA ASHOKAN P