If you are planning any type of large event, then it is important that you take time to prepare specific security measures for the gathering. There is always a security risk when a lot of people are gathering together, but you can minimize the risk with a few proactive measures at your event.
Keep in mind that there is a fine balance between effective security measures and too much planning, so you should consider the size of your event and the location before you decide how much security will be needed. Here are a few things to consider:
Identify VIP Areas and Keep Them Sealed Off
Decide which areas of the event will be VIP areas, and make sure they are well secured and clearly marked. These areas need to be kept separate from the main part of the event, and allow entrance only to only people with the proper identification. In some cases, a simple curtain is sufficient to block out of the VIP area. Or, you might consider walls or a fence if you need to maintain higher levels of security for the area.
In order to manage the people who move in and out of the VIP areas, you should make sure that they have specific badges that will allow access. It is also a good idea to have a list of people who are allowed VIP access, so that the security personnel can refer to the list on an as-needed basis.
RFID Badges to Monitor People Who are in Attendance
RFID cards or badges are a great option to monitor people as they come and go during the event. With RFID identification, the badge communicates with a reader that scans the card and allows access to the appropriate people. Additionally, you can keep a log of the time that each person arrives and leaves, so that you always know who is in attendance at any given time.
When passing out the RFID cards or badges, ask each person to provide a picture ID before they are given their card. You might also ask those people to bring their invitation, or some other type of information that identifies that they have been invited to the event. Hang RFID or ID cards on lanyards, some events provide these lanyards to delegates. Companies like Dynamic Gift or Lanyards factory in Sydney are able to supply custom branded or plain lanyards overnight and they can deliver to your event.
Hiring a Security Team
In some situations, it might make sense to hire a security team for the event. When you have trained security guards on site, troublemakers can be deterred because they will see the guards in the area. These security professionals are also beneficial because they are trained to handle emergency situations, so they will be able to take care of the area if anything happens.
Monitoring the Event
You should consider having security cameras on site, to monitor the event and keep a record of anything that might happen. In addition to the camera monitoring, it is also important to make sure that your staff is watching the area and staying aware of the activities that are occurring.
For example, if you have expensive equipment or collectible items, then you should have staff members assigned to stay with those items in order to avoid theft. Another point of monitoring might be at the door, where security personnel can prevent people from bringing dangerous items to the event.
It is a good idea to monitor the food area as well, in order to make sure that the food is being handled correctly. Food management helps to prevent tainted drinks or food, which could happen either unintentionally or intentionally.
Have a Contingency Plan in Place
It is always a good idea to have a backup plan, just in case something goes wrong. Even if you feel as though you are well-prepared for the event, sometimes accidents or mistakes happen. A contingency plan will allow you to recover and keep the event running, even if problems occur. The contingency plan should include steps to handle an injury, or a threat, and all security personnel should be trained on these measures.
With the right planning and preparation, you can successfully plan and execute your event. You will be happy that you made the effort to manage the security and identification of the guests.