Hosting an event can be one of the most daunting challenges a person faces. Ask anyone who’s done it before, and they’ll tell you that preparation is key to maintaining a fluent order of operations throughout the scheduled time frame. This goal can only be achieved by focusing on your primary responsibility. That’s the safety of your attendees. The following discussion details some of the best ways to accomplish this goal.

Coordinate with First Responders

Most events are usually held at city-owned buildings such as a convention center, civic center and so on. If so, the city will already know that your event will be taking place at their property. First responders may also be alerted by the city to keep an eye on your activity. If you want to maximize safety, you won’t think of this important resource as a backup to your hired security team. You should see these first responders as an intrinsic part of the event and the primary line of defense in keeping your attendees safe. We highly recommend that you coordinate with them to have a solid plan in place and make sure all security personnel are aware of it. Your understanding of the venue and those featured in the program can assist officials to better coordinate in the case of an emergency. These factors will include crowd control, placement of exits, identification of the areas most prone to accidents and so on.

Keep Pedestrians Safe

The first obstacle that you and your attendees will face at the start of the event will be the parking. Therefore, it is highly encouraged to coordinate a proper system for directing traffic with your staff or local police. Parking lots and access roads before and after events can be hectic. Accidents can occur when people are walking around at night trying to look for their cars. Even if a vehicle isn’t moving very fast, pedestrians can suffer serious injuries if they are hit. A great way to keep this from happening is to place cones for cars to note as reference points telling them where they can and cannot enter. Often, confusion about which route drivers must take is what leads to this type of accident.

Assess the Risks

Many city governments will require you to perform a risk assessment at your event prior to letting anyone in. Assessing the risk essentially means making sure that every potential danger has been considered and dealt with appropriately. This could include having faulty fire extinguishers, not having a designated emergency lane in the case of a large fire or having blocked exits that attendees cannot access in case of an emergency. Such an assessment will help you find safety issues that you may not have considered. It will also furnish some protection from potential lawsuits.

Hosting a big event can sometimes make or break a career or a business. If you’re in charge of organizing one, remember that safety is the foremost concern. Without this crucial component, success is out of the question. These suggestions should help you begin to create a safe environment for your attendees.

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