Safety and security one of the key considerations for 2018 event planning

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The art and science of event planning has always required coordination of a variety of logistical items and contingency plans. However, with the advent of unfortunate acts of violence caused by man as well as Mother Nature during the last few years, it is more important now than ever to integrate safety plans into all events – big and small.

From an event planning standpoint, the focus on safety and security begins with destination research and site selection. The hotel or event site should be able to share with you their security plans including the physical presence and response team that they have in place. It is also key during the contracting phase to negotiate a favorable force majeure clause.  This important clause  must be specific to a natural or man-made disaster and be clear to both parties what their obligations are to perform the contract should such a disaster occur. Don’t take anything for granted.  It is expected that the host site has reasonable measures in place to keep event staff, guests and attendees safe, but it is the organizations responsibility to know what those measures are.

Beyond contracts with and best practices administrated by the host site, the planning team should also discuss the potential “what if” scenarios and create an action plan to respond to any emergencies or crisis. Another point for consideration is cyber security, a topic we will cover in the future in more detail but it’s another a key area of focus. 

Although there is only so much you can do to prepare for a crisis, planning efforts really can make the difference between life and death. Working with a professional meeting planner is a true asset in terms of preparing for and responding to a crisis.  Is your team prepared to ask the hotel the right questions?  Negotiate the right force majeure clause?  Create the proper contingency plan?  The experts at AOE have the experience and skillset to keep your event team and attendees safe.
Editorial note: A great article on this topic can be found at https://www.eventmanagerblog.com/terrorism-and-events


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