Sports

• A checklist of questions and considerations
  
• Provide a safe and secure environment
  
• Assess the risk at your events

by Terry Matthews-Lombardo, CMP

Now more than ever, knowing how and when to hire security for your event is a must for planners. In our world full of instant and terrifying news about the latest drive-by shootings, terrorism attacks, and hostage taking situations, the need for providing a safe and secure environment for your meetings and events is one that should be taken quite seriously. That’s not to say that every function you sponsor needs to have armed guards at the ready, but it is imperative that planners take a close look at their programs to assess the risk in order to determine when it is appropriate. 

If this is new territory for you, here is a checklist of questions to ask and considerations to think about when weighing this potential need:

1. Look at the event from all angles of possible risk – not only to attendees, but also to staff involved in making it happen, suppliers who might be delivering necessary goods, as well as the wider community in which this event will take place.(Example: You’re hosting a function in a city where union negotiations are in session, and you and your suppliers are being pressured to avoid crossing picket lines. Local media is expected to be onsite for live-feed broadcasts of any anticipated action.)
2. Do you need crowd control, supplier access management, bicycle/boat/Segway/golf cart patrol for both your event and the designated parking areas? (Example: You’re hosting a 5K that includes paths going through parks/recreational areas where motor cars are not allowed.)
3. Does the company you’re considering to hire have strong paths of communication and incident reporting systems in place? Will they conduct a planning analysis and provide operational documentation, certificates of insurance/liability, and complete schedule coordination from start to finish? Are they trained and licensed to carry armed weapons, and is your company giving them permission to use same as needed?  
4. Do you have a clear understanding of your expected numbers and complete control over the event timing, or are you at the mercy of an ‘open public invitation’ in which your event is merging into another larger one controlled and managed by other entities and with general public involved? (Example: Your client is a title sponsor of a major sporting event and you are planning a hosted group within the larger context with the added pressure of celebrities, corporate VIPs, and invited media in attendance.)
5. Do your company executives, hired speaker/performers/talent need executive protection upon arrival, during presentations, and beyond? How about your concessions/cash handlers needing courier and vendor security?
   

Terry Matthews-Lombardo, CMP, better known as TML, travels, plans meetings, and then writes about all those experiences from the viewpoint of being on the road and in the center of the action. It’s usually a good combination, or at least worth an interesting read. Having worked on both sides of the industry, she writes from the viewpoint of a veteran planner as well as a travel-savvy road warrior. If you want to read more from TML you can follow her at www.MidwestMeetings.com and at www.tmlwrites.com where you’ll find stories covering both destinations and detours or visit her blog at www.hypeorlando.com/hospitality-hive/.

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