How to Execute a Successful and Safe Event
A guide to creating a safe and stellar experience for your guests
As an event planner, you are a multitasking magician. You juggle competing demands, pull out all the stops and jump through hoops to create a memorable and happy experience for attendees, all within a near-impossible timeline. On top of those demands, however, you need to ensure that the event basics are accounted for—namely, event security and safety.To make that latter demand a bit easier, we’ve compiled a comprehensive safety guide to ensure that your next event goes off without a hitch.
1. Know the risks
The first step to event planning is selecting the right venue. But what makes a venue the right one?
Holding your event in a safe city might be the answer. According to The Economist Intelligence Unit’s report on city safety, some of the safest locales to hold events are in Asia. Cities earning high marks include Tokyo, Singapore, Osaka, Hong Kong and Taipei. The cities were selected based on digital, health, infrastructure and personal security.
Once you decide on the location, you’ll need to conduct a risk assessment before beginning work. The inspection brings together stakeholders—the venue provider’s team, representatives from your company and your team—to determine your requirements, the risks involved and how to mitigate them. See what you can expect from a risk assessment by downloading the Marriott site-inspection checklist here.
Additionally, your venue provider may require a professional engineer to certify that the event layout and installations are safe.
2. Secure your connections
“What’s the Wi-Fi password?”
As an event planner, this is probably one of the most common questions you receive. An increasingly complex and always-on working environment demands that we be plugged in constantly.
However, when you connect to public Wi-Fi, you could be making your systems vulnerable to a hack. And with hacking strategies becoming increasingly sophisticated, you’ll need to stay one step ahead to protect your guests’ valuable data.
Check that your event venue has proper network security, including Wi-Fi protection that keeps data safe and minimizes the chances of someone compromising the systems.
For high-profile events such as those with foreign delegates, you may want to opt for a dedicated network.
3. Up your food-safety game
Food can easily make or break an event. While you rack your brain over the best food to serve your guests, you also want assurance that the food is properly prepared so your attendees can feast with peace of mind.
Do your dining homework far ahead of time by checking if your guests have food allergies or special dietary preferences.
During the event, your caterer should clearly label ingredients at the buffet station that may cause allergies.
4. Prepare for worst-case scenarios
The stage is almost set for your event. But there’s one more thing to account for: medical emergencies, among both your staff and attendees.
To cover all ground, pinpoint what basic trainings and certifications your team might need to account for any medical emergencies that might occur. Depending on the nature of your event and venue provider, these could vary.
Also, determine what safety signage (think: exit signs) is most appropriate for your meeting venue, and see what emergency personnel (e.g., hospitals, police, fire stations) are nearby.
5. Plan for the unexpected
As the saying goes, failure to plan is planning to fail. Event planners need a range of tools up their sleeves to meet any challenges that might occur during an event.
Whether it’s an attendee with a rare food allergy, a unique venue that requires a more customized emergency exit approach or simply selecting the safest cities possible to hold your event, be sure to plan far ahead of time.
Marriott makes things happen
Having a venue provider with a track record of delivering great service is half the job done. At Marriott International, our team includes hundreds of certified meeting planners, more than 3,000 executive chefs, and expert culinarians and mixologists. They bring with them a wealth of experience to help you execute your event smoothly.
What’s more, Marriott stands out with a suite of technological tools that make your job easier. For instance, Marriott’s Meeting Services App lets you communicate with staff in real time so you can make requests anywhere and anytime, which makes planning an event hassle-free.