Crisis Management Policies [Event Security]

As an event planner, it is important to have company Crisis Management policies in place and to be fully aware of the security and safety procedures within the hotels and conference facilities you use.

Importantly, you should consider ‘how you communicate’ with people at your event during a crisis? Crisis Management is an integral part of any event management strategy, and it often pays to be prepared. It is important to have procedures in place for ANY crisis situation that has the potential to disrupt your event.

At Priavo, we recommend 6 key things you can do for an effective crisis communications plan:

Identify Your Event Audiences | In most situations, the stakeholders will include your attendees, on-site suppliers (security personnel, technology, promotion staff, venue, catering), partners such as speakers, sponsors and exhibitors, as well as journalists and colleagues (on the ground and off-site).

Assign Audience ‘Owners’ | Once you have these stakeholder groups listed out, create your internal crisis team by assigning the relationship ‘owners’ for each of your audience groups.

Decide on Communication Channels | The next thing to determine is how you should communicate with all your stakeholders – needless to say, quick, clear and frequent communication will be appreciated at a time of crisis.

Find the Best Platform for Each Audience | Notifications via event apps, emails and social media are usually the best option with your attendees. Many traveller safety apps now come with mass notification features. However, systems may be offline so consider other options such as sat sleeves.

Draft a Communications Plan | Once you have identified your audiences and have a good idea on how you’ll be reaching out to them, the next step is to put together a communications plan. You could have a detailed plan for each type of crisis situation, or you could have a more generalised one with clear action points.

Prepare Crisis Scenarios | Be proactive and start making a list of potential crisis situations around your events now – whether that be a terror attack, a power outage or a fire. Draft the key messages you want to communicate with each of your stakeholders. Be personal, transparent and genuine and make public safety your number one priority.

The more information you provide, the less chance of creating an information vacuum, which often causes unnecessary panic and false speculation. Priavo providehigh quality security training, events security, and crisis management policies and simulations. For enquiries email: enquiries@priavosecurity.com or visit our event security page.

For information on our Traveller Safety App – and how it can help your business visit our Locate-Global site.