Security Planning for your Event
You plan the guest list, the menu, the music, the activities, but do you have a security plan for your event? If not, you may need one. Depending on the type of event, the location and the number of attendees, you may need to consider several types of security measures, including the following.
Gifts - If your event involves gifts and/or cards (they often contain money or gift cards), they need to be kept safe. Someone with theft on their mind may not be an intruder, but a member of the catering staff, one of your guests or even the DJ or bartender. It is easy to slip a card or small item into a pocket or under a napkin without being seen, so be vigilant.
If your event will be held at a public place, such as a hotel or restaurant, place the gift table inside the room where the party occurs, not in a hall or foyer. Bring a closed container for cards, not a basket. Once everyone has arrived and the party gets started, you or your event coordinator should place the card container in a safe place out of sight, such as in a locked car or hotel room. Someone should also be designated to take gifts home at the end of the event.
If you are planning a wedding or another event where gifts may be delivered to your home, be sure someone is available to receive them rather than allowing the delivery person to leave them on the doorstep. If no one is home much of the time, you might have gifts sent to a parent's home or another safe location. To do so, simply use the alternate location as the return address on the invitation.
Coats and other valuables - If guests will be wearing coats, bringing purses, cameras or other valuables, provide a coat rack in the room where the event will occur, not in a foyer or hall. Ask guests to keep purses, cameras and similar items with them rather than leaving them laying around.
Intruders - If there is any possibility of an intruder crashing your party, be certain to inform your event planner, the venue staff, and others as the situation warrants. This might include an ex-spouse or boyfriend/girlfriend, an angry family member or someone else. A few years ago one of the presenters at a large conference was being stalked by someone who had exhibited violent tendencies. The man had followed her to other events and attempted to disrupt them, including a live television interview. We had to obtain a copy of the restraining order that had been issued in the presenter's hometown and give it to local police along with a description of the man and his vehicle. The police, the venue staff and those of us working at the conference were informed and prepared to deal with the man if he appeared.
If the guest of honor or an attendee at your event is a celebrity, particularly one who might be controversial, be certain to adequately provide for his/her safety. One summer a few years ago a former governer was involved in three weddings we coordinated. He brought his own security to two of the events, which were attended by numerous state officials. The other wedding, for a former neighbor, was so low key that he felt safe attending alone. Though we kept an eye on things, we didn't need to provide additional security.
If you or your event planner sees someone you don't know and you aren't sure they should be at your event, ask how you can help them. Often, just the knowledge that someone is aware of their presence is enough to deter a would-be intruder.
Robbers - At a wedding a few years ago, someone entered the church through the basement while the ceremony was in progress and stole personal items that had been placed in the church kitchen. To prevent similar occurances, be certain valuables are picked up and placed in a safe place. Lock outside doors and doors to dressing rooms, if possible, or lock valuables in the trunk of your car.
Also be careful about telling too many people when you plan to leave home to attend an event (including posting information on FaceBook or Twitter), even for a few hours. Unless you leave someone at your house, it could be a prime target for burglars.
Guests who drink too much - Be careful about providing too much alcohol at your event. You could be liable for the actions of guests who over indulge. Hiring a professional bartender will help, but not if guests have their own stash in a car or another place. You may want to ask a family member or a friend to keep an eye on any guest that may tend to over indulge. Better to send Uncle Charlie home in a taxi while he is still reasonably upright than risk him doing something he, and you, might later regret.
Parking lots and other dark areas - If your guests may need to park in a dark area or along a busy street at night or park some distance from the event location, ask someone to escort them to their cars rather than risk an assault or injury, particularly in bad weather.
Animals - If you have an excitable dog that might bite, better to board it at a kennel than risk injury to your guests. Also be careful of guests around horses and other animals that might inflict injury. Ask neighbors to keep their pets inside or away from noisy, perhaps rowdy, children and guests while your event occurs.
Water safety - If your event will include swimming or boating, or will occur near a lake, pond or river, plan to have life guards available. This is particularly important if children will be present.
Fire - Fire in any form is a potential hazard at an event. I have had three fires at events, all caused by unthinking guests placing items too close to votive candles. Pillar candles, even those enclosed in glass, can be knocked over. Sparklers emit embers that can burn people and clothing. Bon fires, camp fires and even fire pits can be dangerous if you and your guests aren't careful. Be particularly careful about children near fire.
Home events - If your event will be held at a private home, particularly if it will occur in the yard, several security issues may arise. If the event is not occurring in a room near the front door, keep the door locked. Also lock side doors and windows. If you don't want catering staff coming in and out of your house, set up a work station for them in the garage. (Be sure they have access to water and electricity.) The same goes for guests who need a restroom. If you are not comfortable with people in your home unsupervised, rent port-a-potties or in some way limit access to only a certain area of the house. Keep valuables out of sight and don't allow anyone to linger too long in the house.
If your yard contains obstacles that might cause injury, such as sprinkler heads, hoses, uneven sidewalks, or clothes lines, be sure to point them out. This is particularly important with children, who run and chase each other and can easily trip and fall.
By taking time to assess and plan security measures for your event, you and your guests can have a safe and enjoyable party.
Gifts - If your event involves gifts and/or cards (they often contain money or gift cards), they need to be kept safe. Someone with theft on their mind may not be an intruder, but a member of the catering staff, one of your guests or even the DJ or bartender. It is easy to slip a card or small item into a pocket or under a napkin without being seen, so be vigilant.
If your event will be held at a public place, such as a hotel or restaurant, place the gift table inside the room where the party occurs, not in a hall or foyer. Bring a closed container for cards, not a basket. Once everyone has arrived and the party gets started, you or your event coordinator should place the card container in a safe place out of sight, such as in a locked car or hotel room. Someone should also be designated to take gifts home at the end of the event.
If you are planning a wedding or another event where gifts may be delivered to your home, be sure someone is available to receive them rather than allowing the delivery person to leave them on the doorstep. If no one is home much of the time, you might have gifts sent to a parent's home or another safe location. To do so, simply use the alternate location as the return address on the invitation.
Coats and other valuables - If guests will be wearing coats, bringing purses, cameras or other valuables, provide a coat rack in the room where the event will occur, not in a foyer or hall. Ask guests to keep purses, cameras and similar items with them rather than leaving them laying around.
Intruders - If there is any possibility of an intruder crashing your party, be certain to inform your event planner, the venue staff, and others as the situation warrants. This might include an ex-spouse or boyfriend/girlfriend, an angry family member or someone else. A few years ago one of the presenters at a large conference was being stalked by someone who had exhibited violent tendencies. The man had followed her to other events and attempted to disrupt them, including a live television interview. We had to obtain a copy of the restraining order that had been issued in the presenter's hometown and give it to local police along with a description of the man and his vehicle. The police, the venue staff and those of us working at the conference were informed and prepared to deal with the man if he appeared.
If the guest of honor or an attendee at your event is a celebrity, particularly one who might be controversial, be certain to adequately provide for his/her safety. One summer a few years ago a former governer was involved in three weddings we coordinated. He brought his own security to two of the events, which were attended by numerous state officials. The other wedding, for a former neighbor, was so low key that he felt safe attending alone. Though we kept an eye on things, we didn't need to provide additional security.
If you or your event planner sees someone you don't know and you aren't sure they should be at your event, ask how you can help them. Often, just the knowledge that someone is aware of their presence is enough to deter a would-be intruder.
Robbers - At a wedding a few years ago, someone entered the church through the basement while the ceremony was in progress and stole personal items that had been placed in the church kitchen. To prevent similar occurances, be certain valuables are picked up and placed in a safe place. Lock outside doors and doors to dressing rooms, if possible, or lock valuables in the trunk of your car.
Also be careful about telling too many people when you plan to leave home to attend an event (including posting information on FaceBook or Twitter), even for a few hours. Unless you leave someone at your house, it could be a prime target for burglars.
Guests who drink too much - Be careful about providing too much alcohol at your event. You could be liable for the actions of guests who over indulge. Hiring a professional bartender will help, but not if guests have their own stash in a car or another place. You may want to ask a family member or a friend to keep an eye on any guest that may tend to over indulge. Better to send Uncle Charlie home in a taxi while he is still reasonably upright than risk him doing something he, and you, might later regret.
Parking lots and other dark areas - If your guests may need to park in a dark area or along a busy street at night or park some distance from the event location, ask someone to escort them to their cars rather than risk an assault or injury, particularly in bad weather.
Animals - If you have an excitable dog that might bite, better to board it at a kennel than risk injury to your guests. Also be careful of guests around horses and other animals that might inflict injury. Ask neighbors to keep their pets inside or away from noisy, perhaps rowdy, children and guests while your event occurs.
Water safety - If your event will include swimming or boating, or will occur near a lake, pond or river, plan to have life guards available. This is particularly important if children will be present.
Fire - Fire in any form is a potential hazard at an event. I have had three fires at events, all caused by unthinking guests placing items too close to votive candles. Pillar candles, even those enclosed in glass, can be knocked over. Sparklers emit embers that can burn people and clothing. Bon fires, camp fires and even fire pits can be dangerous if you and your guests aren't careful. Be particularly careful about children near fire.
Home events - If your event will be held at a private home, particularly if it will occur in the yard, several security issues may arise. If the event is not occurring in a room near the front door, keep the door locked. Also lock side doors and windows. If you don't want catering staff coming in and out of your house, set up a work station for them in the garage. (Be sure they have access to water and electricity.) The same goes for guests who need a restroom. If you are not comfortable with people in your home unsupervised, rent port-a-potties or in some way limit access to only a certain area of the house. Keep valuables out of sight and don't allow anyone to linger too long in the house.
If your yard contains obstacles that might cause injury, such as sprinkler heads, hoses, uneven sidewalks, or clothes lines, be sure to point them out. This is particularly important with children, who run and chase each other and can easily trip and fall.
By taking time to assess and plan security measures for your event, you and your guests can have a safe and enjoyable party.
I am really impressed to your security planning for events. You have mentioned where the need of this security in the post.
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