Events play a key role in any business. They boost engagement, allow you to connect directly with your employees and stakeholders, and even boost trust and credibility among your target market. However, when planning your event, be it a conference, party, or team building activity, safety should be your top priority. Of course, the venue manager will be responsible for carrying out risk assessments and implementing essential safety measures and policies. However, as the event organizer, you also have some duties. Here’s what to keep in mind. 

Choose the Right Venue

The very first step in successfully launching your next big event is to choose the right venue. A professionally-managed venue will provide key safety measures and will have specific policies in place regarding capacity, fire safety, and evacuation plans. An expert team can also guide you towards implementing the right additional safety measures and liaise with expert providers so that you can redirect your focus and energy towards making the event more engaging and memorable. While it may be tempting to opt for a cheaper venue, don’t forget that safety should be your top priority!

Plan for Fire Safety and Respect the Venue Capacity

The venue design, size, and capacity play a key role in how safe it will be during an emergency. As the event organizer, you have some key duties in choosing a venue that is safe and well-organized. However, you should also make sure to respect the venue capacity and take time to understand their evacuation plans. If you are unsure, work with the venue manager and the local fire department. 

Provide On-Site Medical Support

Aside from the venue’s safety measures, you should also make sure to provide on-site medical support. This is especially important for large gatherings and events that don’t have immediate access to medical facilities. In these cases, partnering with on-site medical teams for events can help you add a layer of security and peace of mind to your event. These medical teams know how to handle emergencies during events and can make your business look more trustworthy. 

Train Staff and Inform Participants

As you focus on your event while it unfolds, you may not also be able to look after the safety and wellbeing of everyone involved. That is why staff training matters for event safety. Working with an experienced team of event and hospitality managers allows you to better control the crowds and develop evacuation plans during an event. You may also consider opening your event with a short introduction to the event venue’s safety measures and escape routes, so that your participants can be more familiar with the building.  

Ensure Clear Exits and Signage

Last but not least, be sure to work with the venue managers and local emergency services to ensure that exit routes and signage are clear and immediately visible at all times during your event. You may consider asking the venue manager to check these safety measures to ensure that they will work during an emergency. And, as stated above, remember that choosing a reputable venue can make all of these safety measures much more efficient and safe to implement!