Expect the unexpected – that is the nature of the event industry. Inclement weather, technical glitches, travel delays, and other unintended happenings can derail the success of any event. Having a clear plan, and a plan B, and probably also a plan C, enables event professionals to be ready for anything and everything so your event is a success.

• Treat Every Event with Equal Priority
  No matter the scale of conference, festival, or corporate meeting, the same scope of security measures should be taken to ensure a safe gathering should be. Event organizers should implement safety as a core strategy, not an afterthought. A standardized approach creates consistency and peace of mind, not only for clients but also for event professionals and their teams. 

• Obtain Appropriate Insurance
  Insurance policies should be tailored to fit an event’s location, size, and purpose. Options are plentiful, and you can even request an insurance agent’s presence on-site during the event to help monitor and mitigate risk. The LEO Events team utilizes this strategy during large-scale events like music festivals. 

• Be Prepared for Medical Emergencies
  Medical emergencies typically occur when they are least expected. Preventative measures can be as simple as providing water and areas to cool off during outdoor events in hot weather. Hiring trained medical personnel provides event organizers added support when it comes to allergies, burns, bites, exhaustion, and other emergency situations that may arise during events. Being ready for anything helps fortify client relationships and instill trust for future events.

• Protect Sensitive Data
  Avoiding disruptions in production and safeguarding the data of attendees protects the credibility of event professionals. Ironclad cybersecurity is a value add, boosting trust, loyalty and reputation. “Our SOC 2 accreditation helps us secure major clients like Walmart,” Armando Benitez, Director of Tech Services, said. Conducting cybersecurity risk assessments, implementing strong encryption, and considering network redundancies and offline workflows in case of internet outages helps our team mitigate a slew of potential security risks on behalf of our partners. 
• Follow the Weather Forecast
  Severe weather can have a hazardous effect on both indoor and outdoor events. Staying up to date on weather conditions should be a priority, and so should being prepared with contingency plans in case of inclement weather. Organizers should secure back-up venues and proper production equipment or storage, be ready to pivot and adjust schedules, and even secure necessary insurance in case of a natural disaster. Planning for weather conditions can even be used as an opportunity to improve the guest experience with relevant amenities or takeaways. 
• Have a Well-Informed Team
  Strong communication is the backbone of event safety and security. Coordinating with local fire and police departments ensures they are prepared to step in quickly in case of emergencies and that event plans are up to code. Event professionals should train and communicate with their teams to confirm understanding of the chain of command and strategies including evacuation, active shooters, and medical emergencies– ensuring preparedness in the unlikely event that one of these should occur.

With proactive planning, strong communication, and the right partnerships, event professionals can confidently navigate the unexpected and deliver exceptional experiences, no matter what challenges may arise. If you would like to work with our expert team at LEO Events for your next corporate event, we’ll ensure safety and security at every step. Get in touch about your next program today!