Page 249 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes Event Safety and Security addresses the safety and security needs of event planners, producers
and venues either planning, producing or hosting conventions, trade shows, competitions, fairs,
festivals, ceremonies, parties and more.
Safety has been an important factor for consideration in the organization of every event, be it a
small exhibition, a conference of number of delegates, a mega-medical event or an international
conference attracting thousands of participants. It has often been a variable factor in the
consideration of organizers in the past, but today, it has taken a new dimension, not only
because of political developments in recent years but also because of other phenomena such as
global warming (resulting in adverse weather affects), globalization and the increased pressures
and pace of the daily workplace.
When planning any activity or special event where there is an element of risk present. These are:

To investigate all aspects of the event (including safety and security) and act accordingly
To inform and warn participants of known risks
To plan for the safety and well-being of every participant
To ensure participants are not subjected to unreasonable risks or harm
Event Organizers and all those involved have various 'safety' duties, known collectively as
duties of reasonable care.
Security is not a new phenomenon. The word security has many meanings but in general terms
security is something that gives or assures safety.

11.2.1 Key Issues

Venue Selection
Delegate safety and security should always be considered when selecting a venue. In addition,
ease of access, both by Participants and by the Organizers and Suppliers, as well as the importation
of goods, should be taken into account.
Liability

Responsibility for the safety of all participants concerned contains a number of 'grey' areas as to
where liability falls, but this still needs to be addressed.

Exhibitions

Whilst the Organizer will take responsibility for the organization of the Exhibition (access, exit,
setup, order of construction), the Exhibitors are responsible for all activities conducted on their
stand, for example, the actions of their employees (personnel). The Organizer remains responsible
for all common areas.
Organizers cannot be held directly responsible for the actions or lack of action of their Exhibitors
or the Exhibitors' Contractors, but they are responsible for requesting proof that the Exhibitor and
their Contractors will ensure the stability of stands and structures. It is the Exhibitors' responsibility
to define the exact areas of responsibility between themselves and their Contractors prior to
coming on site and to check that their Contractors are competent and will work in a safe manner.
Contractors, if engaged on the stand, are responsible for the safety arising from the stand building
such as working at height, electrical work, lifting operations. The Contractors must ensure the
safety of any persons that their work practices affect, including those on adjacent stands.

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