Page 250 - DMGT304_EVENT_MANAGEMENT

Unit 11: Operations, Logistics, Safety and Security Management

11.2.2 Safety Checklist Notes

Appoint a competent person to handle security and health and safety measures.
Review the accident statistics and /or security breaches with the Venue.

Consider specific Venue regulations regarding security and safety.
Design the overall floor plan and Venue usage and obtain approval from the appropriate
authorities.

Undertake a Risk Assessment for the Event.
Notify all parties of any undue hazard resulting from the Risk Assessment.
Compile the Organizer's Health and Safety File.

11.2.3 Strategies and Operations On-site

The following strategies and operations need to be considered in the light of the security
requirements of the Event:

Have a security check of the premises every morning prior to the sessions by the appointed
security guards.

Appropriate 24-hour security.
Ensure maximum screening of those who enter the premises utilising official surveillance
measures, for example, security staff, video cameras at entrances and exits (including
basements), inspection of equipment such as laptops, cameras, mobile phones.

Enforce restriction of entry.
Distribute to, and check badges of, all staff and attendees with an ID check and ensure that
lost or forgotten badges are monitored. If appropriate use photo IDs, radio frequency
chips in ID badges, bar-coded badges etc.
Ensure close cooperation with police, security services, security staff, fire brigade,
first-aid/medical services etc.
Reflect risk management costs in the budget.
Highlight information about the crisis management plan in the exhibition/sponsorship
prospectus and, where appropriate, in delegate packages.

Ensure clear and easy-to-understand directions for exits.
Undertake an emergency call system check
In case of partial failure under pressure
Check that it does not interfere with speaker communications.
Agree on a meeting point to assemble in the event of an emergency and discuss in advance
the chain of command for emergency decision-making.

11.2.4 Checklist for all Participants

The following tips can be provided to all Participants by the Organizers to minimise risk and
liability:
Consider and plan your transportation well in advance from home to airport /ground
transfer to hotel.

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