Apr 21, 2020 11:32 PM EDT

Five Tips for Hosting a Safe Business Event

Five Tips for Hosting a Safe Business Event

(Photo : Five Tips for Hosting a Safe Business Event)

There are many wonderful reasons to host a business gathering! You might host a small party as a celebration of reaching a big milestone, you may host a holiday party every year for all employees, or you may host a larger community event to get the word out about your brand.

No matter what the reason for your event or how many people you invite, it is extremely important to make sure attendees are safe. Not only will it ensure your event is enjoyable for all, it will prevent the potential for litigation.

Whether safety hasn't been front of mind for any of your previous events, or you're planning your very first event, follow these tips for your next gathering to ensure everything goes off without a hitch.

Clearly Mark Gathering Areas

No matter where you're hosting your event, guests shouldn't have the run of the place. If you're hosting the event in your office, there are some offices that should be locked, and in an event space, it's important to clearly label which areas of the building are open to guests.

This is important for keeping guests out of trouble, but it's also a safety concern. You can control and prevent possible injuries in controlled spaces, but not in spaces that aren't prepared for guests. It's an extremely important consideration when a personal injury lawyer is able to reach a $16.2 million settlement in a slip and fall case.

When marking gathering areas, it's also a good idea to mark other features of your event too. Make sure slippery floors are marked with a sign, as well as the bathroom, and any special stations within your event space.

Keep Private Events Private

Some of the biggest security concerns come from the outside. If you're planning a private party for just a few guests, or you only want employees to attend, you can reduce the likelihood of safety issues if you keep your private event private.

That means announcing your event only to those who are attending. Although you may be tempted to announce your special event on social media or in newsletters, you're only asking for people to crash the party, which is going to cause problems. Extend private invitations and make it clear that only those who are invited can attend.

Have a Plan for Security

Planning for security is extremely important. How much security you'll need will depend on the size of your gathering, but every event requires some level of security.

A few steps for keeping an eye on security include:

  • Assessing your risks carefully so you know the level of security you need.

  • Making your security team and devices obvious to discourage threats from developing.

  • Creating security checkpoints outside every entrance and exit.

  • Requiring invited guests to provide identification so they can be matched with registration information.

  • Considering cyber security threats, which includes protecting the Wi-Fi network.

An office-only event may not require any outside help. Your regular employees may be able to fill security roles as needed, but you may want to consider hiring outside help if you're planning a large event that's open to guests outside your immediate office.

Screen Event Employees

When hiring a new employee, you likely run multiple background checks. It's an important step of the hiring process, as it enables you to learn more about the person you're hiring. Not only is it important when hiring a new full-time employee, but it is also a good idea if you're hiring employees for a special event.

It's a good idea to run background checks on anyone you hire and run credit checks for any employees that may be handling money.

Unfortunately, you aren't able to screen your vendor's staff, but you can speak to your vendor about their hiring process. It can give you peace of mind knowing that everyone is properly screened before being hired.

Develop an Emergency Plan

You may spend hours planning the perfect event, but that doesn't necessarily mean everything will go according to plan. Emergencies happen, and you want to make sure you have an evacuation plan in place for every possibility.

For example, do you know which room staff should meet in if there's an emergency? Where are guests supposed to go in the case of a tornado? Are there any safe rooms available in the event of an active shooter? Answering these questions will prepare you for any emergency situation.

There are a lot of things you need to do to plan a successful event, which includes these tips for keeping everyone safe!

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