The main goal of this section is sharing best practices and experience to boost your events. We could have created a checklist for a successful event quite easily, however concluding an event safe and sound and ensuring a safety trip for your attendants became the most important topic.
Terror incidents are increasing gradually. The severity of these incidents are also increasing evenly. The events are either being canceled or relocated elsewhere by the fear created and the events carried out under the influence of this fear are unproductive. This leads them to reach their goal faster. However, a correct and reliable attitude against these negative facts will avoid their success and minimize the effects of terror.
We have decided to share the topics that may be helpful for you to achieve a safer and more convenient event organization that resists these potential threats with correct precautions.
1) Picking Correct Conference Location:
Major events are assigned to organization companies as a result of big campaign work and quite large budgets are in question. Cancelling an event or dislocating the event to another country severely damages the organizations and their suppliers and it also generates a negative effect on the event reputation. On the other hand, the redundancy of the number of attendants is an important measure. To avoid such negativity picking correct location is very important. There are many parameters that should be considered for choosing the correct location. We may find a location highly threatened when considered in country basis, while that location may be quite safe when we analyze regionally. In this case we have to audit different parameters and make a correct final decision. In such a case evaluating a risk assessment of a given radius of a region would be more precious. Of course, digging all these subjects would be time consuming and endeavoring so asking for a professional service would be more accurate. You can check http://www.statista.com/ for statistics and https://www.stratfor.com/ for regional reports. https://riskmap.controlrisks.com/ is yet another site where risk maps and special reports are published.
The history of the event location should be well studied and important dates should be noted to avoid coinciding with potential clashes, retaliations. As the terror attacks are organized on masses for a bigger impact, they prefer the moments where people are grouped together. for example: Friday Prayers or morning prayers of holidays for Muslims, Bastille Day in France, Soccer match in Paris. You should also avoid being close to representatives of countries where a potential protest risk may emerge for a specific date. There is a potential risk if your meeting venue is close to American Embassy or your attendants follow a route close to these facilities and your event is on the 4th of July. It would be beneficial to keep a safe timespan of at least 7 days before or after the event on such periods.
Every event has its unique prioritized target, however to avoid annoyed attendants and to entertain them by showing the landmarks of the cities and the countries, several sightseeing tours and entertainment organizations are planned for a sensational event experience. Simply, do not consider such an activity if there is even a minor risk probability. Look out for the shortest distance between the hotels and event venue. Try to organize entertaining activities within the venue or the hotel and organize themed night shows and meals. Provide them stands or corners within the venue where they can buy souvenir. Your visitors would be tolerant toward these precautions if you announce them that all these measures are taken by virtue of zero risk policy of the event. However, if you are urged to organize a sightseeing tour or an alternative activity please do review the suggestions in the "Timing" topic. Always be in contact with Security Units of the region.
4) Attendant Information:
Try to get detailed information about participants and invited speakers. Ensure that event topics or contents do not contain any insulting material for a distinct group or the lecturer does not have such a story in the past. Review the content of the speech copy if possible so that you can take any necessary measure. Advise your attendants to hide or flip their badges when out of the meeting halls, this would avoid foreigners to get information about them or gain access to the meeting halls easily by copying their personal data.
Agencies mostly rely on part-time employee for crowded events. Part-time staff should be chosen among people that you had co-operated before to minimize security risks. Even some personnel come across with a bad performance reputation in prior events, prefer finding solutions to increase the performance of that personnel rather than to opt out to find a new person that may reveal security risks. Be in close contact with you staff and observe any changes they may be experiencing. Ask for an updated security clearance before the events. Locate your constant staff on strategically risky regions.
6) Avoid Accumulation other than the Meeting Venue and Hotel:
Review your welcoming strategies in airports and other arrival points. Principally, setup your welcome and information desks or lounges at the airports, isolated from other passengers. Do not keep your guests waiting in airport exit gates and make sure that the transfer vehicles are ready to move before the guests are directed to the gates. Try to perform your transfer operations at the shortest period. Send all luggage to the vehicle before the guests arrive to the vehicle. Consider transferring with smaller vehicle alternatives rather than big busses.
7) Other Risks:
Observe every possible escalation in the region. Train your staff for how to act in a possible incident. Create an emergency evacuation plan and train your staff about this procedure. Make sure that every new employee joining your team is trained about these procedures. Train your staff about extraordinary cases that may arise. Create specific codes for extra ordinary cases to communicate without causing your guests to panic E.g. there is an A2 case at front gate. It is essential to avoid any possible panic which may lead a potential emergency response to fail or advance the time of a possible attack.
Review any potential risks other than a terror attacks in the region, such as geographic problems or surrounding hazardous risky buildings. Make risk assessments and threat analysis a standard procedure for every event.
We hope peace at the nearest future that minimizes all our concerns.
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