CHAPTER 12 CHAPTER 12

Event Planning Risk and Safety

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Copyright © 2016 THE EVENT U
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 CHAPTER 12

EVENT SAFETY
• Event safety has become a priority
for all event planners.
• Every aspect of your event could
be affected, so it’s best to double
check safety concerns.
• If you select the lowest bid, always
double check to ensure they are not
cutting any corners with regards to
proper safety standards.

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 CHAPTER 12

Risk Assessment
• Event safety planning should be a component of every event
plan. Safety and security are a number one concern for both
event planners and guests.

• Every aspect of your

event should be subject
to review and assessment
for safety.
• A risk assessment for
your event should
consider each of the
following key areas.

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 CHAPTER 12

Location:
• Are permits needed?
• Have there been recent protests or violent
acts in the area?
• If hosting in a foreign
country, is the area
politically stable?
• Will guests or workers
need permits and/or
visas?

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 CHAPTER 12

Venue:
• Is the venue in a safe and well-lit area? Where
is the nearest medical facility?
• Is the venue easily accessible to emergency
personnel?
• In the event of an emergency, are there clear
routes of evacuation?

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 CHAPTER 12

Guests:
• Who will be attending?
• Will you need to plan for the needs of elderly guests or children?
• How much alcohol will be served and will guests overindulge?
• Should you provide extra security?
• Will any high-profile guests be in attendance?
• Are any of the components of your event likely to trigger protests or
other unwanted attention?

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 CHAPTER 12

VENDOR SAFETY
§ Vendor safety is another area of responsibility for you as the
event planner.
§ Hiring well qualified and professional vendors can help
reduce your risks.
§ Even when using trusted vendors, it is a good idea to perform
periodic assessments of their abilities and execution.
§ Provide your vendors with safety information including
evacuation plans before the event.
§ All vendors should have adequate insurance coverage.

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 CHAPTER 12

• Food vendors must have

appropriate licenses and
permits on display.
• An alcohol license must be
obtained and displayed for
events serving alcohol.
• A person holding a
Responsible Service of
Alcohol certification must be
on duty during an event
where alcohol is served.

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 CHAPTER 12

VENDOR SAFETY
• Be proactive.
• Work to mitigate risk of all
kinds.
• Most corporate events
don’t require uniformed
security, although they are
a great deterrent for
anyone thinking about
misconduct.
• At the same time, you
want your guests to feel
safe.
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 CHAPTER 12

PERMITS
Who Needs Them?
• Usually required for any type of outdoor
event.
• Using a tent? Likely need a permit.
• The vendor might get the permit for you,
but don’t count on it, ALWAYS ASK.
• Permits take time and money. Plan ahead.
• Some indoor events might require a
permit.
• It’s best to ask your venue contact up front
if one will be needed and who should
obtain it.

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Playing music outdoors? CHAPTER 12

You might need a permit.

• Outdoor fireworks and indoor pyrotechnics will require permits.

• If you fail to oblige by the agreements of the permit, or worse, fail to obtain
one, your event could be shut down!
• Even outside the US, events might require permits.
• Work permits or staff permits may be required.
• Costs of work permits are in $300-$500 range/person.
• Not cheap, but more expensive to go without.

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 CHAPTER 12

FIRE MARSHALL
• The fire marshal means business.
• Most times, the indoor venues will take
your CAD and send it to the fire marshal
for approval.
• Without the fire marshal’s blessing, the
event is not going to happen.
• You will need to ensure all fabric
(including drapings) and decor items are
fire retardant.
• These certificates can be obtained from
the supplier of these goods.
• Fire marshal will check to ensure
entrance and egress is sufficient.

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 CHAPTER 12

If you are allowed to cover an emergency exit door, be sure to also

cover the sign above it so your attendees do not think it’s still an
exit during an emergency.
• General rule of thumb: 1 emergency exit for every 100 people.
• Very strict rules exist for emergency vehicles. They must be able to
gain access and exit easily.
• Fire marshal is not concerned with how VIP your guests are.
• They will SHUT YOU DOWN if their rules are broken.
• Once the fire marshal has signed off, your next safety issues are with
the event and the people.

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