The Complete Event Security Guide

Security for an event is arguably one of the most important considerations. While it’s easy to get swept away in the excitement of special guests or a packed-out schedule, leaving your event security planning too late or – worse – forgetting it altogether can spell disaster for your guests.

As the UK’s leader in bespoke event security solutions, we’re on hand to offer a comprehensive event security checklist to go through, as well as why you’ll need to consider those aspects. We’ll also explore insider tips and tricks to make sure your event runs smoothly, no matter what you have planned.

What Is Event Security?

Event security refers to the processes and systems that are in place to keep eventgoers and staff members safe throughout. It applies to a range of different areas, from physical security measures like security guards and sniffer dogs, to proper planning, health and safety regulations and access control.

While many might find themselves asking, “what does event security do?”, the answer isn’t as simple as you’d initially think. Because the term applies to so many different aspects of keeping others safe, it’s often a far more in-depth definition, and one that’s unique to each event.

One of the main things we emphasise here at ProFM is that no two events are the same, and that means that it’s very rare that the security in place for one event is the same as another. We address that with bespoke solutions and meticulous planning, and that’s an approach we’ve found works exceptionally well.

By using a tailored methodology, we’ve found we’re able to encompass far more aspects of event safety and security. For us, that allows for a more thorough understanding of what our clients need, and how we can match with those rigours.

For event organisers, that means they’re able to centralise their organisation phase when it comes to security, and use one point of contact for:

• Security guards, stewards, supervisors, managers and coordinators
• Barriers, fencing and gates
• Mobile patrolling officers and security personnel
• Risk assessments, site analysis, and planning
• Ingress and egress routes, as well as guidance barriers and signage
• Advanced entrance measures like detection dogs and scanners
• Dedicated protection for staff-only, equipment, storage and staging areas

Of course, certain events will naturally have their own, unique security demands. For instance, a major festival with multiple bars will likely require more licensed officers to be able to offer security, compared with a small event that caters to a family-friendly crowd, which might require officers with DBS clearance.

That leads us to creating your event security checklist and partnering with the right provider to create those solid foundations.

Our Expert Event Security Tips

Before we dive into a more robust breakdown of how to hire the right security for your event, we’ve compiled some of our most impactful tips for your event. These are time-honoured and have proven invaluable as we’ve navigated some of our larger-scale event mobilisations. We’ve broken these down below:

• Plan well in advance. While it’s natural we’d get swept away in the thrill of planning an event or festival, planning your event safety and security measures in advance gives you plenty of time to adjust, as well as inform any necessary planning committees.
• Contact your local council. Less important if you’re using a hired premises or private venue, but it’s always a good idea to get in touch with your local council or authority if you’re planning to use any public space (such as a park or town square). This will almost always be your first port of call, but it bears repeating.
• Plot out an expected guest route. This is much easier if you’ve got a more linear event (such as a street market), but we’d advise putting yourself in the shoes of your average guest and thinking about where they might go first.
• Keep up with the changing political climate. Very rarely will this be a concern, but when it is, it can derail your event. If you’re running an event that could attract protests, you must be aware of what’s happening and how that could affect what you have planned.
• Consider any VIPs or special guests. Often a concern for music or pop culture events, we’d advise making sure that you take any special appearances into account. This might extend to contacting a close protection service, which can provide more 1-on-1 support for your esteemed performers.

While these are some of our more actionable tips, they only form a few of the key aspects of effective security for an event. We’ve designed a comprehensive event security checklist to follow, as well as what you’ll need to consider to make sure your celebration is a success.

6 Steps For Building Your Bespoke Event Security Checklist

Of course, while a company like ProFM can take all of the event security duties off your hands, there’s still groundwork you can do to ensure you receive everything you’re expecting and more. We’ve broken this down as a comprehensive checklist for event safety and security, which you’ll find below.

1.Map Out Your Event Layout

Perhaps the most pivotal point to consider, regardless of what kind of event you’ve got planned, is looking at your layout. Here are a few questions you can ask yourself to help start your event security checklist off on the right foot:

• How large an area does your event span? While standardised event security procedures don’t give an exact figure for the number of officers you’d need for your area, it’s a good idea to calculate (or even estimate) how large an area you’ll be covering. This can then give you a good sense of perimeters, where you’ll be expecting security personnel to cover, and what potential concerns might be before they materialise.
• Are there any elevation or terrain changes? A major concern if you’re expecting a cohort of guests with physical disabilities or difficulties with walking (an event aimed at the elderly, for instance), it’s crucial you anticipate any difficulties with navigating your event grounds. This can also inform your event security guard responsibilities and where you choose to position them (near a staircase or hill, for example).
• Do you need to close any public areas? If your event is ticketed and uses a public space (like a park or other publicly accessible premises), you’ll need to make allowances for that. Not only will you need to get the right permissions and permits, but you’ll also need to consider how you control access to the event. We did exactly that with the Clitheroe Food Festival, which took place in the town’s streets.
• Any other concerns? For instance, will your event take place throughout residential streets where people need to be informed of the security presence in place? Or are there specific hazards (like a water fountain in a park, or ongoing construction works on a street route) that might impact how you secure your event?

Ultimately, how you establish that initial planning phase can massively impact the measures you’ll need in place to keep guests, performers and staff members safe. It’s the ideal way to get started, and helps inform those later sections of our event security checklist.

2. Consider Your Guest Hotspots

For any event, big or small, there are likely to be areas that attract more attention than others. That’s completely unavoidable, and while you might be a little disappointed that attractions or parts of your event don’t get the same attention as others, it’s something you absolutely have to include in the security plan for your event.

Some of the more common areas of congregation include:

• Bars and drinking areas
• Food service areas
• Toilets and washroom facilities
• Stages and performance areas
• Stalls and shopping areas (if it’s a market or crafts fair, for example)
• Entrances and exits, including bag checks

Of course, this isn’t an exhaustive list. Certain events (especially funfairs or large-scale festivals with multiple popular attractions or staging areas) are likely to have specifics that need to be factored into their event security procedures, and these should be given equal weighting in how you plan for keeping visitors safe.

Understanding where your guests are likely to congregate (as well as areas that could be quieter and present an opportunity for intrusion or criminal activity) is essential, and a key pillar of an effective and robust event security solution.

3. Pinpoint Any Specific Concerns

We’ve alluded throughout our event security checklist to the specifics of your event, and this is the ideal opportunity to consider those. Across our extensive work with Buzz Bingo, we’ve continually seen evolving risk factors, with each event in the calendar offering new opportunities to refine the approach we take to securing events.

That always starts with recognising the main issues first, before getting more in-depth and looking at what specific security concerns there are for your event. For example, if you’re running a food festival, you’ll likely have already thought about where people are likely to stop and sample the cuisine, as well as toilets, entrances, and exits.

However, what you might not have thought about are the specifics of your event. Take the time to look at areas that could cause a bottleneck (narrow walkways or paths between vendors, for example), as well as any points you’d be particularly concerned about damaging (for instance, listed buildings are a big consideration if you’re throwing an event in a park). 

For more general advice, one of the key event security tips we can give – and one that so many overlook – is to account for the time of year.

Wet or icy weather can mean a greater risk of slips and trips, which can quickly overwhelm any first aid facilities you have on site. Similarly, the warm weather can lead to overindulgence, most notably with alcohol. That in turn leads to more trouble and difficulties, especially with crowd control.

By considering that now, you’re able to cement it as one of your event security officers’ duties and ensure that there’s adequate coverage where you’re most concerned.

4. Use Our Calculations To Work Out Officer Numbers

While your main concern might be how to hire security for an event, it’s also crucial that you understand how we determine the number of officers we’d recommend for your occasion.

Unfortunately, there is no one-size-fits-all solution for events – every occasion is unique and, as we’ve seen throughout this event security guide, so too are the solutions it demands for effective safety and security. However, we can offer estimations:

• As a general rule, we’d advise 1 security officer for every 100 – 150 guests
• This doubles to 2 security officers per 100 – 150 guests if alcohol is going to be served.
• For every 5 security officers (so estimated to be between 500 and 750 guests), you’ll also need an event supervisor. This will be someone with extensive event security experience, who’s able to offer guidance to your security officers and oversee them as they complete their duties.
• Larger events (north of 1,000 guests) may require a dedicated event manager, who can provide a more in-depth overview of where security will be stationed, what their duties are, and how the chain of command will function.

This is only a brief overview, and the math behind determining how many security officers you’ll need for your event can be quite complex. We’ve broken down the calculations, as well as what you need to know to stay safe, in our complete overview of how many security officers your event requires.

5. Outline Your Event Security Guard Responsibilities

The next step in the event security checklist is one that you’ll likely have already considered as you work your way through: what you’ll need your security personnel to do. This doesn’t have to be something you focus on – your event security company will do that for you – but it should be something you have an idea of.

Here are a few ideas of what you can expect as part of your event security officers’ duties:

• Perimeter security, including patrolling security officers
• Ticket checks and scanning
• Car parking services and guidance
• Crowd control and monitoring
• Stage and performance area coverage
• Bag and, where appropriate, body searches
• Initial first aid and emergency response
• Conflict de-escalation and management
• Liaising with the emergency services

As we’ve touched on throughout this event security checklist, that’s far from an exhaustive list. You’ll no doubt have specifics that relate to your event that you’ll need covered. For instance, if you’re running an event at a stately home or listed building, you’ll likely have areas which are off-limits to guests.

Static security guards work exceptionally well here, and can continue that level of exclusivity you’re seeking with your event. At the other end of the spectrum, a motoring festival in a large field will need regular roving patrols and officers who understand the demands of an event of this nature.

6. Contact The Right People To Complete Your Event Security Checklist

Once you’ve got those specifics in mind and you’re set on the security plan for your event, it’s now time to get in touch with the experts. We’d advise searching for a company that doesn’t opt for the off-the-shelf solutions – no two events are the same, and there are so many factors that can change what you need and when you need it.

With a company like ProFM, you’re always in safe hands. We’ve got a proven track record with some of the UK’s biggest brands, as well as a constantly evolving methodology for how we approach all the events we secure. That’s in addition to an industry-leading approach to event security, which sees us use an extensive cohort of SIA-licensed event security officers.

That’s all supported by our veteran National Events and Projects Manager, who’s personally overseen some of our most challenging event security duties with precision and professionalism. It’s what we feel gives us the competitive edge, especially when it comes to those more refined or demanding events.

Underpinning that is an extensive range of accreditations and certifications, all of which help to underscore our commitment to event safety and security across the UK. We’re firm believers that, while our actions speak for us when it comes to securing your event, it’s crucial we support that with external validation too.

Get in touch with our in-house security experts today to discuss your options in much more detail, where we’d be happy to take the time to talk about what you’ve got planned and how we’d recommend securing your event.