As an event planner, creating memorable experiences is our passion — but in today’s turbulent world, our first and foremost responsibility is ensuring the safety of every attendee.
The tragic events this past weekend in Vancouver serve as a sobering reminder that no gathering is immune to risk. In the aftermath, it’s crucial we ask: Are we doing enough?

Planning for safety is no longer optional or reactive. It must be as integral to the event planning process as securing a venue or booking entertainment. Here’s a detailed look at the critical steps every event professional must consider today:

1. Risk Assessment Must Lead the Planning Process

Before a venue is booked, before invitations are sent, a full risk analysis needs to happen.
This includes:

• Location risk (Is the venue near major traffic routes, protests, or high-risk areas?)
• Event type risk (Does the event theme or audience profile pose unique security considerations?)
• Crowd size and behavior (Family festivals, concerts, political rallies — each has different risk profiles.)

Tip: Consult local law enforcement and emergency services at the initial planning stage, not just weeks before.

2. Emergency Action Plans Are Non-Negotiable

Every event must have:

• Clear evacuation routes and signage.
• Designated security leads for all entrances, exits, and major gathering points.
• Immediate communication protocols for attendees (alerts via app, text, or overhead announcements).
• Contingency plans for everything: medical emergencies, violent threats, weather, and technical failures.

Tip: Rehearse emergency procedures with staff just like you would rehearse a show. Drills save lives.

3. Layered Security is Essential

Security isn't a checkpoint at the front gate — it’s a layered system:

• Visible uniformed personnel to deter incidents.
• Plainclothes security to monitor the crowd quietly.
• Barriers that control traffic and provide emergency access for first responders.
• Bag checks, vehicle checkpoints, and banned item policies.

Tip: Work with licensed professional security firms who specialize in public gatherings, not just private event security.

4. Mental Health and Behavior Awareness

Not all threats come from outside.
Training event staff to recognize signs of distress, agitation, or suspicious behavior is crucial.
Support must be available — including:

• Mental health first aiders.
• Safe spaces for overwhelmed individuals.
• De-escalation training for front-line staff.

Tip: Include a mental health professional in your core safety planning team if possible.

5. Attendee Communication is Critical

People are more likely to follow instructions in a crisis if they know what to expect.

• Communicate safety procedures before the event through emails, websites, and ticketing platforms.
• Provide on-site signage and verbal reminders.
• Make safety part of your opening announcements — normalize it without creating fear.

Tip: Empower your attendees to act as partners in safety. A well-informed crowd is a resilient one.

6. Insurance and Legal Compliance

Increased risks mean your insurance coverage must match the realities:

• Public liability.
• Terrorism coverage.
• Cancellation and disruption insurance.
• Vendor insurance compliance (including third-party performers and contractors).

Tip: Review every policy carefully with legal counsel and an insurance expert. Today’s risks can bankrupt underinsured events.

Final Thought: Planning with Heart and Vigilance

In these times, protecting a gathering means more than locking down a perimeter — it means safeguarding a community’s sense of belonging, connection, and joy.
Yes, these new realities are daunting. But they’re also a call to leadership for all of us in the event industry.

When we commit to putting safety first — thoughtfully, systematically, and visibly — we send a message: You are welcome here. You are seen here. And you are safe here.

Let’s rise to the moment.

Chris Sturges, Founder of Fired Up Events

Fired Up Events Ltd

Contact: chris@firedupevents.ca

Tags: #Safe Events #Event Planning 2025 #Community Safety First #Festival Security #Protect The Crowd #Responsible Event Design