Preparation and conduct of any event is a lengthy and painstaking work. When organizing, it is important to take into account a large number of nuances and coordinate the work of many services.

Risk assessment

• First, it is necessary to identify potential threats: assess the venue and the level of the event, the expected number and status of guests, the impact of weather conditions, and other factors.

• Second, it is necessary to analyze the likelihood of dangerous situations and their consequences. This will help determine which security measures will be most effective. Based on this, you can start developing a security plan, which will include measures to prevent and respond to threats: medical assistance, evacuation routes, fire extinguishing means, access control, installation of access control equipment, involvement of security personnel, and so on.

• Thirdly, it is important to train the event staff in a minimum set of actions in case of an emergency situation and ways to prevent it. In addition, it is necessary to establish communication with the event participants and provide them with information about safety measures and evacuation procedures in order to control the evacuation of people from the venue and prevent panic among the participants.

Security and checkpoint

Security for mass events can be ensured by private security firms or law enforcement agencies. To properly organize their work, it is necessary to take into account the characteristics of the event: type of event, openness or closed nature of the venue, free entry for everyone or by tickets/invitations, size of the location, approximate number of participants, presence of vulnerable areas on the territory, and so on.

Among the main functions of security personnel are:

• Timely inspection of the venue;

• Organization of access control points;

• Inspection of guests' personal belongings (in case of mass events);

• Observation, control, and prevention of dangerous situations;

• Detention of violators;

• Assistance in evacuation in case of an emergency situation.

Information security at the event

The main goal of event safety is not only to respond promptly to threats but also to prevent their occurrence. Demonstrate all available security measures: specialized equipment, cameras, metal detectors, security personnel, and so on. This will help deter potential troublemakers.

Also, at the entrance to the venue, guests can be asked for a passport or other identification to compare this information with the list of registered or invited participants. This will protect the event from people entering by stealing personal data.

Also, it is not advisable to make information about a closed event publicly available. Let it be accessible only to event guests to avoid security issues for individuals and the entire meeting as a whole.

Fire safety

Before holding an event, the organizer's team or event agency must undergo fire safety training. They should be able to use fire extinguishing equipment, know evacuation procedures, and have basic first aid skills for the injured. The venue should be equipped with fire extinguishers, crowbars, axes, buckets, or sandboxes.

If decorations, stages, press walls, corners, and other items are planned to be installed at the location, they must be accompanied by appropriate certificates indicating their fire safety compliance. They should not obstruct emergency exits and evacuation routes, and should be positioned away from heat-generating lighting fixtures.

Fire safety regulations stipulate that the safety of the venue size and number of guests is calculated at a rate of 0.75 m2 per person. Overcrowding creates certain risks and hinders evacuation.

Special attention should be paid to the use of pyrotechnics. Fireworks and salutes must have appropriate documentation and should only be used strictly for their intended technical purpose. Only legal entities with a license for such activities can handle them at events.

Other measures to ensure safety during the event

When organizing large-scale events such as concerts, sports competitions, city days, etc., it is important to provide on-site emergency medical services. They should be located close to the venue to provide assistance to the injured at any time.

Also, when conducting an event, it is important to consider the epidemiological situation in the region. In some cities, restrictions related to seasonal peaks in diseases or increased spread of certain illnesses are periodically introduced. In this case, it is worth familiarizing yourself with current regulations on the local administration's website.

It is also important to check contractors who provide their services in organizing events. This includes owners of venues, public catering establishments or catering services, as well as agencies providing equipment, decorations, technical equipment, and various personnel. Their activities must be certified, and when requesting any service from them, a contract must be concluded.

Action plan in case of emergency

Before the event, carefully plan the action plan that participants and staff will follow in case of an emergency situation. It should include:

• Notification and communication: make sure that the sound signal, radio communication, loudspeakers, SMS alerts, or other methods are working;

• Evacuation: place directional signs, a floor plan of the premises, marking of evacuation exits, and designation of assembly points in different event zones;

• Responsibility: identify individuals responsible for safety, check the correctness of the security staff's work, and the readiness of medical personnel;

• Medical assistance: ensure the presence of medical personnel and indicate locations for first aid.

• Crisis: establish crisis management procedures, including gathering and analyzing information, decision-making, and coordination of actions by all responsible parties;

• Training: provide timely training for staff to ensure safety.