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The Meeting and Event Health and Safety Playbook

Assess your meeting and event vulnerability.

The meeting or event design must begin with a vulnerability assessment to determine the potential risk for that event, followed by a sourcing process for a safe location, hotel, venues and activities with the purposeful engagement of vetted suppliers, hired security, input from local law enforcement, and access to medical support. This preparation must be systematic, procedural, and documented, and involve a communication strategy that includes social media channels.

On a scale of 1-5 (1=lowest risk, 5= highest risk), rate how vulnerable you think your event is based on each category. 

What is the risk level of your event’s accessibility? (Is it internal, external (customer-facing), publicized (event information widely available), public (open to the public), private invite-only (no public invitation or webpage exists)

What is the risk level of the type of venue at which your event is to be held? (Company headquarters or corporate office building, local restaurant, event center, convention center, hotel or resort, popular public stadium or large outdoor venue)

What is the risk level of the offered elements of your event? (Meetings only, team building activities, networking events with food and alcohol, tours or off-property activities including water activities, high-profile guest speakers/entertainment, free time in the city, other)

What is the risk profile of your attendees? (Attendees highly supportive of the event purpose and/or bonded with the mission of the organization, attendees include high profile individuals or controversial executives, attendees have special needs, disabilities, or age related medical concerns, attendees may include disgruntled employees, unhappy clients, or protestors, attendees are unknown (1st time event, public events, etc.)

What is the risk level of the location of your event? (Homeland security administration “safe city,” island destination, tier 2 or 3 U.S. city, major U.S. city or international capital, other international area, city or country on alert)

What is the risk level associated with this type of event? (Training or product launch, senior executives, investors, board, large conference or convention, incentive)

How large is the event? (Larger events have higher risk: less than 100 people, 101-499 people, 500-999 people, 1000+ people)

What is the visibility of the organization for whom you are planning the event? (Low profile, high profile, controversial, government)

What is the political climate surrounding your event? (No political concerns surrounding event, some political concerns: national, local elections, many political concerns: high alert issues present, contentious local politics in area)

What is the risk level of your speakers, VIPs, and entertainment? (No speakers or VIPs attending, speakers/VIPs are not well-known, high profile speakers in attendance, subject matter for event is controversial or highly sensitive)

What is the history of disruption for your event? (Minor: individual issues only (e.g. power outages), serious, independent issues have occurred (e.g. electrical fire), repeat issues, both minor and critical (e.g. protests, union strikes))

What are the typical weather patterns surrounding your event date? (Average seasonal weather possible, known weather patterns/issues present in originating cities, known weather issues in event location)

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Mitigating Meeting Disasters: Creating Safe Meetings in an Unsafe World

The safety of attendees and security of events has always been a key concern for all event and meeting professionals, who recognize that people are an organization’s greatest assets. And while there certainly can be many threats whenever large groups of people gather, the meeting and event industry remains strong, given the importance companies place on face-to-face meetings to foster business development, social ties and cultural cohesion.

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