The types of holiday events include tree lightings, company events, markets and toy drives. They are happy, busy, and family-filled and that is why planning is important. An
event security planning checklist will ensure the safety of the guests and a successful event. The guide will take you through each step, eight weeks to cleanup. And, we have worked a lot of LA holiday events, and therefore, these tips are based on experience. To begin with, why would holiday events require extra care?
Why Holiday Events Need Extra Planning
Most events attract fewer crowds, fewer kids and less cash compared to the bigger crowds, more kids and more cash during holiday events. The sun sets at about 4:45 in December and therefore a lot of activities are undertaken at night. In the meantime, drinking during holidays, queues, and parking jams can push the tempers to the extremes.
Common Holiday Event Risks
The following are the issues that we observe most of the time when the holidays are in LA.
- Lost children are very frequent, particularly in the areas around the Santa lines, rides, and toy booths.
- In addition, the crowding around stages or tree lights may cause crowd swells that are hazardous.
- Pick pockets and purse snatchers have a fondness of crowded holiday groups who stay out late.
- Money at booths and ticket stands is a good target for thieves.
- Lastly, alcohol, rain and dark parking lots all contribute their own unique hazards.
The Planning Timeline, Phase by Phase
The most effective strategies begin early and have steps and stages, such that nothing is overlooked. This is an event security planning checklist to be used as a timeline, not a list.
Phase 1: Six to Eight Weeks Before
Start by checking things such as bad weather, and missing children. Street events in Los Angeles typically require permission by the city and fire regulations established capacity. Also, ensure that you have a confirmation of your event insurance and request vendors to provide their insurance certificates. Your security provider should be booked now, as December dates are booked incredibly fast.
Phase 2: Four Weeks Before
It is high time to construct your staffing plan and determine the position of guards. Mark writes on a map, such as gates, stages, cash areas, and parking lots. Then establish a communications strategy including radios, channels and a single clear leader. You have to plan an emergency plan for fires and medical calls.
Phase 3: Two Weeks Before
Order wristbands, badges, or tickets that are hard to copy. Make sure who is present backstage. Plan a lost child meeting spot, and make sure all staff know it. Have signposts indicating order clearing of exits, first aid, restrooms, and bag check line. Also, have a rain plan, since when it suddenly pours, crowds are out of control.
Phase 4: The Week of the Event
Go for a last minute walk with your security leader, manager and vendors. Check radios, lights, speakers and any cameras and repair issues immediately. Then tell the local police about your plan, particularly street events or crowds.
Phase 5: Event Day
On the event day, the guards know about the station and the emergency procedure. Guards also check tickets, bag checks, and maintain lines. Meanwhile, patrol officers monitor crowd size at stages, bars and Santa lines. Vendor cash and escort money should be monitored by somebody to a secure location. Next, when the event is over, open additional exits and lead guests out.
Phase 6: After the Event
Check the premises to find lost or trash and other suspicious features. Then get all the reports about injuries and thefts. Also write about the ejections and any police call. Talk to your team to confirm that the next year will be smoother.
How Many Guards Do You Need?
All event security planning checklists need to respond to one great question: how many guards? The usual starting point is one guard per about a hundred guests. But alcohol, children, money, and numerous exits will often get you more. Supervisor in large events should also conduct radios and make decisions. An excellent supplier will make a visit to your venue and suggest figures that will fit.
Armed or Unarmed Guards for Holiday Events?
Unarmed officers and supervisors are best for most family holiday events. Nevertheless, vast crowds, or familiar dangers, might demand some armed personnel. Unless on duty, the police can assist in road closures, traffic and crowds.
What Does Holiday Event Security Cost?
Price is determined based on the size of the event, duration, venue, alcohol and armed or unarmed services. Premiums tend to be higher on weekends around Christmas and New Years Eve. Most of the providers, too, have minimum shifts, even when your event is three hours long. Early booking secures you better guards and include fewer surprise charges on your invoice. Nonetheless, good security is generally a good investment compared to a single lawsuit.
Questions to Ask Your Security Provider
These are just a few questions to consider before you sign to avoid any surprises during the event day.
- Do you have a working Private Patrol Operator license and are all guards registered?
- What holiday upcharges, minimum shifts, or additional charges do we have on our event date?
- Lastly, are we going to get an incident report once the incident is completed?
Common Planning Mistakes to Avoid
Even seasoned planners commit some of these typical errors when planning the hectic holiday season. Late booking is the largest as good officers are in short supply. The other error is to overlook the lost child plan, although the families will be present. Others overlook lighting and find themselves in a situation where they are caught up in the dark with their event. Others keep money in unattended vendor stands and this is a easy target of theft. Lastly, most of them do not debrief and thus the same issues are brought the following year.
A Holiday Market Done Right
Imagine a LA neighborhood Saturday marketplace with 50 vendors. Families are greeted by entrance guards and a supervisor monitors crowds on the stage. When one of the little boys strolls away, all the guards are told about him in a few seconds. A few minutes later he returns at the meeting place with his mom and is drinking cocoa. During closing, cash boxes of vendors are escorted by officers to their vehicles without any hassle. The plan is going on, no one realizes that, and this is what good security is.
Why LA Event Planners Trust Eagle Eye Pro
Eagle eye pro is a licensed security firm with its headquarters in downtown Los Angeles. We have a license number of 17233 as Private Patrol Operator. In addition, we have over 600 customers in Southern California that have trained and screened officers. All guards undergo drug testing, background checks and intensive interview. We will assist you in creating an event security planning checklist that is appropriate to your event. We offer unarmed and armed guards and short notice event requests as well. And our punctual and professional guards have been complimented by clients, who post their reviews online regularly.
FAQs
When do I need to begin security planning in advance when it comes to a holiday event?
Begin 6-8 weeks in advance, particularly when it is a large or public event. During the holidays, everything takes more time such as permits, guard booking and even vendor plans.
What number of guards shall I have during a holiday affair?
An average beginning is one guard per hundred guests in peaceful events. Nevertheless, alcohol, children, money, and a few exits normally imply that you will require additional.
Are small holiday events required to have security?
Perhaps not, at a small private party, particularly in the absence of alcohol or public tickets. But there are guards in favour of public markets, toy drives, and alcohol-themed parties.
What is to be in a lost child plan?
Select a meeting point and disseminate it among all staff and make this announcement publicly. The guards are supposed to be on the lookout of exits at the same time others are searching around the locality in a calm and fast manner.
Should the event guards be uniformed?
Entrance Uniforms assist in guests identifying security at the entrance and deterring trouble immediately. Nevertheless, high-end parties tend to hire guards more dressed in suits to have a more celebratory appearance.
Final Thoughts
The events during holidays have many good memories but sometimes things go wrong. Get an early start and patrol the crowds. Then leave the details to trained officers and plan to enjoy your event. Do you need assistance with your event security planning checklist? Eagle Eye Pro is at your service. We shall ensure that this holiday season is safe, fun, and memorable to each and every guest.
