In an environment where the value of intellectual property is often deemed greater than that of physical property, and in the ‘new normal’ of hybrid working, we often need to come together with our colleagues, suppliers, and contractors to discuss our ideas, projects, plans, and future strategies. Nothing travels faster than the speed of trust, and the era of the face-to-face meetings, and physical collaboration, is not yet dead.
Whilst conducting large and collaborative meetings is part of everyday business, organisations are often keen to hire event coordinators and planners to facilitate the smooth running of the event. However, with the Terrorism Protection of Premises Bill (Martyn’s Law) expected to become law – are you certain that you, and your venue, are compliant, have a risk assessment and a considered security plan? As well as event planners, you may decide to seek the opinion of a specialist security company, able to liaise with both you, the events company, suppliers and your chosen venue.
Annual General Meetings present a particular challenge due to them being advertised, and available for not only shareholder attendance but they may also be open to the general public, depending on the articles of association of the company.
Involving your security provider in the planning of an event is crucial to ensuring that the correct venue for your event is chosen and a risk assessment is undertaken and risk mitigations implemented. Consideration should be given to not just the location and capacity of the meeting venue, but also to a variety of other factors.
Threat Intelligence
In order to decide the requirements for your event, it is necessary to conduct threat intelligence on the environment in which you wish to hold your event. This may be as easy as looking at the local crime statistics, or as complicated as assessing individual risks against each delegate and the requirement to assign individual security officers to provide protection.
Venue
What is the capacity? Is the location suitable for your meeting? If the meeting room is overlooked and the information you are presenting needs to stay private, then does that present the opportunity for surveillance by a competitor or hostile actor?
How are those attending your event getting to the venue? The consideration given to an advertised event such as an AGM are likely to be different for those where business strategy or product design may be discussed.
Refreshments and Meals
Who is providing catering for your event and are they using their own staff or agency staff? Do the company screen their employees in accordance with BS7858, and what insurance do the catering company have in the instance that your delegates become ill, attributable to the catering provided.
Have you checked if your delegates have any allergies and food provided is clearly marked?
Cyber Security
Does your event organiser understand how to ensure the information from your media streams, presentations, and the event WIFI connections are secure and resilient?
Security Staff
What security processes are in place at the venue, and do you consider the need to bolster that security with an additional level of support? For an AGM you may wish to have both a visible presence, and low-profile presence, by placing plain-clothed security staff within the members attending the event.
Most importantly, what experience and background checks do your chosen security partner undertake on their staff? BBC’s ‘File on 4’ exposed the practise of training companies offering candidates fast-track qualifications, and not providing sufficient training in guidance with the Security Industry Association mandatory training requirements1.
Emergency Response
In the event of an incident or emergency, who and how will you respond? As part of the risk assessment and planning for the event, have you made considerations for medical and evacuation cover? Have you walked the routes to the fire exits, and do you know where the nearest first aid kit and defibrillator are? Are your security staff trained to respond to an incident effectively, and liaise with first responders in the required manner?
Attendees
Ensuring the safety of those attending your event is your priority, and along with the catering requirements and list of allergies, knowing what mobility issues must be considered is another key requirement to ensure the safety, comfort, and security of your delegates.
Summary
In summary, what approach does your organisation take to security for meetings and events? Are those important discussions which take place outside of organised debate factored into your planning?
By considering not just the safety and security of the venue and people, but of the information flowing around your event, Toro are able to help ensure that both your delegates and your discussions are safe from hostile actors, espionage and impactful incidents.
To find out more speak to the team today.