Schools Training

Event Planners Put the Spotlight on Safety, Security, and Cleanliness

9 OCT 2012
Career Path : Hospitality

If you’ve ever attended a conference, a trade show, or a festival of any kind, you know how exciting it could be to gather with so many other people sharing in common interests. Some fairgrounds are up to 5 million square feet in size, like the one in Hannover, Germany. Some festivals have roughly 1 million people in attendance, like the Summerfest in Milwaukee, Wisconsin. Some conferences stretch over several venues and dozens of exhibition halls, like the annual Consumer Electronics Association in Las Vegas. In all of these events, it is important for average attendees to be able to enjoy themselves without having to worry about their safety, security or health.

It is therefore up to the careful planning of an event coordinator to look after all of these details before and during the events so that we can focus on making connections, exploring new products, or enjoying festivities. The work of the event planner consists of a huge variety of tasks, ranging from contracts, budgets, scheduling and transportation. But perhaps none are as important as the ensuring that everyone in attendance can feel safe, know that they are secure, and have access to a clean and healthy environment.

This is the reason that for anyone enrolled in event planning classes, they should expect a good deal of their education to cover these topics. Here are some of the details surrounding these subjects:


There are lots of safety concerns where large amounts of people are gathered in confined spaces. The most important thing is proper procedure in case of a fire hazard situation. Emergency exits should be plenty and well positioned throughout the space. The signs for the emergency exits should be very clear and very numerous. The exist themselves should be wide and have very quick access to the outside or other safe zones. In case of a fire emergency, event employees should be trained to help people exit without causing any panic or stampeding. Electrical systems and sprinkler systems should also be checked and maintained.


Properly trained security guards should be hired for the events and given plenty of advanced training as to event schedules, floor plans, and possible situations specific to that kind of event. They should be alerted to any potential targets, like celebrities, for extra attention.

Health and Sanitation

All food and drink sold or distributed at an event should be inspected and approved. Regular cleaning crews should operate at all times, especially in food or restroom areas. Smoking should be prohibited, or limited to designated areas. Good ventilation for indoor events should be approved. First aid and hydration stations for indoor and outdoor events should be implemented.

An event planner might not be directly responsible for every detail of the above concerns, but should have the knowledge and capability to oversee all those who do. With so many people gathering for business or for entertainment, their well-being might not be the first thing on their minds, but it should be the first part of the plan.

Visit the Canadian Tourism College for more information on event planning courses.