Key Safety and Security Planning Tips for Successful International Corporate Events
Post-financial crisis has seen many companies and sponsors return to the international events scene with renewed enthusiasm, evident by increased volume, along with a whole new generation of offerings from providers in the sector. However, despite many team bonding Singapore internal, mature risk management processes, the majority of international events still continue to present an Achilles heel when it comes to business travel health, safety and security.
Despite the fact the event may be held offsite or away from the usual place of employment, it still does not discharge a company from their usual duty of care or workplace health and safety obligations.
When it comes to international corporate events, meetings, incentives, conferences and gatherings, here is what every planner needs to know to ensure a successful, safe and secure event. In this article you will learn the most important safety and security planning tips starting with location, activities, emergency planning, monitoring and communications. By the end of this article you will have a rapid evaluation criteria and consistent, safe approach to ensure all your international corporate events run smoothly and prevent the majority of avoidable incidents that ruin otherwise great gatherings and corporate events.
Too many planners leap to an ideal location and then attempt to force all the solutions and planning solutions around this ideal destination. The best location must meet the requirements for an enjoyable, successful and functional site for all the planned activities but also provide for all the support needs such as routine medical, reliable transport, secure locations and safe environments. Any location that fails these initial criteria will only amplify any emergency situation and likely result in a higher overall risk to all involved.
While the initial location is important, it is just as important to evaluate all the activities needed for the event and identify any and all social activities that will take place in conjunction with the event.
International Corporate Events
Corporate meetings, incentives, conferences, and events can be high activity situations with lots of people coming and going along with information sharing and enjoyment opportunities. Therefore all proposed and possible activities must be considered and included in the final plan. This should include everything from arrivals, reception; check in, conference events, networking, social/entertainment, sightseeing, ground transport, shopping, internal travel and departures.
It is paramount that all activities available be considered in the chosen location, not just those provided on the official program as attendees or accompanying partners/families always seek out alternate options, with a high potential for emergency situations outside the traditional plans.
A commonly overlooked element is parallel or simultaneous events and activities. Other company functions, public holidays, climate changes, religious festivals and even internal company events such as product launches or press releases need to be considered and how they will impact the running of the event along with any altered threat or emergency planning concerns.
Only after all the activities, internal and external to the event, have been identified and mapped out can you progress to the emergency management and planning stage.
Emergency Planning First
This may seem counter intuitive but in my experience it is the far superior approach. With a set location and a list of activities you can now start to create broad and detailed emergency planning sessions. The reason this is a better approach is that you do not want to discover areas that require minor or major treatment solutions late in the budget, promotion, and management or confirmation cycles. For example, if you discovered that the local medical services were routinely overwhelmed on a weekend due to peak tourist activity in your chosen location, you would need to either reconsider the location as a plausible option or include onsite medical support as part of your budget and risk mitigation solution. Especially when you consider in your planning the impact and support demands should you have a group emergency such as food poisoning or the collapse of a viewers stand.