Companies should make sure that they manage travel risks comprehensively, and that includes events. CWT Meetings & Events has put together some practical tips to improve safety at events, conferences and meetings:
Choose a location where participants feel safe. Priority is often given to the “wow” factor at events. But does the chosen location really meet the latest safety standards? Find out about safety precautions at the venue before booking.
Make sure that safety measures are visible. If participants are checked before they enter a major event and have to show their I.D., for example, this makes them feel safer, as only registered participants have access.
Make provisions for medical emergencies. Work with a partner who can support you in the case of medical emergencies. CWT Meetings & Events works closely with the specialists from International SOS (ISOS) for this purpose.
Take cyber security into account. New technologies open up unforeseen possibilities, especially at events. However, Wi-Fi and charging stations for smartphones can also pose a security risk. Make sure you work closely with IT providers at the location and never leave charging stations unsupervised during the event.
Give participants all the necessary information. Make sure in advance that they have access to important information and contact numbers they can dial in an emergency or in case of malfunctions. Also make sure that somebody always picks up the phone.
Book flights and hotels via a single provider. If you book overnight stays for your participants and organize their arrival, it should all be done through one provider. That means your participants can be identified quicker in an emergency.
Get an expert on board. Security is a very complex topic, so make sure you work on it with a specialist. If you make use of the support of CWT Meetings & Events for events with more than 50 participants, you get the basic service of ISOS free of charge including the following:
Briefing on the destination
Checklist for safety at meetings and events
Online access to a self-assessment tool to filter out personal risks
30-minute telephone consultation with ISOS
Inclusion in CWT Alerts (event planners receive alerts by e-mail whenever safety or health-related information on the event location is available)
CWT Meetings & Events will be glad to help you with planning security measures for your events.