TIPS & TRICKS
The Chilean supplier has just flown for 18 hours to be at your conference event. He is a reliable partner, makes the best darn galvanized rubber tires in the Western hemisphere, and always delivers on time. He s made a real effort to be here, one can understand he might want a drink from your conference s open bar. The problem comes 4 hours later when he s three sheets to the wind, clinging precariously to a trade show booth and chanting songs about Salvador Allende.
Avoiding this type of unpleasant scenario by appropriately planning for event security problems is advisable for all professional event managers as unruly guests can put a damper on, or even ruin, and otherwise smooth event.
Keep Your Guests In The Loop
Any pre-event information package should include a detailed list of any security/amenity requirements, including the presence of a security check, rules for alcohol consumption, and credentials. That will make it easier should any evicted guests decide to protest against being unfairly treated.
Meet with Venue Staff
Venues that frequently serve as hosts for conferences have their own contingency plans for removing any troublesome individuals while causing the smallest possible disruption. Event managers should make sure to check in with venue staff on policies and procedures. If the venue doesn t have any, implement your own, and ensure your team knows what to do in case of impending embarrassment.
Stealth
Having uniformed guards at the door to the conference center checking IDs and passes is always a plus, and serves as a gentle reminder to attendees that this isn t the place to let things get out of hand. But mixing this with a more sedate, plain-clothes security team mixing is an excellent add-on measure. As security consultant Steven Gaskin told BizBash:
The clandestine approach is better. People won t interact and do business unless they feel comfortable.
Coordination
It is important to have an action plan, and to communicate that plan to all of the vendors, talent, and staff. It is rare, but occasionally, even a speaker can have too much, and it may be mid-speech that you come to this realization. Coordination and executing your action plan here is a must. We have been faced with this scenario before, and we were able to shut off the lectern mic, switch to the Emcee s lav and get them on the screen and talking before the audience (or the speaker) ever knew what happened. The stage manager was able to grab the speaker and guide them off stage as the Emcee continued the program.
Limits On An Open Bar
Nobody wants their guests to think they re stingy, and it s true that attendees may grumble that a coupon system, time restrictions or the lack of an open bar are money-saving measures. Sure, sometimes that s the case, but there s another benefit: such limitations can save you from having to expel a drunk and disruptive guest. If you re concerned about the ramifications of letting your guests get too rowdy, consider offering tray service that begins late or stops at a reasonable hour.
Get Them Home
A college bar can afford to leave passed-out students slumped on the sidewalk. A professional event organizer must conduct themselves with slightly more decorum. Ensure a cab is called to get an ejected person home, within reason, or if you can spare a member of your staff, send someone with them.