EMERGENCY EVENT ACTION PLANNING: SHOOTINGS/BOMBINGS

We need to have the talk. Our kids are doing shooting drills like we used to do tornado and fire drills. This is something that needs to be in your event plan just like weather, wind, fire and crowd crush plans and we can not ignore it.
We have had plans altered before- I remember being in a hotel lobby before a load in of a 100,000 person festival watching the events of the Boston Marathon Bombing. No one knew if it was a localized attack or not at the time, and we had some sobering and serious security discussions into the night to ensure we were ready to keep our attendees safe that weekend.
Many of our events have high-profile speakers and when it is Presidential level, we have secret service, working K9 units, and metal detectors. While that type of security is usually only deployed for the top-tier protectees, it really does secure a venue. The question remains what to consider in the mid-tier events and how much safety and security to plan for at your own event.
First, it is important to remember that our team at Decibel is not a security, legal or law enforcement team. These are just recommendations we have learned along the way, so the number one recommendation we have is to partner with a trusted security partner. These teams are usually staffed by ex-law enforcement and are invaluable in the planning phase. Having this trusted partner helps with conversations and a plan of action from the start.
From here we start our security plannings with a team approach including the client, Venue staff, security vendor, production team, PR team, as well as any local resources (Police, Fire, EMS, Department of Transportation and any Federal Agencies that may be required based on your location and speaker mix). We evaluate the threat assessment in regards to the content of the event, the public profile of the speakers AS WELL AS the potential attendees. This is not only for political speakers- many high profile speakers, influencers, athletes, etc have stalkers and crazies that follow them around. We also look at the type of event and setup- is this free and open to the public, is there registration, is this ticketed, and what are the costs of ticketing? There is additional scrutiny if there is alcohol sales or expected drug use among attendees.
From here we work to formalize a plan of action. Will there be a bag check, metal detectors, when will alcohol be served, etc. We evaluate security staffing, ingress and egress as well as attendee access at all points. We look to see what the coverage is across the event- from the official security vendor, their staff, contract local guards, off duty and on duty hired police. Our team typically staffs at least one member in the security command to be able to view all the venue security cams and have direct communication to our production team.
Most important of all of these elements is an open line of communication between all the parties. It is imperative that everyone works together in a coordinated and collaborative fashion and prioritizes the safety of the team, the attendees, and the stage participants to ensure a safe event.
NAVIGATING EVENT SAFETY: ADAPTING TO NEW FIRE MARSHAL RULES AND VENUE CHANGES

Every event planner knows that safety is a priority when organizing any event. At Decibel, we’re well aware of the ever-changing municipal regulations around event safety, which can often feel like navigating through a complex maze of paperwork and procedures. However, no matter how tedious it can seem, we know that this meticulousness is vital to the planning and production of events and ensuring life safety.
Collaboration is key when it comes to safety. We regularly work hand-in-hand with various building venues, adhering to their rules and restrictions, and collaborating closely with Fire Marshals around the country. While the basic safety standards for events and venues are often similar, it’s important to remember that every event and venue has unique rules and hyper-specific elements. These rules are usually based on their past experiences and, being aware of these can save time, effort, and prevent unexpected surprises.
One key step in ensuring event safety is conducting detailed site visits. This helps us understand the physical environment better and ensures that our plans align with the reality of the venue. The importance of such visits was recently highlighted during an event at the Washington Convention Center. The venue had undergone changes during the COVID shutdown, including the addition of storage areas and new walls. This change was not reflected on the CAD diagrams available at the time, and had our Technical Director not conducted a walkthrough, verifying measurements, we could have incurred serious changes, overtime, and extra costs.
Moreover, staying updated with the latest policies from Fire Marshals and venues is a crucial part of our process. For example, our DC office recently shared updated notes from the Fire Marshal outlining new and updated items to be aware of.
To give you a glimpse into the safety standards and guidelines, here are some policies from Javits Center and Moscone Center:
And here are some notable updates from WCC Fire Marshall:
- Optimal time for plan submission is 30 days.
- Event plans submitted within 7 days of the event are charged double ($300) for expedited service.
- No additional fee for revisions.
- Any event with 100 people or more requires a plan.
- Layouts and exits are the primary concern of Fire Marshals.
To ensure a seamless and safe event planning process in DC, we suggest you include the following in your plans:
- Name of Event
- Date of Event
- Estimated number of attendees at any one time
- Set up date and onsite point of contact
Also, remember to apply for Public Assembly Permits for trade shows or any event with more than 100 people in attendance.
Ensuring safety at your events can feel overwhelming, but with meticulous planning, collaboration, and a firm understanding of venue policies and fire safety rules, you can smoothly navigate this process. At Decibel, we’re committed to understanding these ins and outs and making safety a priority in every event we plan.
Remember, while the process may seem unglamorous, it is essential. Safety is not just a checklist – it’s a commitment to every attendee who walks through the doors of your event.
For more detailed information on event safety planning in DC, read through this. Your safety is our priority and we believe in sharing knowledge that empowers you to conduct successful and secure events.
Stay tuned for more updates and insights into the world of event planning and safety.