Guests go to your events for a good time. They want to try new things, build a sense of community, and let their hair down in a safe environment.
As an event organizer, it’s your job to create that safe haven for expression. Though event safety isn’t to be taken lightly, it’s nothing to be scared of either.
Event safety is all about teamwork, preparation, and planning. You’ll need to comply with legal requirements, get some safety equipment, and consider staffing costs.
Need help getting started? We’re here to support you.
Every year, Eventbrite helps more than 800,000 event organizers worldwide create millions of safe and successful events. Now, we want to help you.
Read on to learn more about the unique security requirements for events, find out how much security costs for a large-scale event, how to hire security for an event, and download our free event security checklist to ensure you remember every detail.
Table of contents
Considering security requirements for events
How much is security for an event?
How to hire security for an event
Pro tips to boost your event security management
What is event security?
Event security involves following protocols to keep guests, employees, and community members safe at events.
There are various types of event security teams, with specializations ranging from emergency medics and door supervisors to CCTV operators and armed response units. Depending on the type of event you’re running, you may need multiple types of security teams.
Great event security can make or break any event. According to researchers at American Express, security concerns are one of the top three reasons why event numbers are still lagging for some organizers post-COVID.
But event security isn’t just about your guests. As an event organizer, you also have to provide your event staff with a safe working environment.
Let’s look at what you need to know to execute a safe and secure event.
What is the role of an event security team?
Most organizers have similar on-site security requirements. You’ll likely need trained event security guards or members of a wider security team to come in.
Event security staff responsibilities include:
- Screening guests and employees
- Preventing unauthorized access
- Managing parking and transportation
- Crowd control
- Monitoring events for suspicious activity
- Rapid response to incidents
- Customer service
- Managing health and safety
That being said, the scope of these responsibilities varies based on the type of event you’re hosting.
Considering security requirements for events
Security requirements for events will inevitably change based on the size and type of event venue, your crowd size, etc. For example, security at festivals will differ greatly from security at a smaller corporate event.
Regardless of your event type, there are some imperative factors to keep in mind, including:
- Suspicious activity: Ensure staff are trained to recognize and report suspicious behavior, such as bulky clothing that might conceal explosives, non-ticket holders waiting near the venue
- Security screening: Event staff should be able to recognize common components used to make explosives, such as wires, triggers, and timers
- Designated meeting points: Make sure there are designated spaces in your event venue for guests and staff to meet if there’s an incident.
- Controlled event perimeters: Establish a distinct area for your event and separate it if required using fencing or barriers.
- Fire safety: Fire can be a hazard at both indoor and outdoor venues. You’ll need the right equipment and staff training to prevent fire incidents.
- Weather and natural disaster plans: Even if your venue is indoors, it could be affected by weather incidents like flooding or a tornado.
To plan your event security, we’ll break these considerations down between indoor events and outdoor or larger events like music festivals.
Security at indoor events
When planning security for indoor events, consider how people will use your event space, what they’ll be doing, and what steps you’ll have to take to ensure they can do that safely.
Your top considerations when planning indoor security should include:
- Clear signposting throughout your venue
- Checking bags or metal detectors at entry points
- Ensuring venue occupancy isn’t exceeded
- Highlighting evacuation points
- A full risk assessment of trip hazards
- Adequate facilities to service your event attendees
Additionally, event organizers are legally bound to ensure their events are 100% compliant with local county and municipal building and fire codes.
Don’t forget: Security requirements for events aren’t confined to your guests. Under the Occupational Safety and Health (OSH) Act, venue owners or event organizers who employ staff are legally responsible for ensuring the workplace is free from hazards.
Security at festivals and outdoor events
When planning security at festivals or other large-scale outdoor events, you’ll need special legal permits. Some of those permits require state approval, while others are specific to your city or local authority.
For example, look at the requirements for big events in Eugene, OR.
If you’re organizing a large event that requires significant planning, the city requires you to apply for a permit between four and six months before the event. You also need to provide proof of public liability insurance at least 14 days before your event, and you’ll need to apply for a fire safety permit if your event includes fireworks.
In terms of event security management, the city also allows event organizers to apply (and pay extra) for city police patrols to be present at the event. You’d need to check with your local authority to see if they offer similar services or access to law enforcement.
In addition to city requirements, there are state security laws your events need to adhere to.
For example, let’s say you’re planning a large event on public property in California. Under the California Concert and Festival Crowd Safety Act, you’ll have to fulfill certain legal obligations if your big event has a capacity of 10,000 people or more, such as drafting and publishing:
- A site plan
- Your festival management structure
- A security plan
- A crowd management plan
- A stage management plan
- A medical emergency plan
- An emergency action plan
You’re also obligated to create an incident command post at your venue to manage security at your festival.
For lessons in best practice, take a look at Tennessee-based event organizer The Caverns.
For example, to prevent security bottlenecks at their unique cave concerts, organizers at The Caverns limit the size and types of belongings guests can bring.
Want to replicate their success? Our Safety Playbook will introduce you to a four-stage approach to understanding and tackling event safety — alongside some pro tips on how to communicate the safety features at your event.
Ready to learn more?
How much is security for an event?
A wide range of factors can influence event security costs. But the two biggest influencers are security staff and security equipment.
Let’s break down some of the basic costs of staffing and equipment to give you a ballpark idea to start planning.
Hiring security staff
The cost of hiring event security for your scheduled events depends on these factors:
- Event type: A parade with lots of ground to patrol will inherently be more complicated for security staff than an indoor concert.
- Type of crowd or audience you’re expecting: A children’s book festival at your local library won’t have the same security requirements as a late-night music festival.
- Total number of guests: The more people you have at your event, the more complicated things will be for your event security services.
- Event location: High-crime areas or remote areas will be costlier due to security challenges.
- Event time: Security staff or the companies they work for will likely charge different rates for late-night events.
- Venue layout and size: Bigger venues normally require more security staff.
- Training and qualifications: Security guards with more advanced qualifications or certifications will generally come at a higher price.
- Services required: Different security roles will likely be priced differently. For example, does your event require crowd control, armed staff, or a door supervisor?
Generally, you’ll need to budget for up to $35 per person per hour when hiring security guards.
If you’re planning an event that requires 10 event security guards for around four hours, you should budget approximately $1,400 to pay for event security management.
Renting security equipment
In addition to hiring event personnel to create a secure environment for attendees, it’s also important to budget for security equipment. Typical rental requirements include:
- Security cameras
- Emergency lighting
- Fire extinguishers or sprinklers
- Metal detectors and screening wands
Just like event staffing, the cost of your security equipment depends on variables like your event size and location. For example, you might need to use solar-powered mobile monitoring stations if your event is in a rural area (which can start from under $4 per hour).
Meanwhile, a walkthrough metal detector at your event entrance will cost you around $250 per day.
There are many different companies offering security equipment rentals, and some might be better suited to your event or venue than others.
How to hire security for an event
It’s time to hire your security team.
You generally have two options: Use an external event security company or hire your own security staff to work internally or use (like event organizer The Epic League does for their amazing Reggae Fest events).
One of the benefits of hiring your own team is that you’ll have more flexibility to change their remit and let the role evolve without having to worry about extra expenses.
On the flip side, you might find that hiring a private security company for your event makes life a lot simpler. You can arrange for trained professionals to address all your event security requirements and rest easy knowing your event is in capable hands.
Hiring a private security provider
When hiring an external security company, here are some tips to kickstart your search.
- Conduct market research: Research which companies competitors use for their events. You should also limit your search to security companies with demonstrated experience working with events of your type and size.
- Check references: When you create a shortlist of security providers, ask each company for references and make sure you follow them up.
- Ensure they’re licensed: Every state has different guidelines and requirements for security companies. Ask each security company on your shortlist what licenses they possess.
- Look for the right certifications: Ensure the companies you’re looking at have available staff with the right skills or certifications (or the companies are certified to carry out the duties you need them to perform). For example, California-based company CSC is SAFETY Act certified, which means the U.S. Department of Homeland Security has approved of their technology, training, and methods.
- Get everything into writing: Create a clear security contract that spells out the roles, responsibilities, and limitations of the security team at your event. This will manage expectations and prevent any miscommunications.
Hiring an in-house security team
Pro tips to boost your event security management
Once you’ve hired and briefed your security team, it’s time to streamline your event security management to make everything quick, simple, and safe for your guests.
Want to ensure everybody has a positive, memorable experience at your next event? Just follow these pro tips.
1. Emphasize entry and exit points
Think about it from the attendees’ perspective. You might assume you can only exit at the main entrance. But that exit may not be nearby in an emergency situation or it may be bottlenecked.
That’s why event organizer Joe Carruthers, owner of Scream Aloud, says it’s critical to book a big site with enough capacity to create a range of services, entry points, and emergency exits.
“It’ll be safer and you’ll have space to adjust in the moment if you need to put out more barriers,” he says.
“Also, make sure people don’t have the opportunity to clump together. If there’s only one bar, attendees will all go to that bar, so try to have multiple bars. Rather than one fairground ride, try to offer at least four or five. In addition, your local council will want to see that you have multiple entrances and exits, so consider that throughout the planning stage.”
💡Pro tip: Every time an event ends, practice getting people out quickly by opening all exits. Your team will get used to making sure exit paths are clear, and repeat patrons will come to learn where the exits are.
2. Communication is key
Communication often breaks down in an emergency. Without effective communication, even the best-laid plans can go awry.
Have clear communication paths with everyone on your team and incorporate that communications plan into your wider event strategy. Hold regular team meetings prior to your event and ensure there’s a debrief afterward to share with staff what went well and what didn’t.
Establishing a chain of command can save precious minutes.
Consider drafting messages in advance so you can get urgent information out clearly on the day of the event. Develop regular communication with your local police, fire, and emergency services.
💡Pro tip: Have a plan to communicate with event attendees, too. Appoint one staff member who shares information with attendees via email, social media, and text or push notifications.
If you’re partnering with advanced event management software like Eventbrite, communicating security measures and screening processes in advance to your guests is fast and seamless.
Here’s how it’s done:
3. Create, circulate, and practice your event security plan
You can’t predict if or when dangerous incidents may occur, but a clear, well-practiced plan can help keep attendees and staff safe. That’s why you should go over safety procedures after concerts as part of an operational review process.
Once you have your concert security plan nailed down, you need to practice. In addition to regularly rehearsing egress by opening all exits at the end of every concert, run a communications drill before opening the doors.
💡Pro tip: Go beyond a simple radio check, and ensure your staff has two-way radios in sensitive areas.
4. Use technology to improve safety for all parties
Add an extra layer of protection and streamline your event with technology. Some high-tech add-ons can help with your decision-making, prevent safety implications from arising, and provide evidence for any security incidents.
For example, biometric authentication verifies staff and attendees’ identities using their fingerprints, voice, facial features, and more. This helps prevent unauthorized access and can make the check-in process smoother, too.
Infrared cameras are also a great addition to offer an accurate overview of your event regardless of poor visibility (due to the weather or ambient conditions).
💡Pro tip: Eventbrite tickets have QR codes to reduce counterfeit tickets, so only ticket holders can enter the event.
Your event security checklist
Now that we’ve covered where security sits in the event planning process and what to look for in a security team, it’s time to start putting the pieces into place.
But if you need a hand getting started, don’t stress. We’ve got you covered. Download our free event security checklist to make sure you don’t forget any of the important tasks you’ll need to complete to keep your event safe, secure, and fun.
Let’s start planning
Event security is critical for any successful event. That’s why it’s essential to take the time to hire and train your event security staff.
Ensure you have a firm grasp of your event’s security requirements, you’ve ticked all your legal requirements, and communicated any important elements of guest security to the people who matter most: your attendees.
Eventbrite helps event organizers create and manage their events for a seamless experience you won’t find anywhere else. From setting up your event page and selling tickets to creating custom seating plans and marketing campaigns, we’ve got you covered.
After setting up your event page and selling tickets, you can even use your Eventbrite dashboard to communicate safety information with your event registrants.
