- If you’re hosting a large event, your venue, insurance company, or permit may mandate the number of licensed guards.
- Security officers manage access, occupancy, and crowd control, which may vary by event zones.
- Guards are more than a visual deterrent, they’re trained in de-escalation techniques and emergency response.
High-occupancy gatherings often require security. This includes permit-mandated personnel, venue-mandated personnel, and staffing for preventative risk reduction. Their role extends beyond access and occupancy control to safeguarding physical assets and prioritizing the safety of your event venue and attendees. Below is a quick guide for building your special event security plan for galas, outdoor festivals, concerts, corporate events, and community events.
Stage 1: Threat and Capacity Planning
Your venue may mandate the minimum number of guards required for your expected occupancy. Your special event permit and event insurance may influence the size of your team. For example, you’ll require a larger team if you’re serving alcohol. You may also require both security and fire watch.
Number of guards is determined by:
- Expected occupancy
- Maximum occupancy
- Risk factors/risk level
- Layout and perimeter
- Event zones
- Zone types (alcohol/NA)
- Asset value
- Operating hours
- Regulatory mandates
- Number of exits and entrances
Stage 2: Mapping Safe Egress Routes
You’ll need to map out your exit and entrances and determine which entrance is your primary. Street festivals and events held in large conference rooms have multiple entrance points. Or you may limit entrance to a primary location but assign some doors or gates as exit-only, VIP entrance, delivery/staff only, or emergency exits. Don’t forget the exits and entrances to the parking lot.
Whether primary, secondary, limited, or for emergency exit only, ensure your event is mapped out (tables, booths, aisles) to support intuitive emergency egress. This includes maintaining emergency response access lanes that are wide enough for firetrucks, ambulances, and police cars. Your plan also requires standard and emergency response communication protocols.
Stage 3: Access and Occupancy Control
Special event security guards wear many hats, including access and occupancy control. They must work together to ensure the event, and each zone within, don’t go above maximum occupancy. This requires both a balance of professionalism and commanding respect.
They also need to manage:
- The guest list
- Badge access
- Ticket scanning
- Credential verification
- Metal detection
Stage 4: Interior and Exterior Visibility
Visibility is key for deterring gate-crashing, theft, and disruptive behavior. So, the next step is determining how many guards to staff, and which zones are the highest risk. This will likely include a mix of patrolling and stationary guards.
- Patrolling guards randomly monitor the interior, exterior, and perimeter.
- Stationary guards remain stationed at high-risk areas, such as VIP areas, payment processing areas, inventory zones, and restricted areas.
Special Event Security in Denver and The Springs
Scout Security provides prescheduled and emergency security services for special events. We can provide your entire security team or work cohesively with you or your venue’s team.
Reach out to claim your free event security assessment!
Frequently Asked Questions
Is there a standard ratio of security personnel to attendees?
The size of your security team varies by your venue, insurance policy, and event permit. Low to moderate risk events typically require 1 guard per 50 to 100 attendees. The higher the risk, the larger the security team. Small events that serve alcohol require more guards.
Do security teams coordinate with local emergency services?
Yes. If emergency arises, your security team will dispatch emergency response and work with them when they arrive. Your pre-event security plan includes designating emergency response access lanes and communication protocols.
Do security officers help maintain parking lot traffic flow?
Yes. Maintaining traffic flow is a crucial part of safe egress. Beyond managing attendee parking, your event may require management of no-parking zones, rideshare/limo drop off, and valet services. You can also staff security for VIP escorts and late-night escorts.
