Conference security checklist

Ensuring a safe and secure conference environment is crucial for a successful event. Below is a detailed checklist we at IVA Conference Centre follow when it comes to planning security measures before and during your conference or event with us.

Before the conference/event

Risk assessment and planning

• Identify potential risks associated with the conference.
• Evaluate whether there is any known threat to the speaker or participant.
• Review previous incidents at similar events for lessons learnt.
• Develop a plan to address identified risks and threats.
• Ensure that all organisers and managers have an up-to-date contact list.

Premises and access control

• Confirm that the conference rooms can be locked when not in use.
• Assign keys or access cards to responsible persons.
• Plan for access control, including registration and possible ID checks.
• Consider the need to hire guards or security guards at entrances.
• Inform the customer responsible for the booking about the procedures for dealing with unauthorised persons.

Fire safety and emergencies

• Check that escape routes are clearly marked and free of obstacles.
• Plan annual training for staff on evacuation procedures and fire fighting.
• Ensure that fire extinguishers and defibrillators are in place and easily accessible.
• Designate persons responsible for contacting the emergency services in the event of an emergency.

Technical security

• Verify that CCTV is active at strategic locations such as entrances.
• Check that all lighting is working properly; use LED lights where possible.
• Inspect technical equipment and replace broken devices if necessary.

Guest management and communication

• Plan for the reception to be staffed throughout the conference.
• Prepare signs for unattended lockers and inform guests about the possibility to use lockers for valuables.
• Develop procedures to handle visitors with personal protection and ensure that doors are locked or supervised.

Safety equipment

• Check that the alarm buttons in the reception area are working and connected to the Securitas area guard.
• Ensure that portable alarm devices are available in several locations in the property.

Staff training and preparedness

• Conduct annual training in first aid (ABC), cardiopulmonary resuscitation (CPR) and use of defibrillators.
• Inform staff about security procedures and responsibilities during the conference.

Security briefing

• Carry out a final review of all security measures and make any necessary adjustments.
• Communicate the security plan to all relevant parties, including external suppliers and speakers.

 

During the conference/event

Access control

• Ensure that all conference rooms are kept locked when not in use.
• Ensure that the reception is manned and that staff can lock sliding doors from the inside if necessary.

Guest services

• Encourage guests to use lockers for storing valuables.
• Inform about safety procedures and emergency exits at the beginning of the conference.

Incident management

• Keep alarm devices easily accessible and inform staff of their location and use.
• Be prepared to contact Securitas or the emergency services if necessary.

 

After the conference/event

Evaluation and monitoring

• Document any incidents and report them according to established procedures.
• Collect feedback from staff and participants on the security measures.
• Identify areas for improvement and update the security plan for future events.

By following our safety checklist, together we create a safe and welcoming conference environment for all our guests and participants at IVA Conference Centre - a warm welcome to us!