Event Space Safety: 6 Important Tips to Remember

  • February 24, 2022

In-person events have been long-missed over the past years, and it’s time we all got back together. For venue owners or event planners, safety should still be your top priority—in addition to creating an unforgettable evening. To make sure that everyone remains healthy and safe during your event, here are six important tips to keep top of mind:

1. Upgrade Air Filters

In a commercial building, using quality air filtration is a best practice for reducing airborne viruses. Make sure that you follow the HVAC guidelines recommended by government and technical organizations, including upgrading the air filters to the highest efficiency compatible with the building’s HVAC system. 

2. Identify Potential Fire Hazards

If you have a full calendar of events ahead, be sure to schedule an inspection from a fire protection company well ahead of time. For example, the team at A&A Fire Protection Services can assess your safety requirements for your space and manage the design and installation of a new fire sprinkler system. In some cases, we may recommend the renovation of an old sprinkler system instead of a full rebuild. 

3. Communicate Safety Protocols 

Be clear about the safety protocols for your venues. These formal protocols will help your vendors know your expectations and let guests know what to expect.

  • Emergency protocol: Ensure that every guest has access to your emergency plan and knows where to exit, just incase.
  • Health screening: If required, make sure staff and attendees know ahead of time if they must show proof of vaccination, present a negative COVID-19 test, or have a temperature screening. 
  • Cleaning and disinfecting:  Be clear on the cleaning expectations for staff, such as frequently clearing cocktail tables or wiping down high-touch surfaces. 

4. Manage the Crowd

A large crowd is a sign of a successful event—but without planning, there can be traffic jams, confusion, and chaos in an emergency. Here are a few things to keep in mind:

  • Transportation and traffic: Imagine what kind of traffic will exist when guests enter your event space. Make sure there is adequate signage, parking, and pedestrian access.
  • Signage: Once guests have arrived, there should be enough signage to direct them to the event and different areas associated with it.
  • Emergency exits: There should be clear signage to guide guests to emergency exits, bathrooms or staircases. Emergency exits should be unlocked and open easily.
  • Access: Your venue should be accessible to people with disabilities or those using wheelchairs, including wide hallways, elevators or ramps.

5. Reinforce Food Safety

Make sure all caterers or food vendors use the correct food safety standards when preparing food. Ask to see their food vendor license, among many other necessary accreditations. Keep disposable gloves available and encourage frequent hand washing. If self-serve buffets are not practical, provide plated meals or box lunches.

6. Install equipment securely

Producing an event can involve setting up video displays and sound systems. Be aware of safety concerns such as tripping hazards from cords or cables. Unsafe electrical connections or stacked items can also present a fire hazard and should be taken care of before guests arrive.

Event Space Safety Tips

Ready for your event to begin? To protect customers and staff, event venue managers must work with vendors to reinforce reasonable safety procedures. If assessing your building’s fire safety system is on your to-do list, schedule an appointment with the team at A&A Fire Protection. Our expert inspectors will ensure your installation is safe, well-designed and compliant with local regulations.

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