Government Connections - Winter 2012 - (Page 22)
GOOD TO KNOW
Risk Assessment Checklist
WE ASKED SECURITY experts to give us their critical steps for assessing and mitigating risks at meetings. How many of them do you already do? • Consider your attendees and speakers. Will there be VIPs or high-profile delegates in attendance who may be targets of kidnappers? Do any attendees have personal situations that may present a heightened risk for the group? • Consider the extent of media coverage the event will likely generate. Threats increase dramatically when the event is high-profile or highly controversial. • Have a plan in place to protect corporate property. Determine if any
proprietary or highly sensitive materials will be unveiled or discussed at the meeting. This can increase the likelihood of theft at the meeting. • Keep the attendees’ health in mind. Ask participants to inform you of any health issues, medical conditions and food allergies prior to the meeting. Consider all the activities attendees will take part in during the event and how any health issues may factor into these plans. • Check in with your convention services manager, local police and the Convention and Vi sitors Bureau (CVB) about what else is going on. Find out wh at other g roups are meeting in your hotel. Ask the CVB what activities will be happening in the city during your meeting. Find out from the police if there will be any groups protesting in the area. All these events could affect the safety and security of your group. Meet with the hotel security director or property manager during the site inspection (without the hotel salesperson present, recommends one expert). Ask about the hotel’s emergency evacuation plan, whether staff is trained in CPR, and if there have been any problems at the property recently. If your agency has a security team, ask them for advice. They may have information that can help you better prepare for and mitigate risks. Some companies actually send a security team representative on site inspections with meeting planners. Deter mine how you w ill control access to the meeting. Will the meet i ng room s be locked at all times? Will participants be allowed to register for the meeting on site? What information will you collect from them? Meet with all vendors that will provide services for your event (transportation suppliers, security officers, medical staff, etc.) to ensure they have adequate experience, training and equipment. Share secur ity infor mation w ith attendees. Provide them with emergency contact numbers, air port security tips, local customs and some common sense reminders. Conduct emergency training. Make sure your staff is trained on how they will handle each “what-if” scenario, and determine who will take the leadership role if a situation occurs. G
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11/18/11 7:29:00 PM
Table of Contents for the Digital Edition of Government Connections - Winter 2012
Travel Tips & Trends
Good to Know
Dieting on a Per Diem
Location, Location, Location
OGE Proposes Ethics Changes
The Evolution of e-RFPs
Organizing More Effective Meetings
7 Deadly Sins of Small Meetings
The Meeting Minute
Government Connections - Winter 2012