A Comprehensive Approach to Assessing Risk, Reducing Vulnerability, and Managing Crises when Conducting Off-site Meetings or Conventions
Your company leaders are meeting off-site when a fire forces an evacuation of the hotel in the middle of the night. Are you comfortable that the evacuation, safety, and security plans for your company leaders are adequate? What if instead of a fire, during the leadership meeting a former employee forces his way into the conference room intent on protesting his termination, or even worse, seeking revenge? Are you still comfortable with the meeting safety and security planning?
At Crisis Management Associates, we are pleased to say that our clients have very good life safety and security plans in their offices. They have already:
- Analyzed their risks
- Planned for emergencies and security issues based upon the risks
- Prepared and distributed emergency and security materials
- Trained and exercised their procedures, and learned from those exercises
Yet, some of these same companies with good life safety and security plans often hold off-site meetings or conventions for company leaders and employees without taking the same precautions they take in their offices. They often rely on the off-site location to provide life safety and security measures, without ever checking on the adequacy of those measures for their needs.
When planning for off-site meetings or conventions, companies should ensure their leaders and employees have appropriate life safety and security precautions. At a minimum, companies should consider the following when they send their personnel off-site for a meeting or company convention.
► Assessing Risks and Vulnerabilities
In order for you to create effective and efficient safety and security plans for an off-site meeting or convention, you must first understand the risks presented by the meeting. These risks will most often involve the location, people attending, and purpose of the meeting. Additionally, you should evaluate the current state of preparations at the meeting venue, both of the on-site staff as well as the off-site emergency facilities.
► Planning for Emergencies
Once you understand the significant risks presented by the meeting, you can begin planning for those risks based on priority and potential impact. These plans should include setting the purpose for and expectations of the safety team, as well as coordinating with the meeting organizer. Additional planning elements include an advance survey, communications, establishing emergency levels, and evacuation plans.
► Preparing Safety and Security Materials
After the planning for the meeting risks has been completed, appropriate levels of life safety and security information and materials should be disseminated to the various stakeholders. Company leaders should receive plans oriented around the strategic management of any emergencies, while meeting leaders should receive plans on managing the tactical aspects of the emergency. Meeting attendees should receive a basic set of emergency information, primarily focused on the actions they should take during an emergency. With all of the planning materials, special attention should be given to protecting confidential information, such as emergency contact lists.
► Training and Exercising / Drills
Depending upon the meeting risks and vulnerabilities, training and exercising may not be practical or necessary. However, whenever the risk profile indicates training and exercising is appropriate, meeting leaders should conduct tabletop exercises for meeting leaders and company leaders. Additionally, depending upon the meeting location, meeting leaders may need to conduct safety training for the meeting attendees.
► Special Considerations for Executive Protection
Whenever executives are present at an off-site meeting, special attention should be given to their protection. Even if the executive does not desire bodyguards, if the risk analysis determines protection is appropriate and prudent, the safety team leader should provide on-site “hosts” or travel “escorts” to facilitate the executive’s movement and provide protection if needed. Depending upon the risk analysis, this protection may involve special vehicles, providing weapons to the protection team members, and other measures as needed.
► Special Considerations for Protecting Confidential Information
Whenever proprietary, confidential, or politically sensitive information is going to be discussed in a meeting, special consideration should be given to protecting that information. Whether the purpose of the meeting is to plan research and development for the next year, or to negotiate labor rates for an overseas factory, protecting information from competitive intelligence gathering may be critical to the organization. Some of the considerations may include mundane items such as wiping off all white boards at the end of the meeting and shredding all printed materials, all the way to Technical Surveillance Counter-Measures (TSCM) and posting 24-hour security outside the rooms.
► Emergency Response Team
CMAs Emergency Response Team is on call 24 hours a day, 365 days a year to provide emergency assistance. With a highly trained multi-functional team, CMA can assist your organization with the total management of an incident. From arranging for specific crisis response actions to dealing with employee and family issues, we are prepared to aid in the restoration of normalcy to the workplace.
► Crisis Communications
Your company’s future often depends upon its reputation. The message sent to employees, the public, and other stakeholders by your handling of a crisis may reflect on how you manage your company. Without effective execution of internal and external communications, even a well-managed crisis response may be cast in a negative light. CMA experts can help your organization ensure the most appropriate message is sent to your key audiences.
Prevention planning is a prudent use of your company’s resources, so please do not wait until a catastrophe occurs to find out you may not be prepared. Our staff of professional consultants is ready to help you prepare and prevent, rather than react and regret. Contact Crisis Management Associates today for assistance with planning your next off-site meeting or convention, or to learn other ways we can assist you.
What Our Clients Say About Our Meeting and Convention Services Work "AWESOME!!!" Vice President and Chief Security Officer
"GREAT Job!! I really appreciate your help!" Senior Director, Corporate Security |
