Don’t Assume the Worst

It’s easy to do. My mind can run away from me in a heartbeat, especially if I am tired. If presented with a limited number of facts, my mind can fill in the blanks with worst-case scenarios at the speed of thought. I feel that our minds have been given creative liberty, even more so lately, to advance to defcon5 without so much as a pregnant pause. However, more often than not, it is a complete overreaction. There was never the need to go on the offensive in the first place.

When working with a security team for an in-person event (volunteer or paid), it is important to make sure the team members understand their role and how they should respond in most situations. At our events in particular, we serve ministry leaders who are coming for training, resources, and community. The risk profile is pretty low, but, to ensure the safety of our attendees, we employ a volunteer security team. To provide the best possible experience for everyone, we have laid a few ground rules. Enter, the Security Plan.

A Security Plan outlines things like basic emergency protocols, who to contact for what and how to contact them, building evacuation maps, fire extinguisher and AED locations, and basic rules of engagement. Some of which include:

1. Don’t assume those without their nametag are doing anything sinister. Just because a person doesn’t have their nametag visible around their neck doesn’t mean they are there for anything other than the conference. Before employing the Austin Powers judo chop, the security team member should ask if they have a nametag somewhere on their person, if they have lost it and need to get a replacement one, or if they have accidentally wandered into the convention center from another part of the property and they just need to find their way to the exit.
2. Assume those with a lost look on their face are, in fact, lost. Team members should ask if they can assist them, engage them in conversation, and find out if they are part of the conference. Identify them, help them find either their next designated room or again, the exit.
3. Sometimes a person outside of a session, wandering the hallways or sitting on a bench may just need some alone time. In-person conferences can be overwhelming for some whether for informational, topical, or personal reasons, and a person may need to step out and spend some away from the crowd. Read their body language, say hello if appropriate, identify the necessary security risks, and provide them with the space they seek.
4. Very few people pose a security threat. If security team members are watching a crowd of people, they should be alert, but know that most people reaching into their jacket pocket or their purse are pulling out a pen, tissue, their phone, or other non-life threatening article unless their Spidey-senses tell them otherwise.
5. We train our volunteer security team members to be “designated reporters.” In other words, they are trained to engage a person in conversation to their comfort level, gain as much information without being offensive, monitor their whereabouts, and report any suspicious activity to the proper authorities as quickly as possible. Our security team should not engage in any physical manner.

Ensure a chain of command is established, communicated, and contact numbers are all available. Also, make sure you check with your insurance company and potentially seek legal counsel to confirm if your organization needs any additional coverage or contracts if you have volunteer or paid security team members under your direction during your event.

By setting the proper expectations and guidelines upfront, everyone can have a safe and happy convention experience.

Do you have experiences with a security team you’d like to share? Please email me!

I am looking to share this blog with anyone planning events. Please like and repost on your social media!