Exhibitions and conferences can be high profile events where stringent security measures are of the utmost importance. Sadly, organisers all-too-often overlook that fact in favour of increased profits. The time has come for a more professional approach to security planning.
Event organisers seldom think the way SMT's readers would do. Their main consideration is answering to their Board of Directors, who are in business to show as big a profit as possible for their conference or exhibition. As in many other sectors of the business world, security is a grudge purchase – a 'must-have' service in which little time or interest is invested.

Post-11 September, one would hope that it will be easier to sanction greater investment in security provision for conferences and similar events, not to mention all walks of the business world – but how many security experts sit on the Board? Will security advice be delivered in a language that directors understand?

And who will define the term 'security' for the events sector? What is seen as an anti-terrorism measure by one visitor will be seen as an anti-theft mechanism by another.

Exhibitions and conferences are often high profile events. Having talked to many experts in the field, security provision across the board is something that has always prayed on their mind. Now is very much the time for security managers to go to the Board, voice their concerns and say what's needed.

So many individuals can be involved in the build-up to – and subsequent management of – events that it's easy for the organisers to overlook a security 'window'. A window that could cause problems.

A recent incident at The Royal Overseas League offers a good case in point. Sniffer dogs were brought in to sweep the main lecture theatre prior to a major conference. The dogs checked the room and left it sterile. No-one picked up on the fact that, once the dogs had left the premises, the lecture theatre would be empty and unguarded. Thankfully, an eagle-eyed TV cameraman spotted a bomb that had been planted on the lectern overnight, thus a nasty incident was avoided.

A seamless security regimen
"Venue managers and exhibition organisers must work closely at all times on every aspect of event security," said Robin Anderson, executive secretary of the Exhibition Venues Association (which represents the 25 largest complexes across the UK and Ireland).

The level of security provision will be dictated by the nature of the event. Those featuring a lot of high-tech equipment, for example, will demand more attention than those which are brochure-based.

Staff briefing is a vital consideration for any event security manager. Often, those managers will assume that if they know something then (by osmosis) so will the members of their security team and staff manning the exhibition stands. They're wrong.

Jane Larcombe, who has managed events at Earls Court, said: "All staff working here are continually provided with information regarding suspicious packages and other alerts, like fire or bomb threats" (but what she doesn't say is whether or not this information will be passed on as part of the security team's induction programme – after all, there will be many such officers on site at any given time, all of whom need to be informed).

Let's not forget, either, that briefing receptionists, event stewards, cleaners and programme sellers – indeed all those working in the public, front-of-house areas – might take an hour out of the day, but backed up by effective CCTV will represent a formidable additional security barrier.

Many event staff are hourly-paid temps, but must nevertheless be subject to screening and vetting, and put through a solid induction course. One day, event insurers may insist that all staff have to sign a standard document confirming that they have been privy to a thorough, industry-recognised safety and security briefing. Proof-positive that they are up-to-speed with evacuation requirements in the event of a fire scenario or terrorist incident, that they know to whom they must report any suspicious packages – and that announcements such as "Mr Smith, please report to the office" are a signal for all staff to search their designated area(s).

For the most part, contracted security staff at exhibition venues are highly professional. They ensure that event organisers are in possession of briefing documents for all stand holders, and supply them with a carefully planned and well thought-out list of anti-theft and terrorism procedures that must be actioned. These lists are given out by the organisers to each and every stand manager.

The problem is that, since these lists are often sent out with other exhibition 'bits and bobs', they can be overlooked. The stand managers will sometimes leave that paperwork aside to read later on. If at all.

Simon Garrett – operations director at Earls Court – believes he has the answer. A stand 'drop', whereby crime prevention leaflets (imploring people not to leave mobile telephones and laptops lying around, for example) are distributed to each stand on an individual basis. It looks like his policy is working. Crime rates at the venue are on the decline, and several thieves have been caught red-handed. Garrett also stresses that security around any temporary site offices must also be tight. "Anyone wandering around unsupervised must be challenged," he added.

To take matters back a step, security consultant Stuart McAinsh feels that the exhibition/conference venue's own security team must be involved in the educational and briefing processes at all stages. "Normally they are kept at arm's length," said McAinsh. "That's entirely wrong. Members of the in-house team should be the ones who complete the risk assessment, for instance, and ensure that all stand personnel and delivery drivers, etc, are privy to a full briefing."

McAinsh is worried about the move away from a reliance on in-house security in favour of contract guarding teams. "For the most part it's a retrograde step. There are exceptions, but the end user is unlikely to find a contractor that's truly committed to the cause. There's no inner link there."

The tricks of the trade
As chief executive of Insurex Expo-sure, the specialist event insurance concern, Albert Kemp knows all about the tricks that would-be villains attempt to perpetrate. His main concern is that venues usually boast so many different side rooms – rooms which can often be used as illegal storage dens for items that have been appropriated from stands.

Kemp added: "At the closing of the event, when chaos reigns during the stand breakdown period, in comes the gang to take out the goodies". With this in mind, Kemp feels that security teams must make a sweep of all rooms, large and small – and store cupboards.

Access and industrial espionage are further areas of concern. Kemp cited one venue where there can be anything up to 280 locked doors, but where there's only four or five skeleton keys. If one of those keys is then lost or copied, so many doors would open up (literally) for would-be villains.

Staff briefing is a vital consideration for the event security manager. Often, those managers will assume that if they know something then (by osmosis) so will members of their security team. They are mistaken

On the espionage side, Kemp identified the "cool-headed man" who, at a fashion exhibition, would go for the prototype designs. 'Borrowed' overnight, illegal copies of a dress or suit could be on sale the next morning.

The Private Security Industry Act
As soon as it's up-and-running, the Security Industry Authority will use the terms and conditions of the Private Security Industry Act to enforce licensing of security operatives in the private sector.

The British Standards Institution's own Code of Practice ('Event Stewarding and Crowd Safety'), meanwhile, will take into account security screening to BS 7858 – and consider how individuals are recruited and trained.

That's fine for security staff, but what about other temporary staff? The feeling in the industry is that it must be time to insist on references, and for end users to pay for mature staff rather than a shifting 'student' population. In an ideal world, if a company were to employ the services of temporary stand personnel who had been security vetted and trained, it might then be possible for people like Albert Kemp to consider lowering insurance premiums.

Indeed, many event staff would welcome security training. That's the view of Michele Ramsay – of the Tourism Training Organisation – who cites the fact that there have been innumerable meetings over the last decade with regard to setting up vocational qualifications (but to no avail).

Jo Thompson of Birmingham-based concern the Show Staff Agency has even put together a scheme with Government funding, but will it drown in industry apathy? Perhaps event organisers in the UK should be looking across the Channel to the impeccably-groomed reception staff present at events in Germany and Italy. A well-maintained information desk at the main entrance offers a clear signal to would-be thieves that the organisers mean business. When trained to be security-conscious, exhibition staff will make for an excellent back-up to the main security team.

Mike Collier – a senior consultant with Collier King and Associates – believes that we should be looking at the social consequences of holding an exhibition, rather than seeing it purely as a money-making exercise.

When evaluating the security needed for any given event, Collier looks at several variables. In terms of evaluating the risk, what is the exhibition about? Is there a religious element. And will there be companies there who support (for example) animal testing? What security arrangements have been in place at the venue in years gone by? Which were successful, and what measures were less useful? Lastly, where and how should CCTV be deployed?

VIPs, secure areas and contractors
A crucial element of event security will be that surrounding VIPs. Clients may need to be escorted from airports and the like, and aptly-named 'Diplomatic Guides' can be called-upon as a solution. All ex-Military Police (and high-ranking officers at that), most of them have spent some time guarding royalty and political diplomats. They are trained to spot potential problems before they arise.

In terms of secure areas, the event press office is one of those spaces where security should be first rate. Very often, it's non-existent. Anyone caught poking around where they shouldn't be only has to say that they're a journalist and they'll be left alone (or escorted from the premises with a flea in their ear).

Many event press offices make it easy for unwanted individuals to 'join the club'. There'll be a Visitors' Registration Book (where any old scrawl will do for a signature) and nobody checking the appropriate credentials.

And what about press photographers? They'll think nothing of leaving highly expensive camera equipment piled in the corner – in the knowledge that their company has insured it, so they don't really care.

Who's to know, though, what's inside the boxes? Such equipment should always be left with an official who asks for the photographer's credentials, and subsequently checks their belongings.

At Olympia's Fine Arts and Antiques events, the press room is run by Christophe Bosanquet and Pippa Roberts. Security checking is rigorous – as it should be with so many high profile exhibits on display. That said, there is an atypical problem with crowd control. Visitors are often chief executive officers of larger companies, and it's not unusual to see these captains of industry hounded by the press outside the venue before being allowed to walk around and chat to dealers.

In this case, security must be diplomatic. Every visitor is searched on their way in and when they leave, and if they've purchased anything an Exit Note must be produced by way of verification.

Generally speaking, organisers are very good at stopping anyone who has not paid from entering a given event. It's what those individuals are capable of doing once inside the hall that's all-too-often left to chance. For far too long, it seems, security at conferences and exhibitions has been viewed as the 'Cinderella department'. That is a situation that simply has to change. And fast.