Organizing major events and large-scale public activities requires a careful balance between mobility, safety and security. One of the compounding factors becomes the ability to address various security needs while maintaining flow and efficiency before, during, and after the event. Creating an atmosphere where people feel secure but can still move freely and efficiently is paramount to the experience.

For many large-scale events, preparations for securing venues require years of planning. In addition to finding the physical security solutions to cover a long list of needs, large-scale events also require coordination and communication between many stakeholders. Involved parties may include cities, venues, private companies, government agencies and first responders.

To add further complexity, the event organizer often has its own security procedures, guidelines and technologies that are used to meet its specific workflows and objectives. For example, they may seek a security solution that allows personnel to identify potential incidents or inform courses of action in real-time. They may also need to easily access recordings or evidence for investigations if needed.

With technology rapidly advancing, event security teams now have access to a variety of tools that enhance safety and security while creating a welcoming atmosphere. The ultimate goal is to create an environment that provides situational awareness and a cohesive system of response to a range of possible incidents to ensure the event runs smoothly.

Access management to enhance security and operations

Access management may be one of the most critical and challenging issues for large-scale events. With thousands of people attending, managing access for spectators, employees and participants is imperative. Access includes verifying tickets, identifying counterfeits, and letting employees and participants into permission-granted areas such as locker rooms, staff facilities, media rooms, or housing villages. A modern access control system not only enhances the security of a venue but significantly improves operations, providing a more seamless and efficient experience.

For example, if your access control system is connected to a human resource (HR) database, permissions can be dynamically updated based on personnel roles, schedules and responsibilities. All of these steps can be managed remotely and automatically updated if changes are made. If event personnel are only allowed access to certain spaces, their access can be automatically updated based on their role and assignments.

Furthermore, with an open architecture platform, security teams can integrate analytics, video management systems and other tools. These include people counting, unattended object and loitering detection, and license plate recognition in surrounding lots. Teams can set alerts or other actions based on this data to help security teams respond proactively to crowd management or threats.

Collaboration between teams

Collaboration is one of the most effective aspects of any major event affecting response and operations. Multiple organizations work together on large events. Without effective coordination, silos between teams may form, ultimately leading to doubled efforts, missed opportunities and lapses in security.

A unified approach breaks down silos, bringing together the functionality of individual physical security components such as access control, video management, analytics and computer-aided dispatch (CAD). Key stakeholders see the full picture and exchange relevant information with field personnel from a single interface. Thus, teams have greater operational intelligence, communication and resource management.

Multi-site event security coordination

When choosing a physical security solution for large, distributed events across a city or region, organizers need to be able to supervise multiple systems from a central location. A federated security solution streamlines this process.

With a federated system, each site runs as part of an ecosystem. Data from the different sites is brought together in a central location. With real-time and automated information synchronization, a federated system provides organizations with a unified view of cameras, doors, automatic license plate recognition (ALPR) units, intrusion panels, and related events and alarms across all event sites.

In the case of a multi-site event, individual venues can be granted full access or read-only access to location-specific video footage, reports, or actions. For example, a central security center may have full access to all systems, components and capabilities, while a specific venue only has access to the components at its facility. A federated system can also allow customized, situational access based on need and authorized permissions.

Bringing it to the cloud

Cloud solutions add another opportunity to enhance large-scale event security. With a cloud or hybrid solution, teams can create a comprehensive security system without the significant infrastructure needed for an on-premises system. This is especially helpful for temporary event locations.

Plus, cloud solutions are highly resilient. Even in the face of a minor incident, maintaining access, keeping eyes on people and facilities, and storing data are paramount for getting back to normal as quickly as possible. However, for data accessibility, it’s important to check who owns this information. Some proprietary cloud solutions require users to pay to retrieve their video from the cloud.

A unified strategy

The goal for event teams is to ensure that events are safe, secure and leave lasting good memories for all attendees, workers, and participants. To achieve this, security teams seek reliable solutions that can operate 24/7. It’s important to not only maintain a strong physical security posture but to also have robust cybersecurity measures in place to keep systems operating smoothly.

Physical security teams can adopt a mindset that promotes a comprehensive strategy based on collaboration. Unified security solutions are key to streamlining processes and fostering a strategic approach. Security teams can better predict, react and resolve security situations, keeping guests safe and excited to return.