High-profile CEOs are regular guests at many corporate and association events. Pressure on meeting planners to keep these VIPs and other attendees safe has increased since UnitedHealth CEO Brian Thompson was killed outside the New York Hilton Midtown hotel earlier this month.
Live events have many weaknesses: They attract large crowds and are often held in semi-private spaces that are easily accessible to outsiders. From trade shows to consumer events, they can become the subject of media attention and thus become targets.
Responsibility for attendee safety and security typically rests with the meeting planner. In addition to the host organization, planners may also be held legally liable for actions such as failing to conduct a proper risk assessment to identify potential hazards, failing to inform attendees of potential threats, or failing to communicate emergency procedures.
By law, hotels must also take reasonable steps to identify and mitigate potential risks, provide adequate security and respond quickly to any incidents that may occur.
“Everything has changed”
“Historically, many senior executives have had free rein at events, and security has focused primarily on venue protocols for high-profile gatherings. Now, that’s all changed. Companies are re-evaluating how to protect leadership.” Wendy Porter, Founder of Events Says Wendy Porter, who has been planning events for Fortune 500 companies for decades.
“For planners, this means a new layer of responsibility: balancing the need for security with the visibility and accessibility that leaders value. This is a difficult but necessary conversation to have as we adapt to this new reality.
The scary truth about UnitedHealthcare’s CEO
Even if organizations invest in safety measures such as private travel options and on-site protection. “Gaps can still arise, especially in seemingly routine moments,” Porter said. Thompson was not accompanied by security that morning.
Planners are only responsible for what happens when the CEO is physically present at the event, not traveling to the event. “But the reality is that executive safety often depends on decisions being made in the moment,” she said. “Leaders may give up security and believe ‘just a short walk’ or ‘I’ll be fine.'”
What could planners do differently?
Security experts say the most important thing is to start risk management planning as early as possible. “Every venue is different and requires its own specific strategy and roadmap, which can be complex,” said Ty Richmond, President of Allied Universal Event Services. “This requires extensive coordination, communication and pre-planning with the venue’s facilities management and event management teams, as well as local law enforcement, to develop best practices for a variety of emergency situations.”
Brittany Smiley, former executive vice president of MGME Life Sciences, recalled her previous experience working in Eli Lilly’s client division. “Security is an important part of the planning process from start to finish. As is customary, members of the CEO’s security team attend every status call and participate in site visits.
“This includes a detailed assessment of venue access, transport routes and backup plans, particularly for events taking place abroad.”
What if an organization has no internal security? In light of recent events, should planners hire consultants? “I don’t think it’s necessary to do this all the time,” said Dave Komendat, president of Komendat Risk Management Services and retired chief safety officer of Boeing Co. “You need to understand the potential threats or risks associated with that particular group.
“Are you talking about a tech company or a healthcare company that offers a product or service that is the focus of strong opinions? If there is a reasonable expectation that there might be issues with the event itself or the people trying to attend the event, then planners need to consider that. a little.
An anonymous planner at a pharmaceutical company with an internal security department said she had a police officer on site for an upcoming meeting. She also recommends using back doors and hallways and having someone escorted to meeting spaces to keep VIPs away from the public.
In the past, just a photo ID or badge would have been enough, and planners could coordinate with the venue to add video surveillance or even metal detectors.
“The goal is not to make it feel like a police state, but also to make sure that anyone trying to disrupt the event will see that the level of security is going to make it very difficult for them to do that,” Komendat said.
