Conducting a security meeting before a show is crucial for ensuring the safety of the artist, volunteers, and the audience. You may have created a security plan on paper ahead of the show, but these key points will help you conduct an effective security meeting onsite.
1. Evaluate safety & sufficiency by surveying the space
Walking your space is important because a venue looks different in person than what you’ve planned out on paper. Do this prior to the security meeting.
- Perimeter Check: Walk around the barricade and backstage area to identify entry points where security might be needed. If there is a location that needs to be stationed and you did not plan to have someone there, you may need to adjust your security posts onsite.
- Setup Inspection: Identify gaps or issues in the setup, ensuring all entry points are secure. There is usually a gap in the backstage barricade to allow production folks a path through, so make sure to station a security person there.
2. Allow Each Team To Contribute
- Team Attendance: Check that all relevant teams (security, police, event staff, EMS, artist team) are represented at the meeting and get a chance to speak.
- General Info: Let all teams know the expected attendance, make sure all are clear on the timeline of the event, and what the chain of command is if they need assistance.
- Artist Input: Ask the artist’s team for specific security needs (e.g., onstage audience interaction, crowd engagement, breaking the fourth wall). Feel free to ask for the biggest issues the artist team typically sees at their shows and make sure to include those notes in your meeting with the rest of your security team.
- Security Positioning: Discuss security and law enforcement positions. They should be stationed based on artist comfort and venue needs (entry/exit points, between the stage and barricade, outside green rooms). If EMS is onsite for your event, ensure all teams know where to find them should someone need medical attention.
- Barricade Security: Barricade staff should be vigilant, keep their phones away, and be ready to assist with crowd issues (e.g., attendees overheating, crowd surfing).
- Stop Show Scenarios: Discuss all emergency scenarios and the chain of command. Have an announcement plan to alert your audience as well as exit strategies for both the artist and the audience for any show stopping situation.
3. Establish a post-show exit plan
Once the show starts, it’s much harder to develop an exit plan when all teams are busy with their respective roles. Establish the details of the artist’s post-show exit plan at your pre-show security meeting so the artist and their team know the plan when they exit.
- Walkout Team: Assemble a team to discreetly escort the artist to their vehicle/bus and indicate this team to the tour manager so they know who their walkout team is.
- Exit Route: Pre-plan a direct and discreet route from the venue to the artist’s vehicle.
Once your event has finished, make sure to note when various teams are released from their roles and that they exit the venue promptly. This will make it easier to ensure the safety of artists and staff still in the building and helps to prevent anyone no longer working from making an attempt to meet the artist before they depart. Make sure to have a post-event wrap up for any security notes you may have from your show that could be used to improve the security of your next show.
Jen Buhrow
Jen worked as an Entertainment Logistics Coordinator and Client Support Manager for How To Concerts from 2023 to 2026, helping organizations book their concerts, comedians, and speakers.
Want to know how How To Concerts can help you with your next event? Call us at 920.764.1200 or set up a free consultation today!
Jen Buhrow
Jen worked as an Entertainment Logistics Coordinator and Client Support Manager for How To Concerts from 2023 to 2026, helping organizations book their concerts, comedians, and speakers.
Want to know how How To Concerts can help you with your next event? Call us at 920.764.1200 or set up a free consultation today!
Freebie Alert!