As the holiday season approaches, hosting memorable celebrations means more than just creating a festive atmosphere. Prioritizing safety is crucial to ensure every guest has a positive and secure experience. From managing transportation and dealing with intoxicated guests to addressing food allergies and emergency procedures, here’s a robust guide to help event professionals keep safety at the forefront of holiday event planning.
Transportation: Keep Guests Off the Roads. Drunk driving is always a concern during the holidays, especially after an open bar or festive cocktail hour. As event professionals, we have a responsibility to ensure guests get home safely. Here are some strategies to consider:
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- Partner with Rideshare Services: Collaborate with Uber or Lyft to offer guests discounted rides. Providing promo codes or having a designated pick-up area encourages guests to use these services.
- Shuttle Services: To reduce the risk of impaired driving at larger events, arrange a shuttle service. Ensure the shuttle operates until the end of the event so guests have a safe option.
- Designated Driver Programs: Encourage groups to appoint a designated driver and consider offering incentives such as free meals, mocktails, or free parking for those who take on the role.
Managing Alcohol Consumption: Know When to Step In. Holiday parties usually include alcohol; while it’s a festive addition, it comes with responsibility. Preventing over-consumption is key to avoiding disruptions or safety issues. Here’s how to maintain a safe balance:
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- Control the Pour: Limit drink sizes and serve alcohol in appropriate glassware to help guests pace themselves. Ensure bartenders are trained to recognize when someone has had too much and be empowered to speak up respectfully.
- Offer Mocktails: Providing appealing non-alcoholic drinks helps encourage responsible drinking and ensures that guests who don’t drink have options that make them feel included.
- Quiet Intervention: If a guest becomes visibly intoxicated, discreetly involve trained staff to assess the situation. Have a plan in place to arrange transportation home if needed safely and avoid escalating the situation.
Creating an Inclusive and Safe Environment. Events should be welcoming to all attendees, regardless of background, identity, or preferences. Focus on creating an environment where everyone feels respected and included:
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- Inclusive Planning: Consider a diverse range of entertainment that reflects all guests’ preferences. Avoid themes or décor that could be culturally insensitive, and strive to create an atmosphere that respects different traditions.
- Gender-Neutral Restrooms: Where possible, provide gender-neutral restroom options to ensure all guests feel comfortable.
- Clear Harassment Policies: Communicate your expectations for behaviour to all staff and guests and ensure that your team knows how to swiftly and professionally address inappropriate behaviour. A zero-tolerance policy for harassment or discrimination is essential. Post tips and rules for creating an inclusive environment in well-trafficked areas, which helps everyone feel that they are considered and valued at the event.
Food Safety: Managing Allergies and Dietary Restrictions. Food safety is a top priority with many holiday events involving catered meals. Here’s how to keep everyone safe and satisfied:
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- Clear Labeling: All food stations, buffets, and plated meals should be clearly labelled with common allergens like nuts, dairy, gluten, and shellfish. This transparency allows guests to make informed choices about what they consume.
- Separate Serving Areas: To prevent cross-contamination, create separate areas for allergen-free or gluten-free options. Train your catering staff on safe handling procedures.
- Accommodate Dietary Needs: Make sure your caterer is prepared to offer vegan, vegetarian, and allergen-free alternatives. Encourage guests to share their dietary needs during the RSVP process so you can plan.
Physical Safety and Emergency Preparedness. The unexpected can happen, even at a well-planned event. Being prepared for emergencies is a hallmark of a good planner. Here’s what you need to consider:
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- Emergency Exits and Evacuation Plans: Ensure all exits are well-marked and unobstructed. Review the evacuation plan with your team before guests arrive so everyone knows their role in an emergency.
- First Aid and Medical Assistance: Have a first aid kit readily available and ensure key staff members are familiar with its location. For larger events, consider hiring a licensed medic or EMT to be on-site in case of medical emergencies.
- Weather-Related Safety: For outdoor events, ensure guests can access warm areas and plan for sudden weather changes with covered walkways or heated tents.
Fire Safety: Ditch the Open Flames. The holiday season often inspires beautiful candle-lit settings, but open flames can pose a severe risk. Prioritize fire safety by opting for alternatives:
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- Use LED Candles: Instead of traditional candles, use LED alternatives that mimic the warm glow without the fire risk. Many high-quality LED candles can create a similar ambiance without compromising safety.
- Prohibit Indoor Fireworks or Sparklers: Avoid indoor pyrotechnics that could trigger a fire. If you must use them, ensure they are used outdoors with appropriate fire safety measures.
Crowd Management: Avoid Overcrowding. Crowd control is essential for ensuring guests’ comfort and safety throughout the event. Plan accordingly to prevent overcrowding and maintain a pleasant environment:
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- Control Guest Flow: Stagger guest arrivals and ensure a smooth flow between different areas of your event space. Use barriers or ropes to guide guests to different stations.
- Capacity Limits: Respect the venue’s capacity limits to avoid overcrowding. This not only ensures compliance with fire codes but also ensures that guests have a more comfortable experience.
- Visible Security Team: A visible security presence can deter unwanted behaviour without being intrusive. Ensure that your security team is trained in conflict resolution and guest service.
A holiday event should be a memorable experience, not one marred by preventable incidents. By focusing on safety and being prepared for emergencies, you’ll create an event that guests will remember for all the right reasons. As event professionals, it’s our role to anticipate challenges, plan proactively, and always keep safety in mind. With the right approach, you can create a holiday celebration that is not only spectacular but also secure and worry-free.