Ballrooms, conference meeting rooms, massive exhibit halls, even concert stages are very popular venues for events. Yet, there is a growing shift to be more creative when choosing venue. There is no limit for event locations. Pretty soon, even the sky will not be impossible for some future occasion.
As dramatic and experiential as an event can be, organizers should consider the safety of their attendees at the venue and in its surroundings as they may be held liable for attendees’ well-being. Safety is more than just meeting in a properly built structure. It includes plans for escape during emergencies, security in and around the venue location, and even the ability to accommodate the permissible number of individuals who can safely occupy a location.
When looking for just the right venue, consider the following.
- Structure safety – Is the building or site able to withstand a weather-related event, or destructive acts of violence?
- Emergency Safety – How will attendees flow through your event? Your venue should have an adequate number of escape routes that allow attendees to exit during emergencies. Are exits clearly marked for egress during emergencies? How would attendees shelter in place during a crisis?
- Maximum capacity – How would you handle a sellout crowd or manage overflow crowds? Local and state laws regulate the number people inside a public venue. Fire codes should be observed in order to safeguard attendee and even firefighter safety during a crisis.
- Venue surroundings – Is it safe to walk to and from the site during the early morning or late at night? Will the attendees feel secure in the space? What is the level of crime is nearby the venue? Is your meeting politically charged as to attract demonstrations?
I’m sure every planner would like a venue filled to capacity or that attendee numbers exceeded expectations. Scrambling at the last minute does not allow for proper risk assessment so be sure to plan for that situation by having overflow options available. What is the capacity for the overflow space and the stability of the structure? Is it easily accessible to the main meeting space? What are the evacuation routes? These are questions to consider.
Access
It has been more than 30 years since the Americans with Disabilities Act became law. It prohibits the discrimination against people with disabilities in several areas, including public accommodations and communications.
More unique venues may not have ADA measures readily available. Consider how you can provide adjustments in the following areas that will meet these federal requirements.
- Accessible performance, eating and restroom areas
- Audio and Visual Adjustments (Interpreters, Video Screens, Captioning, Transcription, etc.)
- Digital accommodations?
- Parking and Drop Off areas
- Ramps, Lifts, Elevators
- Service animals
- Sidewalks and curb ramps
- Wheelchair accommodation (Door and aisle width, seating space, smooth walkways, etc.)
Your emergency plan should also include a section on assisting the disabled during an evacuation or sheltering in place. It may be helpful to share this information with any attendees that might need additional assistance during a crisis. A great resource on accessibility is the U.S. Department of Labor – Office of Disability Employment Policy.*
During a previous event, I realized the importance of proximity between the stairs and the elevators. The location had a beautiful staircase going between the two floors of event space, looking out ceiling to floor windows to a waterfront outside. Most of the event attendees could navigate the staircase easily but those who preferred to take the elevator had a bit more work to move between the floors. The elevator was located on the far side of the hotel which meant more walking just to rejoin the event activities. Now, I evaluate the distance to ensure attendees are not spending extra time and extra steps.
Finding amazing locations and venues with practical safety accommodations for all your attendees can be done. Research and flexibility are key.
* https://www.dol.gov/odep/topics/accommodations.htm
