Event Safety Planning: 5 Essential Strategies for Safer Live Events

June is national safety month, making it a great time for companies to think about their health and safety protocols. As experts in the live events industry, The CE Group has prioritized health and safety planning for over 35 years. Most often, the public will recognize an event as successful by metrics like attendance, entertainment, cuisine, or decor. While we also prioritize guest experience, our top metric for a successful event is safety for all attendees, vendors, and employees. Here are a few ways we have found success in creating enjoyable, safe corporate, non-profit, and other live events.

1. Start With the Right Plan

Every safe event starts long before guests arrive. We build detailed safety plans tailored to the unique footprint, audience, and potential risks of each event. These include a chain of command in the event of an emergency and coordination with first responders and onsite security. The best plans aren’t just thorough, they’re practiced, adaptable, and understood by everyone involved.

2. Partner with Professionals

We work closely with EMS teams, local police, fire departments, weather monitoring services, and venue staff to ensure nothing slips through the cracks. Clear roles and direct lines of communication between all teams are critical. From monitoring wind conditions for outdoor events to knowing who’s authorized to make a call on postponement, having seasoned pros in your corner can be the difference between a smooth recovery and a crisis.

3. Train Your Team Like It Matters (Because It Does)

All onsite personnel from volunteers to security guards should be briefed on the event’s safety protocols and know what to do in case of an emergency. We provide thorough run-of-show briefings and role-specific safety instructions, ensuring our teams are calm, confident, and prepared to act quickly under pressure. At The CE Group, we have each member of our events team attend an active shooter training and complete a hands-on CPR certification course so that they feel prepared to handle potential emergencies. Remember, confidence in a plan comes from knowledge, training, and practice, not just paper.

4. Think Beyond First Aid

True safety includes wellness. Consider elements like hydration stations, shaded areas, ADA access, and even culturally sensitive dietary options. We’ve learned that creating a safe event also means creating an environment where everyone feels respected, comfortable, and cared for.

5. Document and Debrief

After every event, we conduct detailed recaps not just on logistics and timelines, but also safety protocols. What worked? What needs improvement? These insights allow us to refine future plans and continue raising the bar. Safety isn’t a one-and-done task, it’s a culture that evolves with every event.

Safety Is the Foundation of Experience

At the CE Group, we believe that unforgettable experiences are built on trust, and trust starts with safety. As we celebrate National Safety Month, we remain committed to leading our industry with integrity, preparedness, and compassion. Because the most memorable events are the ones that are not only beautiful but also safe.