Common Security Mistakes Event Planners Make (And How to Avoid Them)

Whether you’re organising a corporate launch, music festival, wedding, or community gathering, event security is one area that should never be overlooked. Unfortunately, many event planners—both new and experienced—make avoidable mistakes that put guests, staff, and even reputations at risk.

In this guide, we’ll explore the most common security mistakes event planners make, how these can impact your event, and how hiring professional security staff helps you avoid costly problems.

Mistake 1: Leaving Security Planning Until the Last Minute
Many event organisers focus first on entertainment, décor, logistics, and catering—only to think about security once everything else is in place. This reactive approach leaves little time for proper risk assessments, staffing decisions, or coordination with local authorities.

✅ How to Avoid It:
Start security planning at the same time as venue selection and guest list development. Hiring professional security staff early allows you to:

Conduct a thorough risk assessment

Integrate security into the event layout

Allocate the right budget

Meet licensing and insurance requirements

Mistake 2: Underestimating the Number of Security Staff Needed

One of the most common oversights is not hiring enough security staff. Organisers may assume that one or two guards will suffice for a crowd of several hundred. But in reality, adequate staffing depends on more than just headcount—it must consider venue size, alcohol presence, risk level, and more.

✅ How to Avoid It:
Work with an experienced security provider who can recommend the appropriate staff-to-guest ratio based on:

Type and size of the event

Venue layout and exits

Access control points

Areas needing special coverage (e.g., VIP zones, backstage)

Understaffing not only puts your guests at risk but may also breach licensing conditions.

Mistake 3: Not Hiring Trained, Licensed Security Professionals
In an attempt to save money, some organisers use venue staff or casual workers in place of trained security personnel. This shortcut can lead to poor incident handling, lack of authority, and a heightened risk of liability.

✅ How to Avoid It:
Always hire SIA-licensed security staff who are:

Professionally trained in conflict management and crowd control

Background-checked and insured

Experienced in working at similar events

A reputable security company ensures you have the right mix of uniformed guards, stewards, and (if needed) close protection officers.

Mistake 4: No Clear Emergency Plan in Place
Every event should have a plan for how to handle emergencies—whether it’s a medical issue, fire, aggressive behaviour, or evacuation. Without this, even trained staff can struggle to respond effectively.

✅ How to Avoid It:
Your professional security team should work with you to:

Develop a bespoke emergency action plan

Assign roles and responsibilities

Rehearse evacuation procedures

Brief all staff and contractors in advance

Security staff should also be trained in basic first aid and incident reporting.

Mistake 5: Overlooking Access Control and Checkpoints
Poor access control leads to uninvited guests, overcrowding, and unauthorised access to sensitive areas like VIP zones, control rooms, or storage areas.

✅ How to Avoid It:
Establish multiple layers of access control:

Clearly marked entrances and exits

Ticket or wristband checks

Staff posted at key access points

Credential verification for performers, suppliers, and staff

Hiring security staff for access control ensures that only the right people are in the right places at the right time.

Mistake 6: Ignoring Crowd Behaviour and Alcohol Risks
Events involving alcohol can change the dynamics of crowd behaviour significantly. Fights, accidents, or anti-social behaviour are more likely in these environments, especially if the event is under-staffed.

✅ How to Avoid It:
Brief your security team on:

Expected guest demographics

Alcohol serving policies

High-risk areas (e.g., bar, dancefloor, car park)

Early signs of aggression or intoxication

Experienced security staff for events know how to handle situations calmly and professionally before they escalate.

Mistake 7: Poor Communication Between Teams
Security staff can’t work in isolation. If there’s no clear line of communication between event planners, venue staff, emergency services, and security teams, problems will be harder to identify and solve.

✅ How to Avoid It:
Set up a communication plan with:

Two-way radios or headsets for key staff

Central command points

Incident reporting systems

Daily briefings or team huddles

A coordinated team is a confident team—and that leads to a safer event.

What Event Planners Should Consider When Hiring Security

Planning a secure event doesn’t need to be complicated—but it does require careful thought. Here’s what you should always consider:

✔️ The Size and Nature of Your Event
Is it a corporate conference or a public festival? Risk levels differ.

✔️ The Venue and Layout
Outdoor, indoor, single entrance or multiple access points—all influence staffing needs.

✔️ The Type of Guests
VIPs, families, or the general public? Your security should reflect the audience.

✔️ Local Authority and Licensing Conditions
You may be required to submit a crowd management plan or meet certain ratios.

✔️ The Reputation of Your Security Provider
Look for experience, SIA licensing, client testimonials, and a consultative approach.

Avoid Security Pitfalls by Hiring Professional Security Staff

Event planners already have enough to think about—logistics, entertainment, suppliers, and schedules. But if security is left as an afterthought, it can quickly become your biggest problem.

By understanding the common security mistakes event planners make and working with professional security staff, you can avoid unnecessary stress, prevent serious incidents, and deliver a smooth, safe experience for everyone involved.

At Envisage Security, we offer fully trained, SIA-licensed staff for events of all types and sizes. Whether you need crowd control, access management, or full event security coordination, we’re here to help you plan, protect, and perform with confidence.

Contact us today to discuss your event and get a tailored security plan from trusted professionals.