Balancing safety, health and perception in event management

Whether it's a corporate conference, political rally, or large public gathering, the goal is to ensure that both security and medical support are seamlessly integrated into the background, so attendees feel protected without feeling overwhelmed by overt measures.

The key to achieving this balance lies in three critical areas: direction, preparation, and delivery. By focusing on actionable intelligence, thorough risk assessments, and efficient response strategies, you can ensure that your event is well-secured and medically prepared, in case of a crisis.

Direction: Intelligence to guide actions

Effective event management starts with direction - the intelligence that guides your decisions. Open-source intelligence (OSINT) plays a crucial role in this process. It involves the systematic gathering and analysis of publicly available data from sources such as news media, social platforms, public records, and commercial databases.

While AI, data aggregators, and social media mining tools have made the process of collection more efficient, the role of the human analyst is key. These experts sift through massive volumes of raw data, interpret it in context, verify its credibility and relevance, then provide assessments and advice based on their regional, thematic, or subject-matter expertise.

It's human insight that turns information into actionable intelligence, making your security strategy timely and targeted based on identifying potential threats, understanding their motivations, and predicting how and when they might manifest.

Preparation: Coordination and planning

The preparation process focuses on shaping the event experience while addressing identified risks.

A comprehensive risk assessment exposes vulnerabilities, whether from security threats, medical emergencies, or logistical issues. It allows you to predict what could go wrong and establish frameworks for managing these risks. With this in place, you can create clear, actionable plans that address security, medical interventions, evacuation routes, and emergency protocols, ensuring all key stakeholders are prepared.

When planning, you may need to implement both overt measures (e.g. physical barriers, security checkpoints, uniformed security guards, and medical staff stations) and covert measures (e.g. video surveillance, real-time social media monitoring, placement of emergency medical equipment and plainclothes security operatives). The degree of resources used and the balance of overt to covert measures must be commensurate with the level of risk. Too much overt security or medical resources can cause concern, while too little can make attendees feel unsafe, which in turn can detract from the value of the event. Try to consider all factors when selecting the appropriate resources - location of the event, level of risk, attendee demographics, regional factors, budget, visibility to the public, etc.

Equally important is training. Both security and medical teams must be well-versed in the plans and capable of executing them effectively under pressure. Consultants can help ensure your team is fully prepared for any situation, from managing a medical emergency to securing an area in the event of a security risk.

Delivery: Crisis response through ground assets and communication

If a crisis occurs, the delivery of the response is where everything comes together… or falls apart. It’s your ground assets - security and medical personnel - who are on the frontlines, executing the tactical response. But even the best-trained teams can struggle if they aren’t supported by clear communication and real-time coordination. This is where mass notification systems come into play.

Mass notification systems ensure that all stakeholders can receive immediate, accurate, and timely updates through multiple channels. Whether it’s an evacuation alert or specific instructions for securing an area, your notification system must be more than just a messaging tool. It must integrate seamlessly with your ground teams to allow for the rapid deployment of resources, whether that’s directing medical staff to an emergency location or ensuring security teams can isolate a threat.

In summary: How businesses should apply these insights

For businesses hosting or attending events in 2025 and beyond, adopting a strategy that integrates comprehensive intelligence, focused planning, and practical response is essential. The future of event management is about creating a coordinated, proactive approach that leverages both technology and human expertise to ensure the safety and wellbeing of all participants, without sacrificing the overall event experience.

If you need medical, security, or intelligence support, Healix offers flexible, scalable expertise that adapts to your specific needs. From crisis response to horizon scanning, our On Demand offering is designed to fit the scope and complexity of any situation or project, giving you the support you need, when you need it, on your terms. Get in touch to find out how we can support your requirements.