As part of our Futures Landscape Series focus on Risk and Security, the team at Hilton, an EIC Strategic Partner and Corporate Member, has developed a practical guide for evaluating destinations, asking smarter questions and building safer programmes.
During a time when safety is top of mind for travellers, precautions can’t be treated as someone else’s job or just a checklist item saved for the PreCon run-through. Event organizers are making decisions in an environment where a variety of factors can all influence how safe a destination feels. That makes early risk assessment essential.
At the same time, meetings shouldn’t feel like high-security operations, notes Hilton Vice President John Giacalone, who oversees security for the company’s 9,000 hotels worldwide. After 25 years with the FBI and a decade in hospitality, he understands the invisible legwork required to predict and avoid risk without disrupting the guest experience. The foundation of security is situational awareness. “We need to get people trained to see and do things differently while still spreading that light and warmth that’s essential to hospitality,” said Giacalone.
Other critical factors in risk mitigation include understanding the local risk profile, asking the right questions early, and building partnerships that keep events running smoothly even as challenges arise.
The following steps, shaped by insights from security experts and aligned with best practices from the U.S. Department of Homeland Security and ASIS International, can help event organizers strengthen security at every stage of the process.
ASIS International underscores the importance of early awareness and preparation: “The threat environment facing events today is more complex than it has ever been,” notes the global association of more than 34,000 security professionals. “Geopolitical tension, domestic unrest, and infrastructure vulnerabilities are not abstract concerns. They are the conditions your attendees are walking into. The question is whether you have done the work to understand them before your event opens its doors.”
1. Understand the environment before selecting a destination or venue
Security considerations should begin long before contracts are signed. Organisers can strengthen outcomes by assessing:
- Local Be aware of community events and any major events or demonstrations that might overlap with your meeting.
- Infrastructure Consider transportation access and the capacity of local emergency services.
- Venue Determine whether the property has a dedicated security lead, established protocols, and experience managing large groups.
- Communication Understand how quickly and clearly the venue shares updates when conditions change.
These early checks help planners choose destinations that align with attendee expectations and organisational risk tolerance. Security experts like Giacalone say, “Risk is fluid.” Local conditions can shift quickly, and global events can influence sentiment in ways that affect meetings.
2. Connect early with on-site security
One of the most common gaps in event planning is involving the venue’s security lead too late. “Too often, I’ll get a phone call when the event’s about to start,” Giacalone said, “and we’re scrambling to make last-minute adjustments that could have been addressed far more smoothly if the security director had been included from the beginning.”
When security is looped in only days before an event, simple precautions become urgent problems. DHSand ASIS guidance both stress early engagement. Connecting the planner, host organization’s security (if applicable), and the property’s security director at the start of the process creates a single point of contact, allows time for a pre-event risk assessment, and reduces last-minute surprises.
3. Ask smart, proactive questions
Organisers don’t need to be security experts, but they do need to ask the questions that open the right conversations:
- What steps are you taking to ensure the safety of guests and team members?
- What’s happening locally that could affect our event?
- What are the most relevant risks for this area?
- Who is my primary security contact before and during the event?
- How will you communicate with us if conditions change?
These questions align with DHS recommendations for soft-target environments and help ensure that both the planner and venue teams are working from the same playbook.
4. Confirm on-site safety fundamentals
Once on the property, organizers should verify that foundational safety measures are in place. These are universal across venues and event types.
- Fire and life safety. Walk the property with your security contact. Check that all exits are clearly marked and unobstructed, that pathways stay open during peak traffic, that lighting is adequate, and that the venue meets local safety requirements.
- Access Consider whether entrances and exits should be staff-monitored. If yes, what instructions will they receive?
- Trained Any event should have team members who know how to spot and escalate concerns.
Good security should feel seamless. Attendees should feel cared for rather than on edge.
5. Prepare to react with clarity and confidence
Even with strong predictive tools and preventive measures, conditions can shift. The key is to have a clear plan for who to call, how to escalate, and how to communicate information. DHS and ASIS both emphasise defined roles, communication channels, and emergency action plans. When these elements are established early, both planner and venue teams can respond quickly and calmly.
The most effective security strategies share common elements: they start early, involve the right people, and balance vigilance with hospitality.
By treating safety as a core planning consideration rather than a last-minute task, organizers create environments where attendees can focus on the event’s purpose rather than potential concerns. As organisations refine their approach, documenting best practices and sharing learnings across planning teams helps ensure consistency and continuous improvement.
Hotel safety checklist
To support your venue evaluation process, consider using an assessment tool. The 17-page Hotel Security and Safety Assessment Form, created by the American Hotel & Lodging Association (AHLA) and the Overseas Security Advisory Council (OSAC), is designed as a general guideline for corporate security departments, business travel managers, and event planners.