The security landscape for business events such as trade fairs, congresses and conferences has evolved significantly in recent years. This presents new challenges—but also exciting opportunities—for event organisers. By combining innovative security measures, proactive crisis prevention and well‑structured crisis communication, not only is safety enhanced, but organisers can also build lasting trust with attendees and ensure the event runs safely and successfully.
Whether protecting against attacks, increasingly frequent extreme weather events such as heatwaves and heavy rainfall, or ensuring digital security against cyberattacks—proactive planning allows event organisers not only to guarantee safety but also to foster a sense of trust and togetherness. After all, the safety and wellbeing of everyone on site must always take priority.
While extreme incidents are rare in the context of business events, accidents can still occur during a gathering—be it due to fire outbreaks, overcrowding, panic or failure of critical infrastructure. In such cases, it is vital to have accessible evacuation routes and clear information readily available.
Security measures often focus on physical threats from the outside – such as unauthorised access – yet digital dangers like cyberattacks are becoming increasingly likely by the day. The question is not if, but when the next event will be targeted. Like in other businesses, Venue IT systems frequently contain hundreds of vulnerabilities, making it easier for hackers to steal or manipulate sensitive data.
Ensuring security measures and crisis management should be an integral part of every event planning process. Well-considered precautions are not a limitation – they are a fundamental requirement for delivering successful events.
One thing is clear to me: security and crisis management must no longer be viewed as mere “worst-case scenarios”. They are an invitation to act professionally, to build credibility and to strengthen trust – in the event itself, in the Organisation, and in the people behind it.
Security concepts and crisis management are often mentioned in the same breath – yet they serve different purposes and come into play at different stages. Security concepts are preventive by nature: developed in advance, they assess risks and define clear procedures – for example, for emergencies, visitor guidance or coordination with public authorities. Crisis management, on the other hand, takes effect when the unexpected occurs – and ensures swift, structured action through well-developed scenarios, established crisis teams and clear communication channels. The two areas complement each other perfectly: while the security concept minimises risks, crisis management ensures the ability to act in a critical situation.
A key element in ensuring the safety of large B2B events is cooperation with the BOS. This abbreviation stands for “Behörden und Organisationen mit Sicherheitsaufgaben” – public authorities and organisations with security responsibilities – primarily the police, fire brigade and emergency services.
As soon as an event reaches a certain size or level of complexity, the Venue will automatically involve the police as a central stakeholder in the planning process. Whether it’s to conduct a preventive risk analysis or to manage traffic on site, their involvement depends on the event theme, the number of guests and the potential risk level.
The Venue’s security service providers should also be included in the planning process. They are key partners in developing security measures and/or concepts for dealing with incidents and emergencies.
Berlin offers a wide range of modern event venues that have already implemented comprehensive physical and digital security measures. The EUREF-Campus in Berlin-Schöneberg is not only a flagship project for sustainability, but also stands out for its high security standards. The site features controlled access points, video surveillance, entry systems with personal identification, and its own security control centre. Malzfabrik combines historic industrial architecture with state-of-the-art event requirements. It places great emphasis on safety precautions, ranging from fire protection plans and emergency exit systems to detailed crowd management processes.
In addition to a professional security service provider, the Uber Eats Music Hall also offers dedicated awareness teams. These teams support individuals in emotionally charged situations. Whether someone experiences discrimination, (sexual) harassment, is under the influence of drugs or alcohol, or simply wishes to raise an issue that requires sensitive attention – specially trained staff are on hand to provide support.
As Europe’s largest hotel, congress and entertainment complex, Estrel Berlin offers state-of-the-art security management. This includes access controls, in-house security personnel, redundant IT systems and close coordination with the Berlin authorities. It features its own technical control centre and is particularly well equipped for large-scale events with several thousand attendees. InterContinental Berlin represents not only luxury, but also the highest security standards. In addition to the discreet integration of physical security measures, the hotel boasts a well-designed IT infrastructure for digital safety. Ideally suited for high-profile business events with sensitive guests from politics, business and diplomacy.
Technological innovations such as AI-assisted surveillance systems are enhancing the security portfolios of many venues. However, the same principle applies here: technology is no substitute for trained personnel.
The integration of AI can help identify and minimise potential risks at an early stage. Efficient monitoring systems using drones and thermal imaging cameras, facial recognition, and access control with handheld scanners and security gates are just some of the future technologies that could enhance safety at business events. In theory, AI technologies could also help detect suspicious movements or objects, as well as bottlenecks and crowd formations, at an early stage – enabling timely responses to ensure the safety of all attendees.
Cultural differences shape how we perceive security. In many countries, visible security measures have long been part of everyday life, whereas in Germany, we often still find them difficult to embrace. They are frequently seen as off-putting rather than trust-building. I hope that, over time, our attitude will shift – towards greater acceptance and appreciation of the importance of security.
Despite all current and future security technologies, well-trained security teams who can respond swiftly and calmly in critical situations remain indispensable. Security is usually provided by the respective Venue, which ensures that all necessary measures are in place to guarantee safety. In evacuation scenarios in particular, it is crucial that security personnel convey a sense of calm to move people out of potential danger as quickly as possible – while also taking into account different needs such as mobility, language and stress response.
Most event planners are well prepared and, alongside security measures, ideally have a crisis management plan ready to go. Think of such a plan as a well-organised toolbox: it combines a range of proven strategies with clearly defined courses of action – including Plan B and C – to enable a flexible and targeted response to a wide variety of scenarios. Effective crisis management also includes clear and rapid crisis communication, ideally keeping both internal and external stakeholders informed in real time. Especially in dynamic situations, a strong communication strategy can help prevent panic and maintain the trust of those affected.
This way, you stay prepared for all eventualities. After all: better safe than sorry – but absolute security can never be fully guaranteed.
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