The security landscape at major events such as trade fairs, congresses and conferences has evolved dramatically in recent years. This presents new challenges but also exciting opportunities for organisers. Innovative security concepts should therefore be incorporated into event planning at an early stage to ensure a consistently positive experience for everyone involved.
It is important to bear in mind that different groups – including people with disabilities, BIPoC and queer individuals – have distinct safety needs. These must be taken into account during both planning and implementation.
Whether it’s protection from attacks, extreme weather conditions such as heat and heavy rainfall, or digital security against cyber-attacks – by taking proactive measures, organisers can not only ensure safety but also foster a sense of trust and community. After all, the safety and wellbeing of everyone on site is always the top priority.
At business events, such extreme occurrences are indeed rare, yet accidents can happen during an event—such as a fire breaking out, overcrowding, panic, power outages, or the failure of infrastructure relevant to visitors (access control, payment systems, toilets). In precisely these situations, it is vital that accessible evacuation routes and information are also available.
Security measures often focus on physical threats from outside – such as unauthorised access – yet digital dangers like cyberattacks are becoming increasingly likely. The question is not if but when the next major event will be targeted. That’s why a well-thought-out security plan must also take into account the data protection risks associated with cyber infrastructures.
Like those of other organisations, the IT systems of venues often contain hundreds of vulnerabilities. These can allow hackers to steal or manipulate sensitive data. Targeted measures such as business continuity planning, zero-trust architectures and staff training can help minimise the risk.
Ensuring security is not an add-on, but must be an integral part of every event preparation. Well-considered security measures are not a limitation, but a prerequisite for delivering successful and inclusive events.
I hope that, in future, security and crisis management will not be seen as a “threat scenario” but rather recognised as a positive contribution – as something that protects people and can help prevent incidents proactively.
The development of tailored event security concepts begins with a risk assessment: potential risks are identified, the likelihood of occurrence is determined, and the possible extent of damage is evaluated. Based on these insights, measures are then derived; these might include, for example:
- Establishment of a decision-making body with diverse representation, as well as a crisis management team
- Evacuation and clearance plans
- Data protection concepts
- Crisis communication
- Arrival and departure management
A crucial factor in ensuring the safety of large-scale B2B events is close cooperation with authorities such as the Berlin police – often also with the LKA and/or BKA - as well as the fire brigade. Berlin offers an infrastructure designed to handle large crowds safely: from traffic management by BVG and S-Bahn to emergency medical services and the monitoring of critical infrastructure.
Security service providers should be involved in the planning process from an early stage, as they are key partners in developing security concepts. These concepts include not only risk analyses, but also the implementation of emergency, evacuation and crisis communication plans, along with the regular and professional training of security personnel.
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.
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, thermal imaging cameras and biometric access controls are enhancing the security portfolios of many venues. However, the same principle applies here: technology is no substitute for trained personnel.
The integration of drones, thermal imaging cameras and artificial intelligence supports the early detection and mitigation of potential risks. Efficient surveillance systems, facial recognition, and intelligent access controls using handheld scanners and security screening devices are just some of the technologies used to enhance safety at large-scale events. At the same time, it is essential to ensure that technological innovations are designed to be non-discriminatory and accessible. AI can also help identify suspicious movements, objects, bottlenecks and crowd formations at an early stage, allowing for appropriate responses and ensuring the safety of all attendees.
While body scanners and similar technologies have long been standard in many countries, in Germany we often still find it difficult to maintain a visible security presence. It is often perceived as a deterrent rather than a confidence-builder. I hope that our perception will change here in the long term - towards greater acceptance and appreciation of the issue of security.
However, the greatest risk factor remains the human element. Well-trained and regularly briefed security teams that are capable of reacting swiftly yet calmly in critical moments remain irreplaceable, despite all security technology. In evacuation scenarios in particular, it is crucial that they exude calm in order to guide people out of potentially dangerous situations as quickly as possible – while taking into account differing needs such as mobility, language and stress management.
Most event organisers are well prepared and have detailed crisis plans in place. However, in practice, situations can arise that are not always foreseeable. That’s why it makes sense to have a Plan B or even Plan C ready to go. This ensures you remain prepared for all eventualities. Training sessions should not only cover security matters, but also be designed to reflect diversity awareness and accessibility – for example, through visually supported content, plain language or scenario-based simulations. Better safe than sorry – though absolute safety can never be completely guaranteed.
Most event organisers are well prepared and have detailed crisis plans in place. However, in practice, situations can arise that are not always foreseeable. That’s why it makes sense to have a Plan B or even Plan C ready to go. This ensures you remain prepared for all eventualities. Training sessions should not only cover security matters, but also be designed to reflect diversity awareness and accessibility – for example, through visually supported content, plain language or scenario-based simulations. Better safe than sorry – though absolute safety can never be completely guaranteed.
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