Security for your event

Experienced organizer or not, it is up to you to be responsible for the protection of your event. Not to mention, of course, all the people who attend. So it's no wonder that security-related issues are bothering you. What is the most suitable location for my event? What are the safety regulations related to this place? What are my obligations in terms of complying with safety standards? What services should I contact to secure my event?

Don't panic! Here we present the main points to discuss in order to set up a perfectly secure event.

What legislation is there for my event?

First of all, know that any public demonstration must be declared at the town hall. You must complete it one year at the earliest or one month at the latest before the date of your event. This is when you will present the arrangements you plan to take to secure your event.

Indoor event

Once you decide to organize an indoor event, you are probably in the case of an Establishment Receiving the Public (ERP). But what is it then? They are simply buildings, premises or enclosures in which outsiders are admitted, regardless of whether access is paid, free, free, restricted or by invitation.

Be aware that ERPs are classified into 3 main types and in 5 categories. These are defined according to the maximum threshold of people who can be accommodated at the venue of your event and define the applicable regulatory requirements according to the risks. It is therefore necessary that you know the type and category of ERP in which you are located and to have an approximate knowledge of the number of people expected in order to know which security regulations apply to you.

An important thing to know is that the security regulations that apply for ERPs fall under two central documents, namely, the Construction and Housing Code (CCH) and the Safety regulations specific to ERPs.

Then, to be able to obtain authorization to open to the public, you must provide the mayor with the extract from the security register of the chosen ERP. It must have been sent to him eight days before the start of the demonstration. This includes the identification number, the date the envelope and structure were checked by the Marquees, Tents and Structures Audit Office (BVCTS) dating back less than two years, as well as the frequency of verification of technical installations.

To give you authorization, the mayor is required to check compliance with ERP security standards. If these are not properly applied, the owner or operator of the ERP is exposed to closure or even criminal sanctions. As for you, you simply won't get your permission. Your only solution will therefore be to fall back on another location for your event, this time up to standards.

Outdoor event

An event organized outside may, by its nature, have more flexible regulations than those organized indoors.

If your event is a stroll on public roads, there is generally no characterized ERP. So there is no mandatory regulation. Attention, this does not mean that you should not put anything in place to ensure the safety of your event! On the contrary, you should always apply the safety standards related to your type of outdoor event.

Given the large number and complexity of cases, we advise you to consult the guide to good practices for securing a public road event. In it, you will find all the information and regulations concerning all types of so-called public road events.

Prevention is better... than cure

You have chosen the most suitable location to organize your event. You have also become aware of the regulations and security obligations related to it. From now on, it is necessary that you focus on purely technical security issues.

Safety insurance

Know that security insurance has two dimensions: one human and another material. Indeed, you must, on the one hand, check that your insurance covers all the people involved on the day of your event, namely the public and your team. On the other hand, you should also remember to cover the occupied space and all the equipment.

Don't focus on the size of your event to decide whether or not to insure it! An accident happens quickly and the costs to reimburse it can reach very high amounts. Hence the need to take out security insurance to avoid incurring civil liability, whether for a group of thirty people or a festival involving 10,000 people.

Electrical installations and fire risk

If your event requires the installation of an electrical installation, you will therefore be confronted with several risks, such as fire or electric shock.

If your installation is temporary, it must be checked and validated by an approved inspection body such as Bureau Veritas. However, if it is permanent, the check must be done every year by the owner of the place.

On the other hand, pay close attention to the materials present on your event before choosing the location of your event. In fact, materials that are reactive to fire cause great combustion dangers. It is therefore in your best interest to choose a building with non-flammable materials such as concrete or steel.

Note that in the case of an ERP, the CCH requires the presence of fire extinguishers on the premises, or even that of a fire safety department. So remember to check this with the owner of the place.

Attention: If your event is in the case of a CTS ERP (Marquees, Tents, Structures) and whether it involves fireworks or any type of activity involving flames, your event site must be visited by the safety committee. This visit takes place at the request of the mayor or the prefect as soon as the mayor or prefect has taken note of your declaration of public demonstration.

An accessible event

Questions about travel and access to your event location are just as important as the previous ones. So, you need to know the plans for the location of your event. Not to mention the position of the accesses as well as their number.

Always keep in mind that every road can be an accident prone location. That is why you should not forget any of them! Always check that their dimensions meet the standards. Also, make sure there are emergency exits. Without forgetting to think about their accessibility and visibility.

Finally, if you expect people with reduced mobility, you must respect several obligations. These relate in particular to the exterior and interior parts of the place. They concern, among other things, traffic, part of the car parking spaces, elevators, and finally the premises and their equipment. For example, the presence of ramps is mandatory so that these people can move around the site of your event without hindrance.

The guardian angels of your manifestation

The emergency service

The request for DPS (Emergency Device) is mandatory if your event is held in an ERP and it expects at least 1,500 people. However, a DPS may be imposed on you by the police authorities for a crowd smaller than 1,500 people if your event is considered to be at risk.

To set up a DPS, you must use only approved civil security associations, such as the Red Cross or Civil Protection for example. To do this, you can consult the list of approved associations on the website of the Prefecture of your department. You can also, if you wish, offer volunteers who have undergone first aid training to take on this role.

Generally, these provisions are set to ensure the safety of the public above all. However, you can expand them. To whom? To all the people involved in organizing the event and/or providing a service, if of course, you consider it appropriate.

The security service

Any event requiring a check of people at the entrance (bags or palpations) must be carried out by trained and/or approved personnel.

To set it up, you have the option of using a private security company. The latter can cover all aspects of security and support you throughout your event. Of course, there are costs involved. If you can't afford it, other options are available to you. Indeed, you can call on volunteers to do this work. But be careful, it is mandatory that they hold a diploma SSIAP !

You now know the regulations in force and the obligations incumbent on you concerning the physical security of your event. However, be aware that securing your event does not only mean protecting the place. Indeed, for your festivities to be successful, you need to ensure the digital protection of your event. This includes the protection of data related to your event. Not to mention compliance with the legislation concerning the sale of your tickets.

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To be serene, secure your event by following Wilout's advice!