August 05th, 2025

Keeping Your Event Safe and Secure

One of the most important yet often overlooked aspects in planning an event is making sure it is safe and secure. Guests take for granted the fact that safety and security has been factored into the event plan, so it is incumbent upon planners to ensure this is the case. Whether you are hosting a wedding, corporate gathering, fundraiser, or other event, prioritizing event safety helps protect guests, vendors, and the reputations of all involved. Here are some things to think about to help you keep your event safe and secure from start to finish.

Consider Hiring Professional Security
For large events, high-profile guests, or any gathering where alcohol is served, hiring uniformed, professional security is a smart move. In fact, our policy requires the presence of its security vendor at private events that serve alcohol. Trained personnel can manage parking & crowd control, assist with checking IDs at the bar, and quickly respond to medical emergencies and unwelcome disruptions. Its always wise to share with guests in advance that security will be present. It helps set proper expectations and shows you are invested in their safety.

Thoroughly Vet All Vendors
All The Venue’s official partner vendors go through thorough vetting as part of the application and onboarding processes. We collect and maintain their business licenses, certificates of insurance, references, health inspections (where relevant), etc. and update them annually. Since we do allow clients to utilize vendors outside our list, we highly recommend clients only work with licensed and insured vendors for catering, photography, entertainment, rentals, etc.. If a vendor does not want to share his business license or certificate of insurance, consider it a red flag and continue your vendor search.

Know Your Emergency Plan
You should be able to coordinate with your venue to create or tweak an emergency action plan. Find out your venue’s plans and procedures for medical emergencies, fires, evacuations, weather events, or other emergencies. Make sure staff and key vendors are familiar with the plan and know who your designated point of contact is in an emergency.

Hire Responsible, Permitted Bartenders
The Venue at Lenoir City requires either the use of its staff bartenders (for limited bars), or an approved partner caterer or bartending service (for full bars) to properly monitor and control alcohol consumption. Overconsumption not only presents a huge liability issue to you, the venue, and the vendors involved in the event, it can also lead to unsafe or untoward behavior and even accidents. Other rules, such as “no shots,” and “one drink per person per visit to the bar,” etc. also help limit liability exposure and the potential for something bad to happen.

Control Access to the Event
We highly recommend the use of guest lists, check-in or registration tables, wristbands, or even badges to keep uninvited guests out and to identify the people who are supposed to be there. Such systems also help track attendance and make your event feel more personalized. For private events, clearly communicate that only invited guests may attend.

Have Basic First Aid On-Site
The Venue maintains first aid kits in the office and kitchen. We also have a burn kit and Narcan available. For large-scale gatherings other events with potentially medically sensitive or more frequently compromised guests (elderly, children, etc.) consider having EMTs or a medical station on standby.

Point Out Signage
In a crowded or unfamiliar space, easily visible signage is key to helping people navigate quickly and safely. In welcome remarks, the speaker can share the location of the rest room and exits. Most venues will have exits and restricted areas clearly marked. Guests should always avoid restricted or “staff only” areas for liability reasons.

Communicate With Your Venue
Your venue is a key partner in keeping your event secure, but communication is key to making sure everyone is on the same page and expectations are set. Be sure to ask about:

• Surveillance cameras
• Security staff availability
• Digital security (especially when payment systems are being used)
• Entry/exit protocols
• Parking lot monitoring

The more your venue staff knows, the more they can support a smooth, secure event.

Trust Your Instincts
If something feels off, speak up! Event hosts have every right to protect their guests and the event’s atmosphere. Whether an unidentified person has made his or her way on-site, a guest is acting suspiciously, or a vendor is making you feel uncomfortable, it is important to nip the potential situation in the bud. Seek out venue management and/or security so as not to place yourself in a potentially dangerous situation.

While no one wants to imagine something going wrong on their big day or important occasion, being prepared is the best way to ensure everything goes right. Safety and security do not have to feel intrusive. If thoughtfully planned for in advance, they can be a seamless part of your event that gives everyone peace of mind. By taking a few extra precautions, you will create an event that is both memorable for guests and responsibly executed by you and your vendors.

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