Top tips for picking a safe and secure hotel site

Starting with your site selection, planners can begin the process of keeping attendees safer during their next event. Alan Kleinfeld, who will also speak at MPI-CAC’s NEXT conference, offers four tips for planners to use during their next hotel or venue inspection.

By the time I lay my head on my pillow each night, take a deep breath while staring at the ceiling, I feel totally… wired!

The constant bombardment of news on TV, the Internet, social media, the radio, and the iPhone’s push notifications are enough to leave anyone in a state of pure apprehension.

As we watch TV or browse CNN online, our brains see things that scare us. If it’s not the weather forecast or protest then it’s the scare of illness, like the Coronavirus. And don’t get me started on active shooters. Is it no wonder I’m so agitated at bedtime?

However, there is a bright side. We planners can be prepared. We even have the power to prevent or mitigate some issues. Starting with our site selection, we can begin the process of keeping our attendees safer.

Here are a few simple things to do during your next hotel or venue inspection.

1. Include safety at the walk-through

Planners are used to being guided around a property by sales staff, banquet folks and conference service managers. Next time, ask the venue to point out emergency exits, fire extinguishers, have them describe how the hotel meets local and state codes and regulations, and even talk about the venue’s emergency action plans.

2. Ask about first responders

As you’re checking out the meeting space and the guest rooms, ask which hospital is the nearest, what police agency has jurisdiction and where the hotel’s access points are for fire trucks, ambulances and other first responders.

3. Keep bad people out

The site visit is a great opportunity to check out the venue’s security system. Ask about cameras, security staff, see if lighting is adequate in parking garages, outdoor space and other places your attendees might visit after nightfall.

4. Ask about back of house

Although some venues might not let you have access to view back of house areas, it doesn’t hurt to ask. Make sure they provide clear hallways free of clutter and items that might hinder an emergency exit or provide a hiding place to unauthorized people. If the food service has to meet certain local health codes or regulations, confirm that they do.

Don’t forget to include ADA compliance in your walk through and confirm the venue is prepared to assist with any attendees that might have special needs during an evacuation.

These few tips will get your started and you might organically begin to ask other safety questions to make sure you’ve chosen a site that’s both safe and secure.

To earn more, register for MPI-CAC’s NEXT education and technology conference 8 a.m.-1:30 p.m. Wednesday, Feb. 12, at Convene in Chicago. Kleinfeld will present “Crisis Communication: It’s More than Social Media” 10:30-11:15 a.m. and then from 11:30 a.m.-12:15 p.m. To register, click here.

About the Author: Alan Kleinfeld, MTA, CMM, CMP, LEO, has over 25 years experience in meeting management combined with over 15 years in public safety, much of it done simultaneously. He’s a seasoned speaker, writer and educator and his safety topics have included site selection, safety overview, emergency operations and event safety. For more information, visit www.arrivemanagement.com.