Issued by: The Exhibitions and Events Association


"Of key concern to exhibitors, organisers and exhibition and event attendees is the question of security. All too often this issue is considered at the end of the planning stages and receives what is left of the budget, as opposed to the funding and consideration it properly deserves.”

When choosing a security company for your exhibition or event, the following pointers may be of great assistance in discriminating between the various options on offer. For exhibitors and visitors, security is of key concern. Says Peetz: “Personal safety and the security covering stands and the products on display are crucially important to the success of an exhibition or event. If visitors feel threatened or there is a high incidence of theft, organisers will experience great difficulty in attracting both groups back to the show or event in the future.” In addition, organisers rely on security teams to monitor access to the exhibition or event and where there is a cover charge to enter, security teams are a crucial element in optimising the financial success of an exhibition.

One of the first questions to ask a prospective security service provider is to enquire about their public liability insurance. This insurance policy must be specific in covering the supply of security to an exhibition. This is termed as a “special event” under public liability insurance, which is a very different policy to those that cover “guarding” services. In order to avoid any unpleasant surprises, should something go wrong, it is imperative to check that any service provider tendering for the exhibition has this clause within their policy.

Secondly, there are several Acts and legislation that govern the working conditions of workers within the security services industry. Many of these workers fall within a very vulnerable group of workers and are often exploited. Consider that many of your visitors attending your show are likely to have a high level of contact with your security staff. As they enter the venue, access control will be supplied or monitored by these staffers. If someone needs assistance, or a child goes missing, or a visitor is looking for directions, most visitors will approach security staff for assistance. These staffers will interact with large numbers of people over the course of a 12-hour shift. If they are not well rested or well informed, visitors could leave your show with a significantly bad impression. Says Peetz: “The average visitor will view security staff as the organiser's staff and will not differentiate between the two. It is also noteworthy that safety and security are key items in EXSA's judging criteria for exhibitions.”

There is a considerable amount of time and effort that goes into regulating exhibitions and events. EXSA's security liaison and board member Mark Sleep recommends the hiring of a security consultant, to liase between the organiser, venue owner and the security company hired to provide security for an exhibition or event. Says Sleep: “A consultant provides an excellent communication channel for organisers to address the needs and concerns of all the relevant stakeholders organising an exhibition or event. This ensures everyone's needs are adequately addressed and that compliance issues are dealt with correctly. Security companies have someone who understands the unique challenges of their industry and organisers have assistance from an informed source, who can recommend how best to secure a venue and manage the staff provided.”

The security industry is also governed by various articles of legislation, which protect both employers and employees. A compliant company must provide their staff with a basic minimum wage depending on their grade and competence. Employees can only work a 12-hour shift, and may only work 48 hours a week. They must also be provided with a uniform and other benefits. This makes security quite a costly requirement, but one that is crucial to an event's success. Proper research of the prices and services offered by security companies will highlight any compliance issues.

If organisers and venue owners are properly informed of the logistics involved in providing security to an exhibition or event, they have a greater understanding of the quotation they receive from a prospective security company. By asking the right questions, organisers can ensure their event proceeds smoothly. Greater education and awareness will benefit all partners within the exhibitions and events industry, from venue owners to organisers and infrastructure and service providers.

For further information and guidance in choosing a service provider, contact Sharon Peetz at EXSA's head office on (011) 805 7272 or visit www.exsa.co.za.

Visit our PRESS OFFICE: EXSA - The Exhibitions and Events Association of Southern Africa - was established in 1980 as a non-profit organisation. EXSA is the official and recognised Association of the exhibition industry in Southern Africa, providing credibility and status for its members. EXSA aims to both protect and promote the exhibition industry.- more....

[11 Aug 2008 17:52]

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