6 Frequently Overlooked Safety Hazards at Corporate Entertainment Events

As a fellow corporate entertainment event planner in NYC or elsewhere, you know the feeling of having details coming out of your ears. Everything is your responsibility: venue, vendors, catering, rentals, contracts, capacity, seating charts, green M&Ms- you get the drill. In the crush to get the function planned and executed, safety frequently takes a back seat to convenience, and is often forgotten – until it becomes an issue.

One of my personal quirks is that I’ve got unusually heightened protective instincts. In addition to being an expectant first-time father, I also spent 5 years as a volunteer firefighter and EMT with my local firehouse growing up– meaning that my antennae are extended way higher than most when it comes to event safety.

When planning your next function, here are some safety tips to keep in mind – even if way in the back of your mind – to help ensure that your attendees, staff and vendors all enjoy the event without fear of injury:

• 1. Don’t Block Exits – Especially tempting when venues are crowded or overbooked, don’t sneak a table, riser or row of chairs anywhere near the doors. Not only is this a flagrant fire code violation, but you’re putting your guests at risk if something happens.

• 2. Tape Down Loose Cables – It seems like an attractive option to just tuck cables, cords and other event “snakes” along the molding or run them under tables, and nobody will know. Yeah, that is until someone trips. Bring your electrical tape to every event and secure your cables firmly, or else you might have a wipeout.

• 3. Don’t Overload Electrical Outlets – We’re all guilty of this one. When my live trivia company runs events, this usually involves laptops, microphones, iPods and sound projection equipment- all of which needs to feed off of that one lonely outlet nearby. Maxing out an outlet, surge protector or extension cord is a recipe for trouble, so don’t do it.

• 4. Lightening Means Get Inside – If your event is outdoors, such as a scavenger hunt, obstacle course, golf outing or what have you, rain is an acceptable risk. Lightening, however, is not. Don’t take chances here; even if the competition is fierce and people are having a blast, bring everyone inside at the first bolt.

• 5. Don’t Store Propane Indoors – Will your event involve firing up the grill? Avoid the urge to pick up extra tanks in advance and keep them inside the venue or office supply room, in case- well, you can probably guess why this is a bad idea. Accidents do happen with propane tanks of all sizes, and you don’t want them inside when they do. 
  

• 6. Provide Transportation if Off-Site – Corporate entertainment generally involves alcohol, and unless you live in New York City or other large urban area, chances are your event will not be within walking distance from wherever you’re starting (or finishing). Always try and provide shuttle bus or car service if feasible, so that your attendees don’t unnecessarily risk driving dangerously.

The goal of a corporate entertainment event is to have fun, and allow your employees, clients or loyal brand enthusiasts to socialize and enjoy themselves. The last thing you as the event planner need to worry about is the safety of everyone there, so why not take a few extra steps to put your mind at ease?

If you can think of any other frequently overlooked event safety concerns, please feel free to leave them below- you may just prevent an accident from happening!