Whether you’re hosting a 200-person corporate function or a 10,000-person outdoor festival, event security is non-negotiable. Use this comprehensive checklist to ensure you’ve covered every base before your event goes live.
Pre-Event Security Planning (4–8 Weeks Out)
1. Conduct a Venue Risk Assessment
Before hiring a single guard, assess your venue’s specific risks: entry/exit points, crowd density zones, backstage areas, parking, and proximity to emergency services. Document findings and share with your security provider.
2. Determine How Many Security Guards You Need
A general guideline is 1 guard per 100 attendees for standard events, scaling up for high-risk environments (late-night events, alcohol service, mosh pits). Queensland crowd controllers must hold a Security Providers Licence Class 1B.
3. Book a Licensed Security Company
All security providers in Queensland must be licensed under the Security Providers Act 2005. Verify your provider’s licence with the Office of Fair Trading. NHSS Security is a fully licensed Queensland security company.
4. Apply for Event Permits
Depending on your event type and location, you may need:
- Trespass Personal Violence Order (TPVO) applications
- Liquor licence (if selling alcohol)
- Special Event Permit from Queensland Police
- Council approval for outdoor events
- Traffic management plan approval
5. Plan Emergency Response Procedures
Document and distribute emergency procedures to all staff, including:
- Evacuation routes and assembly points
- Emergency service contact numbers
- First aid station locations
- Lost child procedure
- Medical emergency escalation path
One Week Before the Event
6. Brief Your Security Team
Meet with your security provider to brief them on the event scope, VIPs, specific threats, restricted areas, and escalation procedures. Share the risk assessment and site map.
7. Set Up Communication Protocols
Equip security staff with two-way radios on a dedicated channel. Ensure a central command point is established with line of sight to key areas. Set up a control room operator if your event exceeds 1,000 attendees.
8. Coordinate with Queensland Police and Emergency Services
For major events, notify the local police liaison officer. Provide them with your event plan, expected crowd size, and contact details. This builds goodwill and can accelerate emergency response.
Day of the Event — Security Deployment
9. Staggered Entry and Exit Management
Designate separate entry and exit points where possible. Use bag checks and wanding for higher-risk events. Have crowd controllers at pinch points to prevent crushes and bottlenecks.
10. Perimeter Security
Secure all venue perimeters with clear boundaries, fencing where appropriate, and clearly identified security personnel at access control points. Remove trip hazards and secure any temporary structures.
11. Monitor Alcohol Service
If your event involves alcohol, ensure RSA-trained staff are monitoring intoxication levels. Security should have clear instructions on refusing service and removing visibly intoxicated persons.
12. Active Crowd Monitoring
Deploy mobile patrol guards and static guards to monitor crowd dynamics throughout the event. Look for early warning signs: crowd clustering, aggressive behaviour, heat stress in attendees.
13. Traffic and Parking Control
Have traffic management personnel directing vehicles and pedestrians. Ensure emergency vehicle access lanes are completely clear at all times. Coordinate with local parking attendants.
Post-Event (Immediately After)
14. Managed Exit Protocol
Don’t open all exits simultaneously. Stage the exit in phases — clear the front first, then stage areas progressively. Security and crowd controllers manage the exit just as they managed the entry.
15. Incident Reporting and Debrief
Complete a full incident report covering any security events, medical incidents, or crowd management actions. Hold a debrief with your security provider within 24 hours of the event.
Need Professional Event Security?
NHSS Security provides licensed crowd controllers, event security guards, traffic management personnel, and control room operators for events across Queensland. From a single evening function to a multi-day festival — we can scale to meet your needs.
Browse our event security services →
Learn about our crowd control services →
Request a free event security quote →
Bookmark this checklist and share it with your event planning team.
