Safety is not a secondary concern

Security personnel at an event have two core responsibilities: access control and incident management. Access control is what guests see: someone at the door checking invitations or tickets. Incident management is what hopefully remains out of sight: the ability to respond quickly and professionally if something goes wrong.

How many security personnel do you need? A rule of thumb: plan for one security guard per 100 guests for a private, low-risk event. For a party with an open bar or an event in a public space, the minimum is one guard per 50 guests. In special circumstances—such as the presence of a dignitary or a politically sensitive topic—you should hire a specialized security service.

Security personnel must be certified. In the Netherlands, a security diploma (MBO Level 2) is required for security guards who escort members of the public. Always ask to see their certification and proof of registration with the National Road Traffic Authority (for uniform authorization) or equivalent documentation. Not all security companies are created equal.

Always include security personnel in the pre-event briefing. They need to be familiar with the program, understand the route, and know who the event manager is—their direct point of contact if anything happens.

First aid is mandatory. Not always by law, but always morally. And in many cases, it’s also a legal requirement: municipalities and insurers require a first-aid station at events with more than a certain number of guests.

What are the guidelines? For events with up to 200 guests, two certified first aiders with a fully stocked first aid kit are usually sufficient. For 200 to 500 guests: at least four first aiders and a permanent first aid station. For more than 500 guests or for high-risk activities (sports, water, extreme heat): hire a professional medical service with emergency response personnel, an AED, and, if necessary, a nurse on site.

Make sure the first-aid station is visible and easily accessible. Guests must be able to go there immediately without disrupting the entire program. Also, make sure there is an AED near the first aid station—an AED within 6 minutes is the gold standard for cardiac arrest. And: provide the address of the event location to every team member. If 911 is called, everyone must be able to immediately provide the full address, including the house number and floor, if applicable.

A safety plan is a document that outlines all safety measures. It is required for events with more than 250 guests held in public spaces and must be submitted to the municipality as part of the permit application. For private events, it is not technically required, but it is strongly recommended—and insurers sometimes require it as a condition for paying out claims in the event of damage or incidents.

What does a safety plan include? At a minimum: a description of the event and the venue, a capacity overview for each room, details on security and first aid staffing, an evacuation plan with escape routes for each room, a communication plan for the production team and external services, and a description of how to handle the most common incidents.

Don’t wait until the day of the event to write the safety plan. Start working on it six to eight weeks in advance. Coordinate it with the venue manager, the security team, and, if applicable, the local government. A good safety plan isn’t a bureaucratic document—it’s an operational tool that everyone on the team understands and uses.

Read more: Risk assessment for your event: how to make sure you don’t miss anything →

The permits you need depend on the nature and scale of your event, the location, and the municipality. Here are the most common permits and notification requirements for business events in the Netherlands.

An event permit is required if the event takes place in a public space, or if it is a private event with more than 250 attendees at a venue that is not specifically designed as an event venue. Applications must be submitted at least eight weeks in advance—twelve weeks for large or complex events.

The liquor and hospitality license: if you serve alcohol at a venue that does not hold its own hospitality license, you need a special exemption. You must apply for this with the municipality. Please note: even a "private" bar at a company party falls under this rule if guests are served alcohol and the venue does not hold a full hospitality license.

Music permit or noise policy: Each municipality has its own standards for maximum noise levels. Check with the venue or the municipality. For outdoor events, a separate noise exemption may be required.

Don't wait until the week before the event to start applying for permits. Plan for this as soon as you've confirmed the venue, date, and scale of the event.

Writing a safety plan sounds like a job for a lawyer or an insurance agent. But in practice, it’s a production task. It requires knowledge of the venue, the program, visitor flow, and potential risk areas. Those are exactly the elements that a good event agency keeps in mind.

At Live Impact, we develop safety plans as an integral part of our production process. We know the venue, arrange security and first aid, obtain the necessary permits, and ensure that the plan is sound—not just on paper, but also on the day of the event. We brief the team, run through emergency scenarios, and are on-site during the event to coordinate in case of any issues.

Read more: Crowd control at your event: how to manage the flow of people →

Safety at an event isn’t just a checklist to tick off. It’s a series of decisions that you make early on, document thoroughly, and carry out on the day itself with a well-informed team.

Wil je hulp bij het opstellen van het veiligheidsplan, het regelen van beveiliging en EHBO of het aanvragen van vergunningen? Neem contact op via philip@live-impact of bel ons op (085) 401 401 4. Wij zorgen dat het goed zit — van eerste plan tot laatste gast.

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