5 tips from our leaders on managing safety during meetings and events
Where does duty of care sit when you start planning corporate meetings and events? In today’s scenario, it should definitely be in your top three priorities. Whether you are managing meetings for 10 C-suite executives, moving 500 people for a conference, or flying top performers for incentive travel to remote destinations, your best events should be well-planned and people well-protected.
The landscape is evolving, from geopolitical events to disruptions rising from extreme weather conditions, and your approach should change as managing attendee safety is not a simple checkbox tick anymore.
We’ve gathered insights from our FCM Meetings & Events leaders across Asia for risk management. Read on to know their perspectives on safety and risk management while organising corporate meetings and events:
Attendee safety should be paramount and the discussions on duty of care should start at the planning stage. While organising product launches, big ticket corporate announcements, or industry-level conferences, it is crucial to talk to venue managers on entry and exit points, emergency exits, fire safety protocols, and evacuation plans. This helps in timely response during untoward incidents.
Jing Wen Wong, Leader- Southeast Asia, FCM Meetings & Events
One-size-fits-all approach to safety doesn’t work when managing group or incentive travel. Every region is different, and safety procedures can vary. Firstly, it’s important to flag high-risk zones and you must check your company’s policy on visiting certain countries. Also, local partnerships and destination know-how is important. For people travelling from India to Japan, language barriers can become a hurdle while navigating disruptions. So, a local partner becomes crucial. Here, partnering with experts with global and local expertise bridges the gap.
Nichole Zhu, Leader-Greater China, FCM Meetings & Events.
Duty of care also means giving assurance to attendees of their safety and well-being. They are aware sudden disruptions are outside anyone’s control but sharing a contingency plan can give them peace of mind. After, all you don’t want them to keep thinking about disaster management at an event. Share floor map, evacuation strategy, and a point of contact with attendees. Working closely with suppliers on duty of care makes a difference, for example having medical professionals on standby, especially for larger events or beach activities can also elevate confidence.
Norimasa Arase, Leader-Japan, FCM Meetings & Events
Managing safety cannot be an after-thought. When leadership makes clear that attendee safety is non-negotiable, it changes how every decision is made. That cultural shift is what actually protects your people. Whether you are hosting an incentive trip to London or organising conference in your home country, robust safety protocols go a long way. A pre-travel briefing that includes water/food safety, weather warnings, safety checks, legal considerations, and much more is always beneficial.
Jude D’souza, Leader-India, FCM Meetings & Events
Quick tips to manage safety
Duty of care is corporate governance. It is about protecting people, brand reputation, business continuity, and compliance. Key stakeholders should start conversations, and create a template mapping every touchpoint of journey, right from the moment attendees leave for events to when they return.
Manpreet Bindra, Leader- Asia, FCM Meetings & Events
Bindra sums it up:
- Prepare a contingency plan to handle unexpected disruptions. We plan regular trainings for our tour managers to handle complex situations.
- Communicate your contingency plans with attendees.
- Check fire and safety protocols, talk to venue managers.
- Assess high-risk zones and your company’s policy.
- Have medical professionals/ambulance on stand-by.
- Connect with local suppliers for support.
- Partner with seasoned specialists who have global footprint and local expertise.
Building safety into everything we plan- from initial risk assessments through to post-event reviews- can be a game-changer. Creativity and duty of care go hand-in-hand.