The safety of everyone involved is of central importance at trade fairs such as Prolight + Sound. In an industry where innovative technologies, extensive equipment and a large number of visitors come together, the security concepts for trade fairs require particularly careful planning and implementation. We show the different facets of security concepts at Prolight + Sound to understand how these challenges are effectively mastered to ensure a safe and successful event.
Security concepts for trade fairs
A trade fair has specific security requirements that need to be carefully considered due to its unique characteristics such as the number of visitors, the type of exhibitions and a venue that is difficult to manage. First and foremost, a comprehensive risk analysis is essential in order to identify potential sources of danger and develop effective safety concepts based on this. Messe Frankfurt’s emergency plans and emergency management system serve as the basis for this. All security-relevant processes are described in the detailed security strategy, which includes not only the trade fair itself but also the set-up and dismantling phases. Operational plans are drawn up accordingly for the security service and emergency services.
A security concept for trade fairs should include the following important contents
- Risk analysis: Assessment of potential risks such as natural disasters, terrorist attacks, health risks (e.g. pandemics), technical faults, etc.
- Visitor management: Strategies for controlling visitor flows, admission controls, ticketing systems, measures to prevent overcrowding.
- Emergency plans: Detailed plans for emergency situations, including evacuation plans, first aid locations, emergency communication strategies.
- Security personnel: Deployment of security personnel, their responsibilities, coordination with local authorities and emergency services.
- Access control: Ensuring that only authorised persons have access to certain areas, use of security technologies such as surveillance cameras, metal detectors.
- Fire and health protection: fire prevention and firefighting measures, provision of medical staff and equipment, hygiene concepts.
- Transport concept: Planning for the arrival and departure of visitors, car park management, coordination with public transport.
- Crisis communication: Strategies for communicating with the media, visitors and employees in the event of a crisis, use of social media and other communication channels.
- Data protection and IT security: protection of sensitive data, measures against cyber attacks, secure payment systems.
- Follow-up and evaluation: Analysing security measures after the trade fair, evaluating feedback, adapting the concept for future events.
Messe Frankfurt works closely with the security authorities at all events.
The requirements and the definition of the necessary measures are always tailored to the needs of the individual events and the current situation. Coordination takes place in close cooperation and coordination between the Messe Frankfurt security team and the police authorities. Messe Frankfurt consistently follows their instructions.
Jürgen Steingötter, Security Officer at Messe Frankfurt
Security for access control
Our camera team also has to go through the security check at the entrance to Prolight + Sound in the morning
A critical aspect of security at trade fairs is access control. Ticket checks, identity checks and the wearing of badges ensure that only authorised persons are granted access. Security staff can also carry out random bag checks. In addition, measures such as video surveillance and regular security patrols help to effectively monitor the site and respond quickly to any incidents.
Since 2016, there have also been increased checks on people and vehicles at the exhibition centre before and after the event. During the trade fairs, the stands, which often contain sensitive and valuable exhibition material, are protected by stand security. All employees receive special security training on how to deal with various dangerous situations and suspicious persons.
Crowd management at trade fairs
Crowd management involves strategies and measures for the effective control and monitoring of crowds to ensure the safety and comfort of all participants. When planning trade fairs, it is crucial to direct the flow of visitors in such a way as to avoid overcrowding and ensure that everything runs smoothly.
The most important elements of crowd management include
- Careful planning of the event space
- the provision of clear signposting
- providing sufficient escape routes
.
It is equally important not to exceed the capacity of event venues and to organise admission controls efficiently. Staff at trade fairs also play a key role in crowd management. Trained security and event staff must be able to manage crowds, recognise potential risk areas and respond quickly to emergencies. The use of technology, such as video surveillance systems, can also help to identify bottlenecks and crowds at an early stage, respond accordingly and ensure the safety of all participants.
Emergency medical services: a critical part of the safety strategy
Health and medical services are a critical component of security strategies for trade fairs. Their main task is to respond quickly and effectively to medical emergencies, thereby significantly supporting the safety and well-being of visitors and participants. First aid stations, staffed by qualified personnel, are essential and equipped with necessary equipment such as bandages and defibrillators. The provision of ambulances may be necessary for larger events.
Close cooperation between the medical services and other security forces is crucial to ensure a rapid and coordinated response in the event of an emergency. This goes a long way to increasing overall safety at the exhibition and ensures that medical incidents can be handled efficiently and professionally.
Hygiene concepts: continuous adaptation to current events
Hygiene concepts at trade fairs have taken on a new dimension of importance since the outbreak of Covid-19. They now include not only the standard measures for cleanliness and infection prevention, but also specific strategies to prevent the transmission of Covid-19 and other communicable diseases. In the meantime, we have resumed regular event operations at Messe Frankfurt. We attach great importance to each person acting on their own responsibility to avoid exposing themselves and others to unnecessary risks of infection.
In view of the current situation, Messe Frankfurt is continuously adapting its operations to ensure the protection of all guests, participants, organisers, service partners and its own staff. Up-to-date information can be accessed here at any time. Our measures include operating our ventilation systems with a high proportion of fresh air that still meets energy standards. In addition, customised cleaning intervals and the provision of disinfectants ensure additional safety.
These concepts also take into account the well-being of participants through measures such as the provision of adequate sanitary facilities and the promotion of hygiene practices among visitors. Overall, hygiene concepts aim to create a safe environment that minimises the risk of infection while enabling a positive and healthy trade fair experience.
Safety in the spotlight: the I-ESC conference at Prolight + Sound
The International Safety Conference (I-ESC) offers informative presentations and seminars on event safety
For Messe Frankfurt as a company, safety concepts are a central concern, and the topic of “safety at events” is also prominently addressed at the Prolight + Sound trade fair. The International Event Safety + Security Conference (I-ESC), organised by the VPLT, takes place in this context. This conference is a meeting place for international experts in the field of event safety and security, where current topics in the event and live performance industry are discussed.
The format of the I-ESC comprises three main topics, which are dealt with in international panels and satellite presentations. These provide an ideal platform for discussion and networking to expand your knowledge and expertise in the field. The conferences will be held in both German and English and participation is free of charge. Please note, however, that the number of participants is limited.
Further articles on the topic of "Security at events"
Our view on why security concepts are indispensable for trade fairs
At Messe Frankfurt, we firmly believe that comprehensive security concepts for trade fairs are not only important, but absolutely essential. In our fast-moving and increasingly interconnected world, trade fairs present unique challenges – they are global meeting places for people and ideas. This is where different cultures, technologies and business interests come together. This is precisely why security must be a top priority.
Our risk analyses are thorough and comprehensive. They are the key to being able to react proactively to threats instead of just reacting. In our eyes, effective visitor management is far more than just ticket controls. It is a decisive factor in guaranteeing security and convenience.
At the heart of our security strategy is our highly qualified security staff. They are not only guards, but also ambassadors of security, whose presence radiates calm and confidence. Technology plays a supporting role, but ultimately it is people who make the difference.
In crisis situations, fast and clear communication is essential. Our strategies for this are sophisticated and tried and tested; they are crucial for acting efficiently and reassuringly in an emergency.
Finally, we view safety at trade fairs as a continuous learning and improvement process. We never rest on our laurels. Every event, every piece of feedback is an opportunity to improve. For us, this is more than just a job, it’s a vocation. Our guests deserve nothing less than the highest level of safety and comfort – and that’s exactly what we strive for every day.
