In these uncertain times, expecting the unexpected has never been so crucial for meeting planners. Here we’ll look at some best practices in the highly important areas of event security and sustainability, with input from some top planning experts on being green and staying safe in 2026 and beyond.

SAFETY FIRST

We’ll begin with a look at event security and safety, since keeping attendees free from harm is the top priority for any planner. Jill Perlstein, former longtime meetings and planning officer with the American Booksellers Association (ABA), weighs in with some actionable words of wisdom, emphasizing that these are her opinions and not necessarily reflective of the ABA.

“Whether or not your group is politically minded, today’s environment calls for more awareness of the issues that may affect attendees’ safety,” Perlstein shares. “Everything from travel to the safety of the speakers at the event can have associated risks. Whether public or private, the complexity and visibility of your event has to be taken into consideration as well. Take the time to be sure that the venues understand your program, your attendees and the expected flow so that they can be your partner in the preparations.”

She also advises connecting clearly with venue staff to make sure everyone is on the same page when it comes to making events as safe as possible, and asking them for their emergency plans. She says, “With few exceptions, most will have detailed written plans in place for dealing with potential health, safety and security issues from admissions to terrorist attacks. You can also consider hiring a third-party security team to cover any gaps. But be sure that they are an approved team.”

And while it’s wise to designate any emergency response to the pros, Perlstein stresses that a two-way street of communication is another invaluable facet with event safety.

While it is best to leave the response to trained first responders, the event management team should create a communication plan with its staff that includes a place to gather if the event is interrupted for an emergency, she explains, adding, “Staff should also know how to bring an issue to the attention of the venue even if calling 911 is an option.”

The best anyone can do is educate themselves and their team and know who to contact in case of an emergency, Perlstein adds. “From the many training sessions and webinars I’ve completed, the best advice I’ve heard is: ‘If you see something, say something.’ There’s only so much one person can control. Trust that local authorities will know how to respond.”

Sekeno Aldred, MTA, CMP, DES, director of learning programs and events with Goodwill Industries International, emphasizes attention to detail and proactive vigilance, among other strategies when it comes to safeguarding attendees. “Ensuring the safety of our participants and the integrity of event content, both physically and virtually, is our top priority,” Aldred says. “When planning an event, I address all relevant security factors, including the nature of the event, audience, location and other concurrent activities within our network and the world. We emphasize safeguarding participants’ data, health and mental well-being to create a comfortable environment.”

She says that including every possible event partner is invaluable to safety, even if it means additional gatherings to get all the details right. “Maintaining security demands constant vigilance and proactive measures. Commitment from key stakeholders, including leadership and partners, is essential. This often involves extensive research and participation in additional meetings, which can be challenging with limited resources but must be done,” Aldred elaborates. “At Goodwill, we have developed and routinely review contingency plans to address potential disruptions, from weather-related challenges to public health alerts.”

Codes of conduct and comprehensive approaches to security are also vital and should begin upon initial event entry. “We adopt a comprehensive approach to security by scanning all participants upon entry, maintaining stringent protocols, having a trained security team onsite, and informing participants about the code of conduct. Beyond physical safety, we prioritize attendees’ mental and physical well-being by promoting health spaces, requiring agreement to a code of conduct, and establishing clear communication channels for reporting issues,” she says.

Aldred adds that in the event of an emergency, her team uses various channels to connect with attendees, including email, mobile app push notifications, SMS alerts and, if necessary, real-time announcements from the stage. “Depending on the timing and the issue, different modes of communication may be more appropriate, and this is laid out with various scenarios noted in the plan to follow. Our real-time messaging is carefully crafted following a review and approval process established prior to the event, ensuring that all communications are accurate and clear. This process involves a small group dedicated to maintaining the integrity and effectiveness of our communication strategy.”

By leveraging these diverse communication tools, Aldred and her group aim to keep their attendees well-informed and secure throughout the event.

Joan Eisenstodt, a recently retired Washington, DC-based meetings and hospitality consultant, shares a wealth of sage safety insights. For starters, she says, security efforts should focus on being anticipatory rather than reactive — and begin well in advance of your planned function.

“It is usually considered not at the time of destination and site selection and contracting; rather just before a meeting is to occur,” she says. Individuals often think of meeting and event safety and security either after an event occurs — such as a major weather event or major incident, such as the massacre at the concert in Las Vegas years ago — or when a C-level person tells a meeting professional of an incident they experienced or heard about and asks how the event has been planned to avoid similar situations, she explains.

Savvy meeting professionals, according to Eisenstodt, build questions into their destination and site RFPs, and follow the news closely to ask questions that are as specific as possible.

“Even generic questions help,” she explains. “Once you have the information, create a risk and contingency plan to share with the venues and all those involved with your event. Once all are in sync, you will be more protected.”

Eisenstodt even includes a suggested checklist for RFPs to make sure all the safety t’s are crossed and i’s are dotted:

• Number, experience and training, days and hours of security personnel onsite
• Safety and security features throughout a hotel: lobby, elevators, meeting space, guestrooms, recreation areas
• Automated external defibrillators (AED) onsite – number, location and how often they are charged
• Number of staff per shift trained in CPR
• Number of staff per shift available to speak languages other than that of the destination (especially important for international guests)
• Lighting throughout property and in recreation areas
• All staff requirements to keep private guest or group information
• House phones in central locations (less likely now and still a needed feature)
• In-guestroom safety features such as “peepholes” at two levels, door guards, safety instruction and evacuation procedures in written and accessible format, smoke and carbon dioxide detectors
• Method of communications in an emergency
• Video surveillance throughout property
• Distance and timing for average EMT to arrive at property and nearest hospital

How the hotel communicates with the destination’s law enforcement and emergency services, their shelter in place procedures and how many back-up generators they have and how they are used

“Over different periods of time, we planners become more concerned about some issues than others. After 9/11/01, a lifetime ago for many, the talk was all about terrorism and bioterrorism. Then, Hurricane Katrina occurred; our concerns were about unexpected weather events,” Eisenstodt says. “Now, we must be concerned if the Immigration and Customs Enforcement (ICE) stops a meeting participant on the street, and spirits them away.” She suggests always having phone numbers of your organization’s lawyer, and at least one immigration attorney in the destination in which your event is being held.

Eisenstodt adds that active shooter scenarios and even terrorism, more domestic than foreign now, are also huge concerns. “Thus, asking what other groups are meeting in the same hotel or area and any conflict your group has with what they do should be asked,” she says. “If a hotel or CVB cannot tell you the exact group name, check their website listings and ask for the general nature of the group. Sooner than later, learn who their speakers may be that attract protests that may endanger your participants and meeting.”

What if you’ve done “none of the above” prior to reading this and you have an upcoming meeting? Eisenstodt stresses that it’s never too late to ask questions, to prepare written guidelines for those from your company working onsite, and to coordinate with the hotel and any vendors including transportation companies.

BEING GREEN

Similar to safety and security, the concept of sustainability has also become more sophisticated and multifaceted. The days are long past when attendee expectations in this area were a few recycling bins displayed at meeting rooms and show floors.

“One of the most impactful trends we’ve adopted is zero-waste planning,” says Aldred. “At the Sustainability Summit, we eliminated plastic bags, sourced seasonal and local food, and partnered with WB Waste to ensure verified recycling. This not only reduced our environmental footprint, but also educated attendees on practical sustainability. Another standout trend is circular economy storytelling. During the Goodwill Retail Sustainability Summit, we showcased how donated goods can be transformed into retail success stories. Attendees left with actionable strategies to reduce waste and elevate their operations.”

She says her group has also leaned into creative reuse through events like the EcoCouture Gala, where upcycled fashion took center stage. “These shows highlight the beauty of sustainability and inspire attendees to think differently about materials and design,” Aldred says.

When it comes to unexpected threats, she adds that sustainability planning isn’t without its share of surprises. “At the Sustainability Summit Weekly Meeting, last-minute changes in food service logistics threatened our waste-reduction goals,” Aldred comments. ‘We quickly renegotiated with the venue to switch to buffet-style service, eliminate canned sodas and avoid individually packaged snacks. During Goodwill Advocacy Day, unexpected hotel contract changes required us to reassess our sustainability commitments. We responded by auditing the venue’s recycling practices and updating our signage and communications to reflect the new reality.”

Even the best-laid plans can be disrupted by hidden challenges. “Venue limitations are a common issue — some locations lack robust recycling or composting programs. We now include sustainability audits in our pre-event checklist and ask about food diversion plans, recycling vendors and energy sources upfront. Attendee behavior can also impact outcomes. Despite clear signage, waste sorting isn’t always followed. To address this, we use push notifications and ‘Know Before You Go’ communications to reinforce expectations,” she says.

Supply chain disruptions are another wildcard, according to Aldred. “At Thrift Shop Day, delays in sourcing eco-friendly materials led us to pivot and emphasize thrifted alternatives, reinforcing the sustainability of reuse. And of course, weather and transportation can throw a wrench into logistics. We now build contingency plans that include alternative transport options and flexible vendor contracts, as outlined in Goodwill Sustainability Issues and Scenarios.”

Perlstein notes that there are a number of ways to be sustainable and eco-friendly at today’s events. “Many convention centers and hotels already have green certifications or sustainability initiatives in place,” she says. “If that’s not the case, have a conversation with the venue staff about what is important to your group early in the planning process.”

The old adage “reduce, recycle and reuse” is the best place to start, Perlstein opines. “Can the items be donated after the event ends? If the venue doesn’t already have a plan for donations of non-food items, consider looking for organizations like Crayons to Computers.”

There are also trade-offs to consider, she says. “Is it worth shipping items that you like to reuse instead of renting or buying locally? Sustainable sourcing for your banquet menus offers a great option. I’ve yet to meet a chef who isn’t open to considering local, organic and seasonal catering options. Help to offset greenhouse gas emissions by not serving red meat at your meals.”

Making event travel greener is an area that’s often overlooked but can make a big impact. “Offsetting carbon emissions during travel is another option for both your organization and for the attendees,” Perlstein says.

As sustainability continues to become established as a core value in event planning, leaders like Aldred and Perlstein demonstrate that meaningful change requires both creativity and resilience. From zero-waste strategies and circular economy storytelling to navigating logistical curveballs and supply chain hiccups, today’s planners are rewriting the playbook on what it means to host responsibly. The shift isn’t just about optics — it’s about embedding sustainability into every decision, from venue selection to menu design.

Attendees are no longer passive observers; they’re active participants in shaping greener, more thoughtful experiences. And while challenges persist, the commitment to continuous improvement and innovation ensures that sustainability remains not just a goal, but a guiding principle. As the industry moves forward, these efforts serve as a blueprint for others to follow — proving that with intention and collaboration, events can be both impactful and environmentally conscious.

By also employing some of the thoughtful strategies here addressing safety and security, planners can be the solution and not part of the problem when it comes to safeguarding their attendees, as well as our home planet. | AC&F |