Safeguarding attendees has always been the highest priority for meeting planners, but protecting the planet from event waste and fallout has grown into a massive emphasis of its own. How can planners focus on these key goals while also juggling the endless additional logistics of making their big functions run seamlessly?

We reached out to seasoned experts in the world of event planning, as well as event security, gaining actionable insights on making your next meeting not only safer than ever but eco‑friendly as well.

Security as a Foundational Principle

If there’s one vital message that emerges clearly from today’s event professionals, it’s that security can no longer be treated as an optional add‑on or a reactive response. It must be embedded into the earliest stages of planning long before attendees arrive, vendors are contracted and the first piece of décor is installed.

Despite the rising number of alarming high‑profile incidents and the growing complexity of event environments, many planners still struggle to get organizational buy‑in for robust security measures. Amy Young, CMP, founder and president of Destination Consultants in Grand Rapids, MI, has seen this challenge repeatedly throughout her career.

“I know enough about event security to understand how important it is, and probably more than the average event planner because of my years of experience and the situations I’ve seen firsthand,” says Young. “I place a very high value on companies that are willing to travel with security or allow us to contract trusted security professionals. I’m constantly frustrated trying to convince companies to include security in their event plans, especially when they’ve never had an incident and assume it isn’t needed. I think they want to rely on hotel or venue security, which in some cases is fine, but I think the organizations have to have their interest upfront. Also, the liability needs to be assessed from their point of view. The reality is, it’s usually not even that expensive compared to what they spend on audiovisual, parties, décor and alcohol.”

Her frustration isn’t solely about budget — it’s about responsibility. As she explains: “I have a hard time understanding why it’s so difficult to get approval for highly qualified contacts I trust — people with strong security backgrounds, high-level clearance history and real-world experience who can help manage everything from a minor disruption to a medical issue like an asthma attack, and who also understand protocols for serious threats like active shooter situations. They also bring valuable knowledge around stage setup, access points and security both inside and outside the ballroom.”

For Young, the stakes are deeply personal as well as professional. “Recent high-profile incidents are a reminder that these risks are real, but as a meeting planner, even beyond the media stories, I do not want to be left feeling responsible for people’s lives while executing a program onsite. To be honest, I just don’t understand the hesitation,” she says.

Her perspective highlights a critical truth: security is not a luxury. It is a duty of care.

Balancing Protection with Attendee Experience

Security must be strong, but it must also be subtle when possible. Today’s attendees expect to feel safe, but at the same time they don’t want to feel scrutinized, inconvenienced or overwhelmed by visible barriers.

Michelle Crosby, CMP, CITP, account executive with Brightspot Incentives & Events in Irving, TX, emphasizes that the attendee experience begins long before anyone steps foot onsite. “It starts well before attendees arrive. Effective security is rooted in preparation — clear SOPs, robust risk management planning, and proactive coordination across vendors and stakeholders. At Brightspot, we integrate comprehensive protocols including emergency communications, vendor risk assessments, flight monitoring and onsite medical readiness.”

But once the event begins, she says, the tone shifts from preparation to presence. She adds, “Equally important is how security shows up onsite. We often deploy discreet, plainclothes security professionals to maintain a protective presence without disrupting the guest experience. The goal is to create an environment where attendees feel safe, not surveilled — supported by teams that are trained, visible when needed and seamlessly integrated into the program.”

This approach is echoed by Eli Gorin, CMP, CMM, CEO of Americas at ATS Group in Hollywood, FL, who notes that blending in is often the best strategy. “Heightened security, from an incentives standpoint, it’s really about being up to speed on the destination/location of the program and having proper protocols in place to keep a group safe and secure. Having trusted sources on the ground to give you real insights is key so you are not just relying on the most alarming news that is out there online. People will always have concerns so it’s important to be able to answer them with FAQs and an open line of communication to ease any concerns people have. If it’s a matter of physical security and there is concern, then consider having security personnel with the group, but they do not need to stand out from the crowd. They should be blending in so people feel comfortable with them being there,” he says.

Nikki Yep, co‑owner and COO of Event Solutions in Santa Monica, CA, embraces this concept as well, reframing security as part of the hospitality experience, and says, “It’s all about making security part of the ‘concierge’ experience. I don’t want guests to walk in and see a wall of intimidating guards. I want them to see helpful staff who happen to be ensuring their safety. We use ‘soft security’ — tech like low-profile scanners that don’t require you to empty your pockets and staff dressed in event-branded gear rather than tactical vests. It’s about keeping the perimeter secure while the interior feels like a warm, open living room.”

Staff Training, Tone & Attire

Antwayn Hunter, CEM-MN, director of safety, security and emergency management for Project for Pride in Living (PPL) in Minneapolis, MN, highlights the human element of protection. He says, “Whether public or private, I think most people have grown accustomed to seeing different levels of security at events. Ensuring that security staff are calm and courteous, while remaining vigilant is key to maintaining a positive attendee experience. This is achieved through clear communication, and by modeling the expected behavior. I also think attire plays a crucial role in positive attendee experience. Having security staff dressed in similar attire as attendees, while remaining identifiable and equipped to respond, helps achieve this.”

The message is consistent across experts: security should be present, prepared and professional — but never oppressive. Before any event can be secured, planners must understand the environment they are working within. This includes the venue, the attendees, the VIPs and the broader geopolitical context.

Hunter explains that the venue itself is the starting point for any security plan. “The type of venue and its level of access to the public are the initial factors that I take into consideration in the early stages of planning. Next, I try to ascertain a list of all high profile or VIP individuals that will be in attendance,” he says.

This early assessment shapes everything that follows, from staffing levels to emergency protocols to communication plans.

Venue Security & Local Authority Collaboration

Hunter also stresses the importance of collaboration, saying, “As much as I would like home-court advantage, most of our events are held at off-site venues. To avoid as much confusion as possible, I conduct pre-event walkthroughs with the venue’s security staff. This way I get a better idea of what their response protocols are.” He says that this also gives him the opportunity to focus on the board, executives and staff while they focus on attendees and the emergency.

“In regard to VIPs,” he adds, “I reach out to their security teams to coordinate seamless arrival and departure. Depending on the level of VIPs, I may reach out to my local law enforcement contacts and make them aware.”

Crosby reinforces this collaborative approach, saying, “Alignment comes from early engagement and shared accountability. Our teams conduct detailed reviews of evacuation procedures, contingency plans and communication protocols with all venues and key vendors, consolidating this into a comprehensive risk management plan for client visibility and approval.”

Security is not a silo but a shared responsibility.

Emerging Risks & the New Reality

The risk landscape for events is rapidly evolving. Political tensions, social volatility and global uncertainty all play a role.

Hunter notes a troubling trend: “Increased volatility towards political figures and certain high-profile individuals have created another layer of vulnerability to take into consideration when planning events. These risks have always existed, but not on the blatant level that it exists today.”

Gorin adds that geopolitics now plays a larger role in destination selection. “There is a lot more scrutiny that needs to be taken into consideration due to geopolitics, so understanding what is and is not a good destination to go for your group requires just some more research into what is going on in a destination,” he says.

In other words, risk management now begins long before the venue contract is signed. It begins with understanding the world at large.

Sustainability as a Core Operational Value

While security has become more urgent, sustainability has become more expected. Attendees, clients and communities increasingly demand that events minimize waste, reduce environmental impacts and operate responsibly.

Crosby puts it plainly: “Minimizing waste, particularly plastics, paper and food is now baseline expectation, not a differentiator. For large-scale programs, these priorities are embedded from the earliest stages, beginning with the RFP process and reinforced through contracting and pre-planning.”

Yep echoes this sentiment. “For me, zero-waste catering and eliminating single-use plastics are the baseline. We integrate this from the start by choosing venues with built-in recycling, composting and filtered water stations. We also partner with like-minded vendors, such as our favorite caterer who packs leftover food and donates it to local shelters.

Another non-negotiable is digital-first communications. We prefer swapping printed packets and brochures for integrated event apps. It’s cleaner, it’s easier to update and it saves a forest’s worth of paper,” she says.

Nancy Zavada, CMP Fellow, president and founder of MeetGreen in Portland, OR, has long been a leader in sustainable event practices. She outlines her top must-haves by saying, “When you talk about non-negotiable, I think about contracts with vendors, accommodations and meeting venues, specifically. While there are quite a few, at the top of my list would be: require recycling at the venue of paper, plastic, cardboard and glass; require all meals to be served on reusable service-ware and require a current donation stream for food and materials. It absolutely must be integrated right from the start with the RFP and selection process. It is essential these practices be negotiated into the contract.”

Gorin offers a candid perspective on where many clients currently stand. He says, “We really are not seeing many requests for sustainability standards. We have seen clients trying to be less wasteful on F&B by limiting menu options so as not to cause excess waste. They also have asked hotels (depending on the destination) to pack up any leftovers so they can be distributed to shelters or homeless people. But when it comes to things like carbon offsets and the like, it just seems to be more of a nice to have, rather than a need to have. While a lot of effort from companies try to be made to be as sustainable as possible, it still boils down to the smaller things once onsite.”

His remarks highlight a gap between aspiration and execution, one that planners must navigate carefully.

Integrating Security & Sustainability From the Start

One of the prevalent themes across all expert insights is the importance of embedding both security and sustainability into the earliest stages of planning.

Yep, for example, is unequivocal. She says, “It starts with the RFP. I’m very clear from day one: if a vendor doesn’t have a solid recycling program or if a venue isn’t willing to work with our specific safety protocols, they aren’t the right partner for us. We look for partners who share our values and those of our clients.”

Crosby reinforces this philosophy by saying, “By addressing these elements upfront, sustainability becomes operational — not aspirational — and is consistently executed across the lifecycle of the event.”

Zavada agrees that early integration is essential. “Traditionally sustainability and security goals go hand in hand,” she says. “Both are designed for the well-being of participants during the event. Again, it is attention to detail in the contract, during the planning phase, and then verifying those protocols that are in place onsite.”

Planning for Disruptions Without Over‑Planning

Events are unpredictable by nature. Weather shifts, vendor failures, medical incidents and security concerns can arise at any time. The challenge is preparing intelligently — without exhausting budgets or overwhelming teams.

Crosby says, “Preparation is about prioritization. We recommend focusing on the most common and high-impact risks, such as attrition, vendor failure and medical incidents. Then build targeted strategies around each.”

She adds, “Understanding and negotiating attrition clauses upfront can significantly mitigate financial exposure. A vetted network of trusted partners reduces the likelihood of vendor-related disruptions. And for medical scenarios, clear communication protocols and proximity awareness to local healthcare providers ensures rapid, effective response.”

Yep takes a similar approach, emphasizing agility. “I’m a big believer in ‘flexible frameworks,’” she says. “Instead of trying to plan for every single one-in-a-million scenario, we focus on strong communication channels. Because we have a dedicated tech staff, we can set up real-time alert systems. If a sudden storm hits or a security issue pops up, we can reach everyone instantly with clear instructions. It’s more about being agile than being over-rehearsed.”

Zavada warns against the opposite extreme — insufficient planning. She says, “Neither over-planning nor over-spending are required. However, a well-thought-out plan is essential. You can’t just apply unanticipated protocols at the last minute and expect success. It concerns me when there is little or no planning done for scenarios which may arise. Team members need to understand their roles if either challenge occurs and how to quickly respond in a calm, consistent manner.”

Transparency, Communication & Trust

Across both security and sustainability, transparency emerges as a powerful tool for building trust with clients and attendees. Gorin articulates this clearly, saying, “Transparency — this is something that should be inherently part of any planning. There is no reason to hide anything, be it carbon reporting or security risks. Being open and upfront with clients and even participants will remove a lot of doubts from their minds, and it will allow them to focus on being there rather than wondering about so much that is not within their control. Knowing that there are protocols in place I really think helps people prepare better for whatever experience they are going to have.”

Zavada adds that transparency is also essential for avoiding greenwashing. She says,“Attention to risk management is paramount, whether the risk is to attendees onsite or to the event organizer’s greenwashing optics and not looking like a good corporate citizen. I can’t emphasize enough how important it is and how often it is overlooked!”

High Impact, Low Footprint: The New Event Ideal

Clients increasingly want events that are memorable, meaningful and visually impressive — but without the waste, excess or environmental cost that once defined large-scale gatherings.

Yep captures this desire for balance perfectly, saying, “I tell them that ‘luxury’ and ‘sustainability’ are not mutually exclusive. In fact, some of the most high-impact events we’ve done were the most eco-friendly. I encourage them to focus on quality over quantity. Instead of a room full of cheap, disposable decor, let’s invest in high-tech projection mapping or beautiful, reusable installations. I tell them: ‘Let’s make the attendee feel the wow through the experience and the connection, not through the amount of stuff we throw away at the end of the night.’”

Crosby agrees that the best events integrate both priorities seamlessly. “High-impact and responsible execution are not mutually exclusive. They should be designed in tandem from the outset. The most successful programs integrate sustainability and risk management as core pillars of the strategy, not afterthoughts,” says Crosby.

The Future: Regenerative, Responsible & Resilient

Looking ahead, sustainability is evolving beyond waste reduction. Gorin forecasts a shift toward regenerative practices. “From the sustainability practices, I think we are going to start seeing a lot more of a shift from sustainability to regenerative travel. Not just focusing on how to reduce waste and be more resourceful during a program, but how that program can have a more positive long-term impact on the community,” he says.

This vision aligns with a broader movement across the industry: events that leave destinations better than they found them.

A Dual Mandate for Today’s Events

Modern event planners face a dual mandate: protect people and protect the planet. The positive side is that these goals are not in conflict but deeply aligned. Both require foresight, collaboration, transparency and a commitment to doing what is right, not just what is easy.

Security ensures that attendees feel safe, supported and free to engage fully in the event experience. Sustainability guarantees that the event respects the environment, the community and the values of the organization behind it.

As the experts here underscore, the most successful events moving forward will be those that embrace both priorities from the very beginning — embedding them into contracts, vendor selection, communication strategies and onsite execution. |C&IT|