Risky Business

Attendees at this year's Consumer Electronics Show in Las Vegas encountered more than the splashy new tech advancements for which this mammoth event is famous. They found an unprecedented level of visible, intrusive security.

Virtually everyone entering the Las Vegas Convention Center in January was subjected to a metal-detector screening and random pat-downs. Attendees' hand baggage was thoroughly searched, and standard-size luggage was all but banned from the venue. A cadre of police officers patrolled the trade-show floor clad in armored gear, accompanied by bomb-sniffing dogs.

"The safety of our guests is a top priority," said Gary Shapiro, president and CEO of the Consumer Technology Association, which runs the show, as he spelled out details of the precautions to the public in advance of the event. He also stated that the organization wasn't reacting to any specific threat. What he didn't say -- and didn't have to -- was that the November 2015 terror attack on Paris, which left more than 100 dead and many more wounded, was still on everyone's minds. 

Perception and reality
"Any time you have an aggregation of people, it can become a high-profile target," says Bruce McIndoe, CEO of iJET International, an Annapolis, Md.-based security consultancy that works with major associations and event planners, among other clients. "We are in a really dynamic environment, and the frequency and severity of these events is increasing year-over-year."

In the aftermath of the Paris attack, the public perception of travelers' safety and security has only worsened, intensified by the twin bombings in Brussels, Belgium, a mass shooting at a banquet room in San Bernardino, Calif., plus a wave of terrorist activity targeting tourists in Istanbul, Turkey. 

Meeting professionals have noticed an impact. "The convention industry has been shaken by unthinkable acts in destinations around the world," says Deborah Sexton, president of the Professional Convention Management Association. While safety and security "has always been a top priority," for anyone involved in meetings, she says, "the new normal of travel makes security concerns a serious issue for every organization involved in face-to-face experiences."

Sexton expects to see more meeting professionals adopt procedures similar to the amped-up measures at this year's CES. But she concedes that there are risks to this approach. "For some, the image of metal detectors at entrance points and roaming armed guards can seem uncomfortable and intimidating," she says, even though in many parts of the world convention-goers are used to seeing a higher level of security in public places. 

But is the industry -- including hotels and other supplier partners -- ready for airport-style security at conference venues? Many are not so sure.

Mixed feelings about security
M&C's recent survey showed that many meeting planners are indeed conflicted: Asked whether recent terror attacks made them worried about security at meetings, nearly 70 percent said they were "definitely" or "somewhat" more concerned; however only one-third plan to implement new security measures as a result. And nearly 60 percent of those polled cited "mixed feelings" about seeing visible evidence of security like uniformed guards with dogs; nearly 10 percent were opposed altogether to such an obvious display.

The consensus is that there's no one-size-fits-all approach. Factors such as the demographic make-up of the group and the host destination should influence how much security to engage. And it's not just a matter of posting guards at entrances. Checking badges and credentials and monitoring entrances with closed-circuit TV are even more critical in today's climate.

"You've got to ask the right questions at the outset," says iJET's McIndoe. "Is there a high-profile speaker who could be a lightning rod? Are controversial topics on the agenda?" Meeting planners also should keep a close watch on local news at the meeting destination, especially if it's overseas. "You can't base your planning on yesterday," McIndoe says. "You need to monitor what is going on in the area that might impact on the security of the event -- elections, labor strikes, protests." 

Changing or avoiding a destination is another tricky decision. In fact, the Joint Meetings Industry Council issued a statement earlier this year urging planners not to book away from Europe in reaction to recent events. "The reality is that anywhere in the world may be targeted in future," JMIC said. "We should not unfairly discriminate against any individual destination unless there are immediate and specific reasons for concern."

Regardless of the locale, McIndoe says a meetings operations checklist should be developed well before the first delegates register. "Do a threat assessment to see what measures should be in place," he advises. (See "10 Essential Security Measures," left.)

 Paying the price

At a time of rising expenses in almost every category, security, too, is beginning to make an impact on the bottom line. A survey conducted by Association Insights for Meeting Professionals International revealed that more than a third of respondents project "significant" budget increases in 2017, in part tied to heightened security measures. Association Insights' president Bill Voegeli says that security planning, which used to enter in the picture closer to the event, is increasingly part of the initial decision making. "Venues are being scrutinized and rewarded for having comprehensive security plans," he notes.

Of course, anything beyond what's automatically included by the convention or meeting site is the responsibility of the organizer, and that can raise some uncomfortable questions, says McIndoe. "The key message when I talk to planners is that as soon as you are in the conceptual stage, risk management should be at the table. You don't want to do this after the fact; better to not hear 'OMG, we have to spend an additional $50,000 on security?'

"Normally, it is the planner's responsibility to engage third-party providers to augment what the venue already has," McIndoe adds. "So if you want 24-hour guards on the floor or at a plenary session, anything above and beyond the usual security is your call." And this is especially true when a high-level governmental official is on the roster; while many might assume such people would bring their own security detail, that's often not the case. Meeting organizers might need to arrange an advance sweep of the hall and to have all attendees' bags checked, among other measures. "It all comes back to that threat assessment that will determine what level of protection the speaker needs," McIndoe says.

The costs of security can vary widely, and many facilities offer an à la carte menu of services. San Diego's convention center, for example, will post its own uniformed security guards at loading platforms, front entrances and all public areas at hourly rates of around $20 to $25. The facility also has an approved list of security providers for those who want additional protection.

Still, it's a natural inclination to trust that the hotel or convention center will have more than adequate security in place without being required to pay for protection, just as we assume that the TSA and airports are properly safeguarding air travelers (or maybe not -- see sidebar, "How Safe Are Our Airports?" here). "The assumption is that you will be safe if the meeting is taking place in a top-brand hotel or a convention center," says Henry Harte­veldt, a founder and travel industry analyst at Atmosphere Research in San Francisco. "There will be security people around, the facilities will have invested in closed-circuit TVs, and they will check IDs."

As a former airline and hotel executive who has organized numerous meetings in the past, Harteveldt is familiar with the often complex and conflicting issues planners face. And while everyone is talking about security in the wake of recent attacks, he says he hasn't noticed much of a tangible difference when he attends meetings himself. "With the exception of when there's a high-level person speaking, there is usually no security screening at all at most meetings," he says.

Onus on venues
While a majority of planners told M&C they don't intend to implement new security measures themselves, many are hoping the venues they use will do so. Fully 70 percent of respondents would like to see metal detectors and bag checks at the entrance of convention centers, and just over half are in favor of armed guards inside the convention hall or at the entrance.

But there's no uniform standard on what to expect -- a situation that might change with a recent push by the International Association of Exhibitions and Events for a set of national, industrywide guidelines on security for trade shows and venues. The organization has identified more than 300 U.S. convention centers, from smaller venues to vast exhibit spaces. Not all will be expected to have the same level of security, notes IAEE president David DuBois, and the guidelines will take that into account. "With today's heightened threat level, we felt we need to be more progressive and visionary," he says. 

Working with the International Association of Venue Managers, the Exhibition Services & Contractors Association and other partners, IAEE says the initiative will draw on measures such as the new worker-ID badging system developed by ESCA. The latter organization also will create a portal to house the guidelines (likely to be released in spring 2017, says DuBois) and provide online support for convention center management teams.

Such moves can't come too soon, according to at least one reader who responded to M&C's survey, writing, "security at convention centers is a joke. Their sole job is to make sure no one uses the wrong door."

In Henry Harteveldt's view, "the real decision is whether to make security obvious vs. behind the scenes. One of the concerns is, if there is highly visible security, people may wonder, 'What did I get myself into?' If they make it too difficult to get through the door, the fear is that people won't attend."

And many would prefer to rely on suppliers. "We put our trust in the companies we contract with," says Lori Heller, a planner for the Greenhouse Agency in Santa Monica, Calif. Her company primarily plans incentive trips in North American locations, including Mexico, which has been the subject of recent State Department alerts to travelers. "The destination management companies we work with are very highly rated and well known," she notes.

While some clients have asked about security, says Heller, no one has suggested changing a destination due to related concerns. "The only time we had a few cancellations was to Miami, over the Zika virus," she says, adding that theft is more of a concern. 

For hotels, especially large chains with properties in foreign hot spots, the situation is more fraught. "We do pay attention to security threats," Marriott CEO Arne Sorenson said at the World Economic Forum in Switzerland this past January. "We talk with authorities around the world, and we have threat-condition levels. When risks are up, we have more elaborate security procedures in place."

Hotels chains like Marriott obviously have a lot at stake; that company's Paris properties saw a 25 percent decline in business after the November terror attacks, although it has since rebounded. The attacks cost hoteliers in the French capital roughly US$300 million in lost business, according to the MKG Group, a hospitality consultancy.

Ultimately, it's vital for planners to work with all partners -- host hotels, meeting venues, shuttle companies and others -- to ensure a unified effort when it comes to security, says PCMA's Deborah Sexton. "No matter what you do, communicate with your attendees before they leave home," she advises. "Let them know what to expect on-site, and make sure they understand that your organization is doing everything possible to make the experience productive, fun and safe." And then live up to those reassurances.