At the heart of every successful event lies an invisible but crucial element: a solid event safety plan. In event safety management, safety is not optional, it’s a fundamental requirement for everything to run smoothly. From hanging LED walls and managing rigging structures to coordinating multiple lighting and sound systems, each technical detail has potential risks if not handled properly.
For agencies working under pressure, with tight deadlines and global expectations, a single safety failure can undermine weeks of preparation. That’s why event safety management must be integrated from the earliest design phase—not just to comply with regulations, but to anticipate, coordinate, and prevent risks throughout all stages of the event including setup, execution and dismantling.
A comprehensive safety plan ensures that technical equipment operates reliably and safely while protecting audiences, technical crews, and the event’s reputation.
Technical AV production is a precise science where every component—from rigging structures and complex cabling to real-time video synchronisation—must function in perfect harmony. However, each of these elements carries technical safety risks that, if not addressed with a proactive approach, can severely impact the event’s outcome.
When we talk about safety, it’s not just about regulatory compliance—it’s about protecting people, equipment, and brand reputation. Poorly defined or non-existent safety protocols can lead to structural failures, technical breakdowns, or even accidents.
Large-scale events, such as international conferences, brand launches, or immersive experiences, demand a specific event safety plan. Every technical deployment must meet venue requirements and local regulations, without compromising creativity or technical excellence.
At Novelty, this responsibility is embedded into our DNA. We integrate technical safety from the event’s conceptual stage, ensuring that every creative decision is supported by a robust prevention strategy.
AV production is all about precision: rigging structures, intricate cabling, lighting systems, and live video synchronisation, all performed under challenging conditions. Every technical element involves technical safety risks that must be evaluated and mitigated through a comprehensive event safety plan.
Overlooking technical safety isn’t just an oversight, it’s a direct threat to the success of the event. High-profile productions demand partners capable of adapting complex AV systems to the safety protocols required by venues, insurers and clients.
A single technical failure, such as overloaded rigging, unprotected cables, or unstable structures, can compromise the entire event and damage the reputation of everyone involved. That’s why Novelty integrates safety protocols from the design phase, making safety an essential part of both the creative process and space management.
Agencies producing events with high volumes of audiovisual equipment face specific technical and logistical challenges that demand more than just creativity. They require expert risk assessment and a well-structured event safety plan.
AV planning with zero margin for error: from suspended LED screens to intricate stage lighting setups, every element must align with risk assessments, energy distribution plans and safe access routes. Each phase must be backed by robust technical safety measures that allow smooth, incident-free deployment.
Coordination of complex setups and safety protocols: managing multiple vendors, shared spaces and emergency exits demands strict event safety protocols that all AV production teams must follow from setup through showtime.
An effective event safety management strategy is never improvised. It requires planning, coordination, and rigorous execution. This is especially true in high-stakes environments like corporate events and international trade shows. In this context, a solid safety plan makes all the difference.
Risk assessment: identifying load limits, power capacity, public and crew access routes and critical zones is the first step to ensuring a safe technical production. In this phase, conducting a technical site visit can be extremely valuable.
Safety protocols: documented setup guides, load distribution procedures, backstage control and mandatory PPE are all key components of operational safety protocols.
Hazard zone management: clear zoning in rigging areas, cable runs, and backstage zones helps prevent interference, accidents or disruptions during AV production.
Coordination with venue and security leads: joint inspections, aligned evacuation protocols and real-time communication channels enable a fast response to any unforeseen situations.
Emergency response planning: emergency exits, technical shutdown procedures and scenario-based drills complete a strong, event-specific safety plan.
In April 2025, at the ExCeL London convention centre, Novelty was the technical AV production partner for one of the most prominent tech events of the year: KubeCon + CloudNativeCon Europe.
Main LED wall measuring 30 m × 5 m with 2.6 mm pixel pitch + laser projection with full integration between local signal, international streaming and broadcasting.
Surround sound system based on L-Acoustics Kara II PA, with front fills, monitors, subwoofers, and streaming/recording from PM5 and DM7C consoles.
Complex lighting system in plenary with 96 units (e.g. 22× Martin MAC Viper Wash DX, 20× Ayrton Rivale + 46× Robe Tarrantula, 8× Aura XIP, 10× Chauvet Color Strike, 10× Ayrton Rivale + 22× Robe Tetra on floor), plus dynamic LED scenery.
Support for 22 simultaneous session rooms, with speaker changes every 20 minutes, live demos and overflow streaming, ultra-responsive technical support and sound systems configured to the second.
Early on-site technical inspections and approved safety certifications
Staggered access and zoning of AV teams
Mandatory PPE, continuous supervision and full compliance with all venue-defined safety protocols
Result: flawless execution, zero incidents and full compliance with international event safety plan standards.
Integrating an event safety plan from the very beginning of technical AV production doesn’t just reduce risks, it transforms the entire workflow, improves operational efficiency and strengthens how agencies and events are perceived professionally.
Operational efficiency: fewer delays, smoother setups and teardowns and better coordination between teams. A clear risk assessment approach minimises surprises and ensures uninterrupted execution.
Cost reduction: avoiding equipment damage or technical accidents lowers insurance costs, repair expenses, and potential contract penalties.
Reputation boost: clients gain confidence when they see technical safety treated as a priority, backed by internationally recognised standards.
Regulatory compliance: meeting both local and international safety protocols is essential, especially in public venues and large-scale exhibitions.
Stress-free execution: a well-defined safety plan ensures that technical crews feel protected, clients feel reassured, and the project runs with stability and confidence.
High-level AV production stands on two essential pillars: technical excellence and a solid event safety plan. For agencies aiming to deliver premium experiences, meeting international standards isn’t enough. They must also ensure that every detail unfolds in a safe, controlled, and reliable environment.
At Novelty, event safety management is not an add-on—it’s built into our DNA. We design each project with a strategic mindset that prioritises both visual impact and operational safety, integrating strict safety protocols tailored to every venue and client.
Looking for an AV partner who combines innovation, creativity, and safety from day one? Request a customised proposal with an integrated safety strategy for your event.