Security is a critical aspect of any formal event. While it might seem like just another item on your to-do list, it’s essential to understand that security can significantly impact the event’s success. Let’s explore how the law applies to formals and similar events, drawing from relevant legislation.

It’s a common misconception that simply having a “bouncer” at the entrance is enough for security. This is a dangerous belief. Another common idea is that involving parents or teachers as supervisors improves security. However, this is also incorrect.

So, what’s the right approach? Instead of guessing or relying on assumptions about security, it’s best to start with thorough research into government guidelines.

For example, New South Wales (NSW) has strict laws regarding formals. If your event meets NSW standards, you can be confident in your security preparations, regardless of your location. While other states may have slightly different laws, the goals are generally the same.

First, the venue must have the proper licenses or permits to host formals. Ask the venue for documentation to prove they comply with these regulations. If they hesitate, can’t provide the documents, or seem unfamiliar with them, be wary. Venues needing permits should readily provide them, and venues exempt from permits should know why. A venue’s inability to confirm either could indicate they are not equipped to handle your booking. Choosing such a venue could make your event illegal and void your insurance, potentially creating legal liabilities for you and the school.

Regarding security personnel, the law usually requires a minimum of one security guard for every 100 guests (or portion thereof) throughout the event. This means that 101 guests require two guards, 201 guests require three guards, and so on. This formula is an attempt at standardisation but can be flawed.

This minimum number is just a starting point. To ensure adequate security, work with the venue to determine the appropriate number of guards needed. Different venues have different layouts and access points, which will affect the number required. For example, the Shangri-La Hotel might legally require three guards for a 250-guest formal, but in practice, five or six guards might be necessary for smooth operation. Similarly, the Sheraton Grand Hyde Park, with the same number of guests, might need nine guards due to its unique layout.

The qualifications of security personnel are also vital. Security guards at formals must be licensed under the Security & Protection Industry Act (or similar legislation in your state). These licenses should cover security for both “Property” and “Persons.” Guards must also have current Senior First Aid certification, RSA Accreditation, and Working With Children Check Clearance. It’s essential to use a licensed and bonded Security Company with at least $50 million in Public Liability Insurance.

It’s important to know that parents and teachers cannot act as supervisors at formals. Once they enter a licensed venue like a formal, they have no special authority and are considered regular guests. Any action implying authority, even minor tasks like directing guests or checking tickets, is against the law. This doesn’t apply if the formal is a registered school excursion for educational or religious purposes, and teachers are attending as part of their normal duties with parental consent. These conditions do not apply to formals held off school grounds because they’re most often on “Licensed Premises”, which fall under a special category legally.

Be cautious of venues that emphasise the involvement of parents or teachers. Packages offering “Teachers Come for Free” or requiring a “Minimum 5 Parents or Teachers Required to attend” should be a warning sign. There is no legal requirement for adult attendance (other than staff), and such venues might be trying to shift security responsibility onto parents or teachers, which is both unethical and illegal.

The cost of security is legally the venue’s responsibility, not the client’s. Therefore, security should be included in your ticket price. If a ticket price seems good but the fine print reveals extra security costs, you might be getting ripped off.

Proper security involves many factors, and at Prom Night Events, we take pride in our comprehensive security procedures. Our methods have been recognised and approved  by government departments as among the most thorough in the formal event industry.

If you have questions or concerns about security standards and can’t get clear answers from venues or local authorities, please contact us. We are here to help guide you toward making informed decisions.