A staff or event safety concern requires a clear route from the person reporting it to someone authorized to act. If anyone faces imminent danger, contact emergency services and move to safety. Online forms and planning organizations are not substitutes for emergency response. For concerns that are not immediate emergencies, organize the facts and seek qualified support promptly.

Get people to the right help

Notify the designated safety lead and a backup through a reliable channel. Record what was observed or received, when it happened, and which location or activity is affected. Distinguish direct observations from assumptions. Preserve relevant messages or records without spreading sensitive information unnecessarily.

Staff and volunteers should not be asked to confront a threatening person or investigate on their own. Follow established venue and emergency procedures, and coordinate with appropriate professionals. Include accessibility and communication needs when moving people or changing event arrangements.

Make clear operational decisions

Identify who can pause work, change a location, cancel an event, or authorize outside support. Review available facts with the appropriate safety professionals and leadership. Consider arrival and departure, transportation, remote staff, and partners whose work may be affected.

Use a controlled contact list and an alternative communication method if normal systems are unavailable. Tell staff where to obtain verified instructions. Keep detailed security measures and personal information out of public updates. Provide a way for people to raise concerns without having to tell their story repeatedly.

Find security assistance

The Democracy Protection Network coordinates security support for eligible applicants. Describe the nature and urgency of the concern and check current service requirements. Do not wait on an application when immediate emergency help is required.

The Democracy Security Project is another starting point for security planning and referrals. Its work overview describes consultations, direct support, and training. Ask what assistance fits the concern and what the provider can offer on the needed timetable.

Keep people informed and supported

Name an authorized spokesperson and coordinate factual updates with the safety lead. Explain changes that participants need to know, such as a closure or revised arrival process, without disclosing sensitive operational details. Avoid speculation about a threat’s source or motive.

After the immediate response, document decisions and follow-up actions in a controlled record. Offer staff practical support and review what the incident revealed about training, reporting, and decision-making. Update the plan with qualified advice. This guide supports response organization; it cannot assess a specific threat or replace professional safety assistance.

Explore the Nonprofit & Foundation Resilience guide for related resources. For strategic or crisis communications support, contact Caitlin at CBKStrategies.

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