Event safety is one of the most complex challenges facing colleges and universities today. Mark Hall, president of Spelman Johnson, recently spoke with two leaders in this space: Temple University Chief of Police and Vice President for Public Safety Dr. Jennifer D. Griffin, and University of Colorado Boulder Vice Chancellor for Public Safety Marlon Lynch.
As Griffin puts it, “You can control two things: people and space.” And while people are unpredictable, “space can be managed through planning, environmental design and technology, layering in different types of security,” Griffin said, which allows for both open dialogues and safe environments. Over the past few years, higher education leaders have been reminded that policies and procedures are only as useful as the planning that comes first.
“The biggest lesson learned is that it’s imperative to have strong policies and procedures before a crisis,” Griffin said.
Under Griffin’s leadership, Temple University recently revisited its protest and demonstration plans, making sure the policies were updated, visible, and widely communicated. So, when demonstrations were happening at other campuses during the 2023-24 academic year, Temple leaders weren’t scrambling to react—they had a clear playbook to follow.
But a plan is only as strong as its upkeep.
“You don’t want to develop a policy and then throw it in a drawer,” Griffin warns.
Annual reviews (or even semester by semester reviews) of procedures ensure policies remain in alignment with emerging issues such as public health threats, controversial speakers, or large-scale demonstrations. Identifying the top five potential risks and gathering cross-campus teams to review them can be a powerful proactive step.
Lynch echoes this approach, emphasizing that strong planning must be paired with well-structured event management processes. Everything from venue selection to student conduct requirements should be evaluated in advance.
“We want a broad overview. Number of projected attendees. What is the topic of discussion if it’s a speaker? What venue are we utilizing? The venue actually drives a lot of the staffing component. Is it indoors or outdoors?
“Part of the [planning] process is not to say no—it is to facilitate a safe event,” Lynch said.
Staffing needs, venue suitability, ticketing, and security levels are all considered through UC Boulder’s assessment process that includes student life, facilities, IT, public safety, and community partners. Early collaboration ensures safety isn’t simply a law enforcement issue, but a shared responsibility across the institution.
Of course, safety planning is both art and science.
“There are lots of variables that go into a structured event management process,” Lynch said.
From projected attendance to threat assessments and venue logistics, decisions are rarely clear-cut. Universities also lean on intelligence from local law enforcement to anticipate risks. Griffin and Lynch both pointed out that social media has become an essential—albeit imperfect—tool for gauging the size and intensity of upcoming protests or events.
This proactive, intelligence-driven approach extends beyond high-profile speakers and demonstrations. Career fairs, athletic events, and even everyday gatherings can become flashpoints. The key is communication: early notifications, clear policies, and broad campus-wide involvement.
“It’s our job to create a space for [students, faculty and staff] to be safe [during the event],” Griffin said, “and for students to get to class, and for faculty and staff to do their work.”
At the heart of it, safety is about balance: enabling free expression and robust campus life while minimizing risks. Universities that succeed are those that treat policies as living documents, build strong cross-campus relationships, and invest in continuous preparation. As Lynch reminds us, “The earlier the planning discussions, the better.”
For higher education administrators, the takeaway is clear: don’t wait for a crisis to build your plan. Review, revise, and rehearse now—because when the unexpected happens, students and colleagues will need you to already have the answers.
This blog is a part of the Safe Campuses, Strong Communities: A Campus Safety Blog Series
Campus safety is complex, ever-changing, and deeply collaborative. In this series, Safe Campuses, Strong Communities, we explore how universities can create environments that are both open and secure. Through conversations with campus safety leaders, we look at the policies, spaces, and partnerships that help student affairs administrators and their colleagues prepare for challenges while supporting vibrant campus life.