Nashville hosts some of the nation’s largest public gatherings—from the Let Freedom Sing Fourth of July celebration drawing record crowds to the annual marathon coursing through downtown streets. Event security for these occasions involves economic calculations most attendees never consider. Jack K. Byrd III, CEO of Solaren Risk Management, manages these deployments across Tennessee and the southeastern United States, balancing personnel costs, liability exposure, and client expectations.
“The company kind of skyrocketed as soon as it started. Jack has a lot of connections. He knows a lot of people, which is really invaluable when you’re starting a business,” Bethany Gill, Solaren’s Chief Operating Officer, explained. Those connections translated into contracts for Nashville’s most visible events, creating operational models that other security firms study.
What Determines Event Security Costs?
Event security pricing reflects multiple variables beyond simple headcount. Duration, location complexity, threat assessment, insurance requirements, and specialized equipment all factor into final costs. A three-hour concert demands different resources than a weekend festival spanning multiple blocks.
Personnel categories drive primary expenses:
- Unarmed security officers for access control and crowd management
- Armed security personnel for high-risk environments
- Off-duty law enforcement with arrest authority
- Supervisors and field operations coordinators
- Specialized roles like K-9 handlers or executive protection
Solaren employs approximately 300 contractors throughout Nashville. “The inception of Solaren was super quick, and so we went from that small team and a small office in a mall to the office that we’re in now with around 300 plus contractors that work for us throughout just Nashville, and that happened within the span of maybe two or three years,” Gill noted.
Training investments compound labor costs. Tennessee requires four hours of general security training covering de-escalation, first aid, legal aspects, and defensive tactics. Armed positions demand additional firearms qualifications, use of force instruction, and ongoing range practice. Tactical Emergency Casualty Care courses prepare personnel for medical emergencies—training that proved valuable when a Solaren officer applied a tourniquet to a stabbing victim outside a Nashville bar.
“One of our guards, a guy ran up to him while he was working at one of the bars he was on the street doing ID checks. A guy ran up to him, he had been stabbed in the arm. And this officer that we had applied a tourniquet, not everybody knows how to apply a tourniquet.” – Bethany Gill, COO.
Equipment represents another cost layer:
- Radio systems with multiple channel configurations
- Surveillance technology and monitoring stations
- Barricades and crowd control infrastructure
- Command centers for large-scale deployments
- Vehicles for mobile patrol operations
Insurance premiums increase for event work. General liability coverage protects against injuries, property damage, and negligence claims. Armed security requires additional policies covering firearms incidents. Event organizers often mandate specific coverage limits, forcing security companies to maintain expensive insurance portfolios.
How Many Personnel Does a Major Event Require?
Scale determines staffing levels. The Pilgrimage Music Festival’s 10th anniversary in Franklin, Tennessee required Solaren to manage main stage barricades, access points throughout the venue, artist compound security, and backstage protection. “We meticulously planned our approach for months to ensure everything went as smoothly as possible. Our priorities included maintaining the safety and positive atmosphere of those near the barricades and in the field, as well as ensuring the privacy and comfort of the artists backstage and in the artist compound,” according to Solaren’s operational summary.
Nashville’s Fourth of July celebration on Broadway represents one of the largest deployments annually. A record-breaking crowd packed downtown to watch one of the country’s largest fireworks shows, requiring coordination between Solaren, Metro Nashville Police Department, Tennessee Highway Patrol, and Nashville Fire Department. Security personnel managed barricades, controlled access to restricted zones, and maintained crowd flow during peak density periods.
Marathon events present unique challenges. “We have a big marathon coming up soon, which is a big action plan. It’s a lot of downtown area that we have to manage,” Gill described. The race course spans miles through Nashville streets, demanding security at start lines, finish areas, water stations, and medical tents. Coordinators deploy officers along the route, monitoring for threats while managing traffic control.
Staffing calculations consider:
- Venue square footage and configuration – Open fields require different coverage than enclosed spaces
- Expected attendance – Industry standards suggest one officer per 250-500 attendees depending on event type
- Duration and shift length – Multi-day festivals require rotation schedules to prevent officer fatigue
- Access points and controlled zones – Each entrance needs dedicated personnel
- VIP or artist protection needs – High-profile attendees demand specialized security details
- Local law enforcement availability – Off-duty police supplement private security but cost significantly more
“Usually what we do, we spend months in advance preparing for an event,” Gill explained. “We make sure that everybody knows where they’re going to be, knows what equipment they’re going to be issued.”
What Planning Processes Precede Major Events?
Advance planning begins months before event day. Solaren’s field operations coordinators develop comprehensive action plans detailing every position, evacuation route, and emergency protocol. These documents undergo review with clients, venue management, and local law enforcement.
“We work directly with Metro Nashville in a lot of capacities,” Gill noted. “We’ve built a really good rapport with them because it is supposed to be a very collaborative relationship in a lot of ways.” Security companies cannot operate effectively without law enforcement coordination—private officers lack arrest authority and depend on police response for serious incidents.
Action plan development includes:
- Site surveys identifying vulnerabilities and optimal officer placement
- Threat assessments evaluating potential risks specific to the event
- Communication protocols establishing radio channels and emergency contacts
- Credential systems determining who accesses restricted areas
- Contingency planning for weather emergencies, medical crises, or active threats
Radio etiquette receives particular attention. “Radio etiquette is very important because every contractor out there, they may be just someone who this is their first time working in security. They have no prior experience with anything like that. They’ve never even seen a radio in real life before,” Gill explained. Operations command centers monitor all security channels alongside fire, police, and venue management frequencies—unprofessional communication damages client relationships.
Technology integration supplements human personnel. Solaren partners with LiveView Technologies, deploying solar-powered mobile surveillance trailers with AI detection capabilities. “They create these mobile surveillance trailers that you can deploy quickly and they’re solar powered,” Gill described. “A lot of our clients have loved having that option because they may have an expansive parking lot and you don’t either want to pay for a guard to be out there patrolling it, or you just don’t have that kind of concept in your mind.”
The surveillance equipment registers faces at substantial distances, activating tailored audio alerts when people enter areas outside permitted timeframes. “It AI detects even from pretty far away. It’ll detect a face and it’ll be like, ‘Oh, this is past certain hours that they put in our system as work hours,'” Gill noted.
How Does Technology Affect Event Security Costs?
Surveillance technology presents a cost-benefit calculation. Initial equipment investment and ongoing maintenance expenses must be weighed against reduced personnel needs. A parking lot requiring three roaming guards for adequate coverage might achieve similar protection with one surveillance trailer monitored remotely.
“A lot of people think that it takes away from the physical security aspect, but it really doesn’t. If anything, it supplements it,” Gill emphasized. “You still have to have somebody that audits what that AI is detecting. It still makes mistakes. The human eye is going to recognize things and be able to process things better than AI ever will.”
Digital tools enhance rather than eliminate the need for trained personnel.
Mobile-based communication platforms reduced Solaren’s operational costs while improving coordination. “Everything that we use for our phone and communication and all that stuff is mobile based because all of our operations team is out in the field almost all the time,” Gill explained. Field operations coordinators manage multiple events simultaneously using smartphones and tablets rather than being tethered to office landlines.
Digital platforms consolidate contractor management. “We have one platform that we use where we keep track of all the documents for our contractors all of the time sheets, the schedules, everything all in one app,” Gill described. Contractors access schedules, select shifts, and submit documentation through mobile interfaces—reducing administrative labor while improving accuracy.
License plate readers deployed at some events use AI to register vehicle information, track movement patterns, and flag suspicious activity. According to the National Institute of Justice, less-lethal weapons and technology-assisted monitoring reduce injury risk by up to 70% compared to physical force alone.
Technology cannot replace human judgment during dynamic situations. Crowd behavior shifts rapidly—celebratory atmospheres can turn confrontational within minutes. Experienced security officers recognize early warning signs and intervene before situations escalate. “Deescalation is a very key point to that. We give them the materials that they need and the knowledge they need to be able to talk people down from situations, which can be even harder if they’re under the influence of alcohol,” Gill explained.
What Happens When Events Face Unexpected Challenges?
Weather disruptions test operational flexibility. The Pilgrimage Music Festival proceeded despite rainy conditions and muddy grounds. “Despite the rainy weather and muddy grounds, we had a fantastic time at Pilgrimage Festival this past weekend because of our strong partnership with the client,” according to Solaren’s event summary.
Severe weather protocols involve:
- Lightning detection systems triggering evacuation procedures
- Shelter-in-place locations with adequate capacity for expected attendance
- Communication trees ensuring all personnel receive weather alerts
- Dismissal procedures that prevent dangerous crowd surges
- Post-storm assessments before allowing attendees to return
The National Oceanic and Atmospheric Administration predicted 17 to 25 named storms during the 2024 Atlantic hurricane season, with 4 to 7 potentially becoming major hurricanes with winds exceeding 111 mph. Tennessee’s tornado season and flash flood risks create additional weather-related security concerns for outdoor events.
Medical emergencies demand coordination between security personnel and emergency medical services. TECC-trained officers provide immediate care while awaiting paramedic response. “So the fact that he had that know-how, and he was trained in that capacity, and he actually used that knowledge in the field to help save a life,” Gill emphasized regarding the officer who applied a tourniquet to a stabbing victim.
Protests or demonstrations near event venues require dynamic staffing adjustments. When Neo-Nazi groups caused disturbances in downtown Nashville during July 2024, Solaren immediately increased security presence at affected locations. Jack K. Byrd III addressed the incident publicly, reinforcing the company’s support for clients and commitment to maintaining safe environments.
How Do Security Companies Staff Events Across Multiple States?
Multi-state operations multiply logistical complexity. Solaren expanded beyond Tennessee into North Carolina and other southeastern states. “We’re working on North Carolina right now, and so we have plenty of people going out there all the time going to these locations, hiring people,” Gill explained.
Coordinators oversee multiple client agreements at once, balancing varied security demands across different venue types. Distance prevents field operations coordinators from conducting weekly site visits at remote locations. “It’s been interesting dealing with that aspect, but we have a lot of good systems that we have in place to manage those people,” Gill noted.
Remote hiring requires coordinators verify credentials without in-person interviews. Phone conversations and video calls replace face-to-face assessments. “It’s definitely a work in progress in terms of streamlining that communication, but our supervisors do a really good job,” Gill observed.
Local hiring at distant locations provides the most sustainable model for distant events. “We’ll try to hire people on location for different contracts, especially if it’s outside of our headquarters scope of focus,” Gill explained. Recruiting contractors who live near event venues eliminates travel expenses and lodging costs that would apply to deploying Tennessee-based personnel.
State regulatory variations complicate credentialing. Each jurisdiction imposes distinct licensing requirements, training mandates, and background check standards. Coordinators ensure compliance while maintaining service quality across geographic boundaries. “Some people, based on your license, you may not be able to work some jobs. For example, you may be an armed security officer, but you will not be able to work at a school because you don’t have your active shooter certification,” Gill noted.
Hurricane Milton in October 2024 demonstrated Solaren’s rapid deployment capabilities. Florida properties needed supplemental armed security during evacuation periods when looting risks increased. “We ended up taking a command center down there and we had multiple vehicles so we could patrol the properties. We had to gather as many people as we could to go down there,” Gill recalled.
Emergency deployments present staffing challenges. Existing client locations still required coverage during the Florida response. “We have locations here that we can’t just pull people from because those locations still need security,” Gill explained. Social media outreach and email campaigns recruited qualified contractors willing to deploy. “I was in charge of doing that. Mostly it was sending out forms through social media and email blasts and all that kind of stuff, getting people who are qualified, reviewing their documents, making sure that they were actually legit,” Gill described.
What Role Does Client Relationship Management Play?
Event security economics extend beyond personnel and equipment costs. Client retention drives long-term profitability. Solaren has worked with the Pilgrimage Music Festival production team for years, building trust through consistent performance. “Our relationship with them is the foundation of our work, and we always strive to exceed expectations year after year,” according to company statements.
Post-event reviews provide accountability and improvement opportunities. “Following the festival, we conducted a thorough post-event review with an in-person after-action report involving all leadership team members. This meeting allows us to identify our strengths and areas for improvement, ensuring we enhance our performance for future events,” Solaren’s operational summary noted.
Field operations coordinators conduct weekly site checks at permanent venues, building relationships with client staff. “They do site checks every week and they’ll disseminate that information. This is how you use this, this is how you walk through this step. You’re going to need this when we come up to this event,” Gill described. Face-to-face interaction identifies concerns before they escalate into contract-threatening problems.
“If the clients themselves say a really good thing about this specific guard, then that resounds with us very deeply.” – Bethany Gill, COO
Performance standards apply regardless of event size. Contractors receive quarterly and annual evaluations. “If somebody based on those performance evaluations throughout the year has just done an exceptional job, they’ll get an award, which usually correlates with some kind of pay boost,” Gill explained. Recognition at Solaren’s annual Christmas party often includes one to two weeks’ additional pay for extraordinary performance.
Client feedback influences these evaluations. Security officers demonstrating professionalism, reliability, and situational judgment earn advancement opportunities. “Nine times out of 10, it comes from people who have worked for us out in the field and have really done a good job,” Gill noted regarding coordinator promotions.
How Does Event Security Compare to Permanent Post Assignments?
Economic models differ substantially between event security and permanent post contracts. Hotels, retail establishments, and commercial properties require consistent staffing year-round. One field operations coordinator manages close to 10 hotel properties in a specific Nashville area, providing stability and predictable revenue.
Events generate concentrated revenue over short periods but involve higher operational intensity. “We’re very comfortable exploring those new avenues,” Gill explained regarding Solaren’s service diversification. “We want to try to widen our scope as much as possible and be able to provide services to as many people as possible.”
Permanent contracts allow relationship building between security officers and client staff. Familiarity with premises, employee recognition, and established protocols create operational efficiency. Event security involves constantly adapting to new venues, unfamiliar layouts, and compressed preparation timelines.
Staffing flexibility matters more for events. Concerts scheduled months in advance allow recruitment and training. Last-minute gatherings or emergency deployments strain available personnel. “If they just got a knack for it. And we see that sometimes they can work their way up into the office pretty quick,” Gill noted regarding contractors who prove themselves during high-pressure events.
Insurance requirements shift between permanent and event contracts. General liability policies cover routine operations, but event-specific riders address crowd-related incidents, weather disruptions, and elevated threat environments. Event organizers often require certificates of insurance demonstrating specific coverage limits before security companies receive final contracts.
What Makes Nashville’s Event Security Market Unique?
Nashville’s transformation into a destination city created explosive demand for professional security services. The entertainment district’s growth, convention center expansion, and sports venue development all required security infrastructure. Solaren positioned itself to capitalize on this expansion through Jack Byrd’s law enforcement connections and entrepreneurial approach.
“He knows the industry. He still does. He’s definitely a professional when it comes to security. He knows the ins and outs of the law and the regulations and who to talk to about what, and that’s definitely helped the company grow super fast,” Gill observed.
Tennessee’s regulatory environment allows private security companies to operate with relative flexibility compared to more restrictive states. Dallas Law requirements for bar security create specialized credentialing that companies like Solaren provide, establishing competitive advantages over out-of-state competitors unfamiliar with local regulations.
Music City’s reputation attracts high-profile events requiring experienced security providers. Festival organizers seek companies with proven track records managing large crowds in entertainment environments. Solaren’s portfolio—spanning music festivals, marathons, Fourth of July celebrations, and venue contracts—demonstrates versatility that event planners value.
Local law enforcement collaboration strengthens security effectiveness. “We work directly with Metro Nashville in a lot of capacities. We’ve built a really good rapport with them because it is supposed to be a very collaborative relationship in a lot of ways,” Gill explained. Private security and police operate as complementary forces—officers detain individuals but lack arrest authority, requiring law enforcement backup for criminal matters.
Jack K. Byrd III’s career trajectory from Davidson County Sheriff’s Office intern to United States Marshal Service officer before founding Solaren created credibility within law enforcement circles. Those relationships facilitate coordination during major events where multiple agencies operate simultaneously.
The economics of event security involve calculations extending far beyond hourly wages. Personnel training, equipment investment, insurance requirements, technology integration, and client relationship management all factor into operational models. Solaren Risk Management’s growth from a mall office to managing 300 contractors demonstrates how understanding these economics—combined with operational excellence and strategic positioning—builds successful security enterprises in competitive markets.
