Keeping it uneventful

Corporate security managers face MANY challenges, but coping with the security of a special event can be one of the most daunting and testing. The very definition of a 'special' event means something different is going to happen that will not only test existing security systems, but also require additional security measures above and beyond the norm.

Post-9/11, increased threats from the new breed of terrorism are impacting on both private and public corporations on a daily basis. No security professional wants to be – or indeed can afford to be – caught out by an oversight in strategy and/or planning. When we're talking about the security of a special event in particular, the consequences of 'getting it wrong' can be potentially disastrous for the organisation concerned.

Efficient security managers will already have taken steps to meet the threats posed by the new terrorism, and will be revising threat assessments on a regular basis. Improvements and enhancements to existing security measures should by now have been made.

However, it would be a mistake to assume that any such improvements will, on their own, address the security requirements at a given special event. The very nature of special events results in new factors, risks and threats having to be met by the corporation. Key to the determination of any new risks and threats is a good flow of information and intelligence. Apart from securing the co-operation of police and – where appropriate and possible – Government intelligence agencies, it's important to trawl all known sources of information that could shed light on any known or perceived threat to the event.

Fellow security managers can be a valuable source of knowledge, particularly if their organisation operates in the same sector or industry and may be suffering similar threats.

The initial stages
From the outset, a special event – or at least the very mention of it – frequently sets off a little or a great deal of panic in the organisation that's lucky enough to be arranging it. Of course, security professionals never panic, so their first job is to calm everyone else down!

At the early planning stages, it's vital that all players in this 'theatre' understand their respective roles and responsibilities. There's nothing worse (or more dangerous) than for the event planners to become confused over who does what and when.

The first task for the security manager, then, is to clarify the issue of roles and responsibilities, and to underline the ultimate decision-making process. Easy as that may seem, this whole issue can often take on unprecedented importance when responding to bomb threats or threatening telephone calls.

The next stage involves assigning budgets to the tasks at hand. Nothing in this world seems to move without money, and we all know how much corporate chief executives relish the thought of spending yet more money on security... That said, not all special events will necessarily require major changes to existing additional physical security systems – the only test that can be applied being a subjective one.

Special events can vary from something that's ostensibly mundane – such as a visit to a company's offices by an overseas customer – to the cutting of a ribbon for a new factory, bridge, roadway or monument by a Government minister. The determining factor as to the 'special' quality of an event is what it actually means to the organisers, the people booked to attend and, indeed, the adversaries planning to disrupt proceedings.

For instance, the opening of a new packaging factory may seem like the epitome of boredom, but if that factory happens to be in Kabul then I'd suggest such an event has the potential to be anything but boring!

From a security angle, keeping things boring is actually highly desirable. Many years ago, my own mentors drummed it into me that whenever an event becomes interesting or assumes greater importance for whatever reason, that's frequently the prelude to trouble.

Securing a special event
For larger events there'll usually be a Planning Committee set up on which at least one or more representatives of the Security Department will sit. For those events with a political bent, or where particular threats are perceived, it's not uncommon for police and/or other law enforcement officers to be present as well.

It's generally said that timing is everything. The same is true when it comes to the planning of a special event. Security managers don't always have the luxury of advanced notice and, in such cases, their approach must be pragmatic and often reliant upon a contingency plan pulled out of the drawer.

For the purposes of an ideal situation (ie where sufficient pre-event notice exists), my own experience of managing the security for special corporate events over a number of years has led me to rely on the preparation of an Event Security Protocol. The very definition of the term 'Protocol' implies a link to fixed rules and accepted behaviour used especially by Governments on special occasions.

What information, though, should that Protocol contain? First and foremost, it must outline the definition and location of the event. This may seem too obvious, but is nevertheless very necessary such that confusion is prevented. In addition, the profile of the event is particularly important. The extent to which it may be in the public domain or known to a wider circle can have serious implications for the event's security.

For example, it's not uncommon for the security of a special event to be compromised by an overlooked reference to the event on a web site or simply by corporate employees not exercising sufficient discretion and discussing the event outside of a restricted environment.

Next, the aims and objectives of the Event Security Protocol must be clearly defined. This section should set out the mission or policy statement for security, and provides a basis for taking action and procuring budgets. The scope of the document is where the details of all other interested parties (such as the police and, say, Government officials) are noted.

At this point, the threat assessment should be recorded. This is a vital part of the whole process and, in essence, sets the tone for the scale and nature of the security subsequently provided.

A wide range of issues must be addressed within the threat assessment. These will vary from known opponents to the event or organisation and the event's location to a consideration of the risks brought to the event due to the presence of visitors and/or dignitaries (who may themselves bring an increased threat to the event by virtue of specific threats to them, their community or country). As stated previously, reliable intelligence will play a major part in this aspect of the planning and so constant and effective liaison with other security and/or police agencies is vitally important.

On completion of the threat assessment, the stage is set to define the actual policing and management of the event (the word 'policing' in this context covering the actual securing of the event). This part of the Event Security Protocol may be sub-divided to cover roles and responsibilities, police liaison and actual delineation of the security/policing functions.

Inevitably, this section of your procedural document will contain much detail and comprise the core of the security operation. Wherever police are involved with the security of such an event, it's always advisable to prepare this section in draft (and then run it by the police and any other relevant official agencies for prior approval).

Remember that there's no second chance for this part of the Event Security Protocol. If it goes wrong without having first been approved by the police then the consequences can be extremely grave. Beware.

Don't forget to detail the event dates and timings. Again, a simple point but one which, if overlooked, can and will cause much embarrassment. Similarly, a section in your Event Security Protocol dedicated to any external contractors is absolutely essential. Whether they be there for lighting, sound, floral arrangements or catering, etc, knowing who the contractors are and making sure they're properly screened and vetted is absolutely vital.

Visitors and access control
Visitors and the whole issue of access control are intrinsically linked. When and where access control is carried out is paramount to effective security. You must be certain that every angle has been thought through in terms of the access control points, which themselves must be totally robust, resilient and effective. This is a core issue.

Very careful thought must also be given over to verification and methods of identification. Not every special event scenario will necessitate badges or passes, but be aware that the onus is very much on the security team to ensure that only bona fide visitors gain entry to the event.

Another major consideration when planning for a special corporate event surrounds vehicles and parking. The best-secured events can suffer when traffic traffic jams build up, so liaise carefully with the local authority's traffic planners and the police. Remember, too, that managers ignore the security of parking areas at their peril.

And what of the national and/or trade press? You don't necessarily have to allow them access, of course, but if you do then make sure you can identify them and that their ID is clear. Again, experience shows that journalists tend to wander around, so lay down clear parameters as to where they can and cannot go both inside and outside the venue.

It's strange just how many people attending a special event regard themselves as a VIP. It must be something about the occasion that makes people feel so important, but the real VIPs invariably need special attention. Make sure your Event Security Protocol covers this.

By now, you should be thinking about the security procedures which must cover everything from the deployment of personnel through to the operation of CCTV and other electronic systems. Radio control, search and secure procedures and access control should all be addressed in detail in this section of the Event Security Protocol.

Closely linked to the security procedures will be the issue of emergency procedures and contingencies. These will of course vary depending upon the circumstances of the event, but once again there's no room for oversights so consider each possible contingency slowly and meticulously.

One subject that always causes a fluster even among the most hardened and experienced security types is that of evacuation of the event. Of course, you must consider it and plan for it, but use the option wisely. Once invoked, there may – quite literally – be no going back.