Event Planning

Jul 1, 2004 12:00 PM, By ROB SHUSTER

Planning security for a special event requires a tailored approach that balances effective, non-excessive, security measures against a realistic assessment of the likely threats to the event. A “one size fits all” approach to security fails to consider the very aspects of the event that make it unique. The security and event management team are well served by coordinating a customized security plan. Special events face unique security threats, and the team should take appropriate steps to ensure a successful and secure event.

Special events fall into three categories:

• unique events that warrant a focus on security simply because they are so rare (e.g., attending the Olympics, hosting a regulatory or industry summit );

• events that would otherwise be considered normal, except for the unique nature of the guests or agenda (e.g. new product launches); and

• events that are controversial or worthy of media attention (e.g. affiliation with a political organization).

The security strategy for each type of event should include a threat assessment, security and incident management plan, and security vendor selection criteria.

THREAT ASSESSMENTS

A threat assessment should first identify and then quantify potential unique and traditional risks. Risks such as severe weather or theft often apply to many events, while other risks such as demonstrations may be unique. An experienced event security team should distinguish the likely threats from unlikely or perceived ones and develop a plan that adequately addresses legitimate concerns.

Appropriate security measures provide three critical benefits:

• Dissuading would-be disruptions through a deterrent effect;

• Intercepting disruptions through preventive measures; and

• Responding effectively through pre-planned actions should an incident occur.

Effective security reassures the public without detracting from the event's image or unreasonably inconveniencing the attendees. To achieve this balance, the event planner should team with a security practitioner who has relevant experience and the proper personnel to implement the plan professionally.

Potential attackers will assess the value of an event from different perspectives, depending on their motivation and objectives. Consider asking the following questions to establish the most probable threats; then qualify them in terms of their likelihood:

• Who would benefit from the failure of the event if an incident were to occur?

• Who would benefit from a mere disruption of this event?

• What interest would any groups with a history of violence or disruption have in the event as an arena to publicize their cause?

When developing the list of possible threats, pay particular attention to the extent of media coverage the event will likely generate. Threats increase dramatically when the event is high-profile, so gauge the level of controversy surrounding the event along with the expected media coverage. Attendance by VIPs presents another potential threat source that may even be independent of the nature of the event itself.

Gathering intelligence plays a crucial role in assessing potential threats; it requires an honest assessment of how much real effort was made to discover specific threats. Threat assessment for events is not limited to threats with an obvious or even indirect connection to the event or its attendees. The representative or symbolic value of the event or venue may also be risks. Terrorists and other politically driven groups seek to create recognition of their cause in a theatrical manner and then instill fear by eroding the public's confidence in their safety. Think creatively in defining the total set of possible threats, then narrow them down to the more likely ones, and define the security plan to deter, intercept or adequately react to those threats.

SECURITY AND INCIDENT MANAGEMENT PLANS

Assessing the likely risks is only the first step in successful event security planning. Developing and implementing basic security plan components — entry criteria and access control, critical area protection, and event-specific security issues — to meet these threats is the next step.

Basic security plan components should be created and implemented with five objectives in mind:

• Deterrence — The degree to which a particular security measure will deter a would-be attacker

• Prevention — The effectiveness of a security measure in intercepting an attempted security breach or preventing disruption

• Environmental Assessment — The cumulative effect of all security measures in determining the appropriate response to incidents during the event (e.g., bomb threats)

• Incident Preparedness — The actions to be taken in various emergencies

• Communications Preparedness — The protocols of communicating during such actions

SECURITY VENDOR SELECTION

Security planning for events is a specialized niche requiring unique skills and experience to understand outcomes of security decisions. When evaluating potential vendors, be sure to carefully review their qualifications in the following areas:

• Experience — Look at the resumes and event assignment histories of the executives, managers, and field supervisors of each prospective security vendor, and then ask about the backgrounds of the people who will be leading the charge at your event. Inquire how well they have worked with local emergency responders.

• Comprehensive Service — Select a vendor whose personnel can satisfy all of the event security needs, including security officers, access screening, canine assistance, executive protection, and crisis management. Ask the vendor how many of the services will be performed by their own employees. Ask for references.

• Personnel Training — Ask the vendor to provide training outlines and schedules. Security personnel should be trained on legal guidelines, operational procedures, fire prevention, first aid, communication skills and report writing, confrontation management, emergency preparedness, and physical intervention skills.

Planning security for special events demands the skills acquired through experience — experience securing actual events and working with local emergency responders — to realistically assess likely threats to the event and develop a focused security plan. The security plan must establish the minimum-security measures required to accomplish a balance between safety and convenience, while effectively addressing potential threats. With the approach of several unique events taking place this summer/fall such as the Olympics and the Republication and Democratic conventions, it is more important than ever for security and event management teams to evaluate security measures while carefully weighing the deterrent and preventive value they offer against the threat level, as well as the reactive preparedness of the security team.

EDITOR'S NOTE: This article is adapted from material provided by Rob Shuster, senior vice president for Vance International/Decision Strategies, a global security and investigative firm specializing in special event security, high-level executive protection and training, asset protection, uniformed security officers, business intelligence and research, information security, litigation support, and security and risk consulting.

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© 2008 Penton Media Inc.

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