Provide For The Safety of VIPs Refined

PROVIDE FOR THE SAFETY
OF VIPS
D1.HSS.CL4.06
Slide 1
Provide for the safety of VIPs
This Unit comprises three Elements:
Prepare for visits by VIPs

Implement plans for VIP safety
Conduct evaluation of plans following departure of VIP
Slide 2
Assessment
Assessment for this unit may include:
Oral questions
Written questions
Work projects
Workplace observation of practical skills

Practical exercises
Formal report from employer/supervisor
Slide 3
Performance Criteria for this Element are:
Identify the nature of the visit by VIP

Liaise with relevant people regarding the visit
Identify factors impacting on VIP safety while at the

premises
Create safety plans for the VIP visit
Identify resources required to support safety plans

(Continued)
Slide 4
Acquire necessary surveillance and communication
equipment
Select staff to provide for VIP safety
Provide information to staff in relation to VIP safety and

plans
Establish media liaison facilities and procedures
Conduct drills to trial safety plans
Slide 5
Identify nature of visit
Step 1 for a VIP visit is to identify the nature of the visit
and the VIP.
VIP = Very Important Person.
VIPs may be:
Male or female
Local or foreign
On their own or accompanied
Slide 6
‘Entourage’ = those who accompany the VIP:
Personal staff of the VIP:
• Personal assistants
• Media liaison and PR
• Cooks/chefs
• Bodyguards
• Valets
Third party security providers and contractors
Slide 7
VIPs may include:
Royalty:
• Kings
• Queens
• Others?
(Continued)
Slide 8
Politicians:
• Presidents
• Others?
(Continued)
Slide 9
Entertainers:
• Pop/rock stars
• Bands
• Film stars/actors
• TV performers
(Continued)
Slide 10
Sports stars:
• Local/domestic and foreign

• Individuals
• Teams
• All types of sports

(Continued)
Slide 11
Celebrities:
• Popular people
• People with certain fame or notoriety
• Competition winners
• Those with a high or prominent profile

• Anyone with a high-profile media presence
(Continued)
Slide 12
Those who have received special honours:
• Knights
• Medal holders
• Award-winners
Slide 13
VIPs may visit:
As a stopover which is part of a longer journey

To perform in a professional capacity
For holidays
Slide 14
Additional details of VIP visit to identify include:
Dates of visit and arrival

Relevant times and duration
Entourage details
Special requests, arrangements, preferences and

requirements
Slide 15
When identifying details about an upcoming VIP visit:
Record the details – never rely on memory and

never rely on others
Use a small notebook – it’s low-tech but very

effective
Slide 16
Liaise with others
All VIP visits require ‘liaison’ with others:
Communication must be two-way

• VIP/entourage to you
• You to VIP/entourage/managers
Make sure you document all communications
Slide 17
Liaise with others
Liaison and communication may be required with:
Managers – tour managers/VIP managers and handlers

Local authorities
VIP staff and entourage
Security staff
Government/embassy staff
Slide 18
Liaise with others
VIP managers and handlers:
Not all VIPs have/travel with managers or handlers

They are responsible for arranging and organising the
visit
They manage problems and issues on behalf of the VIP

There will be regular communication with them
Slide 19
Liaise with others
Managers/handlers will:
Provide you with standard requirements

Provide you with updates as they take place
Demand you communicate with them to advise of

issues, provide updates and confirm arrangements
Expect to be able to contact you easily 24/7
Slide 20
Liaise with others
Local authorities include:
Local politicians
Local council
Managers, department heads, heads of authorities and

agencies
Slide 21
Liaise with others
Local police will always be advised of a VIP visit:
For operational reasons

As a courtesy
Assist with security and crowd control
Facilitate traffic movement and management

Provide intelligence
Slide 22
Liaise with others
VIP staff and entourage will contact you to:
Advise of their individual needs

Communicate updates and changes
Find out arrangements already made with managers

and handlers
Seek local information and knowledge to facilitate the
visit
Slide 23
Liaise with others
External security staff will communicate regarding:
Identifying security requirements
Integrating their service provision with yours
Determining on-site resources and systems
Providing details on previous arrangements and threats
Helping with pre-arrival activities
Rosters and staffing
Screening of staff
Slide 24
Liaise with others
The Government or the embassy is usually only involved
where VIP is Royalty or Politician.
They will liaise in relation to:
Development of programmes
Protocols
Security support
Slide 25
Liaise with others
Other topics which will be addressed as part of liaison and
communication with ‘relevant others’:
Arrival and departure arrangements
Side travel, trips and tours
Entertainment
Use of in-house facilities
Integration of venue services with entourage service
delivery
(Continued)
Slide 26
Liaise with others
Food and beverages
Timing issues
Media liaison
Personal preferences
Account settlement
Slide 27
Identify factors impacting VIP
safety
When a VIP is going to visit:
Safety plans must be prepared

Safety plans must reflect identified factors
impacting on VIP safety during the visit
Slide 28
safety
Sources of information on threats/safety issues:
The VIP
Managers and handlers
Authorities
Monitoring the media
Slide 29
safety
Also consider:
Even a crowd which ‘loves’ the VIP can pose a risk

‘Minders’ are usually very honest about the information
they provide
Many VIPs think they are ‘above the law’

(Continued)
Slide 30
safety
The reputation of the venue hinges on how the visit
goes
Prepare for the worst and hope for the best
Develop and maintain open, regular and honest

communication with the VIP and managers
Do your research
Slide 31
safety
Your responsibilities are to:
Identify and address threats within the venue

Liaise and cooperate with external security providers
Slide 32
safety
Possible threats and issues relate to:
Crowd control
Routes to be taken
Media coverage
Weather and time of day

VIP behaviours
Slide 33
safety
In relation to ‘crowd control’ your responsibility is:
Access to the venue

Departure from the venue
Movement within the venue
Slide 34
safety
‘Crowds’ pose the following threats and issues:
Blocked access
Risk of injury:
• To VIP
• To crowd/others
Delays
Demonstrations
Slide 35
safety
Considerations relating to ‘routes to be taken’:
Physical hazards
Access points
Concealment opportunities
The shortest route is usually best

Privacy or publicity?
Line of sight coverage for CCTV and observation
Slide 36
safety
In relation to ‘media’:
How many will there be?

Where will they be from?
What are their needs?
What is the attitude of the VIP to the media?
Slide 37
safety
Threats/issues relating to ‘weather’ and ‘time of day’:
Keep up to date with weather forecasts

Different types of weather present (and/or eliminate)
different potential problems
Different times of day create (and/or eliminate) different

potential problems
Slide 38
safety
Possible behaviour of the VIP must be considered:
Aim to handle issues ‘in house’

Liaise with authorities
Try to identify the possible unacceptable or

inappropriate behaviours and responses to same
Slide 39
Create safety plans
Safety plans must be developed for every VIP in order to:
Protect VIP against threats, problems and danger

Minimise adverse impacts on others
Meet expectations
(Continued)
Slide 40
Create safety plans
Protect reputation of venue
Encourage repeat business

Demonstrate ‘due diligence’
Discharge ‘duty of care’ responsibilities
Slide 41
Create safety plans
Points to consider when developing safety plans:
Every VIP visit demands a safety plan is created

Plans must be in writing
All identified threats/issues must be addressed
Some threats require multiple plans

(Continue)
Slide 42
Create safety plans
Involve and communicate with others when drafting the
safety plans
Refer to many previous safety plans for earlier VIP
visits and use and learn from them
Ensure ‘contingency plans’ are developed
Slide 43
Create safety plans
Safety plans must be developed based on knowledge of:
Name of VIP
Local attitude to them
Reason for visit
Timing
Duration
Weather
Local conditions
(Continued)
Slide 44
Create safety plans
Size and composition of entourage
Assistance available
Input from VIP, managers and entourage
Previous experience
Identified threats
Slide 45
Create safety plans
Specific requirements to address:
Preparing necessary procedures:

• ‘Prior to arrival’
(Continued)
Slide 46
Create safety plans
• ‘On arrival’ procedures

• ‘On arrival’ protocols
(Continued)
Slide 47
Create safety plans
• ‘During stay’ procedures

• ‘On departure’ procedures
(Continued)
Slide 48
Create safety plans
Preparation of running sheets:
• On arrival
• During stay
• On departure
Slide 49
Create safety plans
Safety plans should also contain Appendices:
Naming stakeholders
Providing stakeholder contact details
Detailing scopes of authority
Time zones
Country dialling codes
List of scheduled meetings
Slide 50
Create safety plans
Safety plans must include reference to ‘roles and
responsibilities’ for the following reasons:
Ensure authorised only access to VIP
Allocate staff
Facilitate staff screening

Allow VIP opportunity to reject allocated staff
Generate list for training, briefings and communication

purposes
Slide 51
Create safety plans
Roles and responsibilities need to be created for (as
appropriate):
Chefs and kitchen staff
Venue security
Room attendants and room service staff

Butlers/valets and personal assistants
Drivers
Managers and Department/Division Heads
Slide 52
Create safety plans
Safety plan issues relating to ‘communications’:
Dates, times and locations for meetings with list of

required attendees
Times/locations for daily briefings
Methods of communication
Communication protocols
Slide 53
Create safety plans
Safety plans must contain control actions:
Controlling ingress and egress

Security protocols:
• IDs and security tags
• Uniforms and equipment

• Screening
Emergency responses and evacuation procedures
Slide 54
Create safety plans
‘Insurance’ in safety plans:
Liaise wit management to determine requirements

Read existing policies to identify coverage
Determine if additional coverage is required
Meet with insurer to discuss needs

Take out coverage/pay premium
Slide 55
Identify resources required
Safety plans must be adequately resourced:
The plan must form the basis of resource need

Required resources must be provided unless a viable
alternate strategy can be identified
Resource requirements change between plans, VIPs

and visits
Slide 56
Examples of resources which may be required to support
safety plans for VIP visits include:
Personnel:
• Internal and external including ‘specialist’ staff
• Rosters
Transportation:
• On arrival and departure and During stay

(Continued).
Slide 57
Weapons
PPE
Barriers
(Continued)
Slide 58
Internal protocols
Cash/funding
Operational documentation
Communication equipment
Electronic surveillance and detection equipment

Intelligence
Slide 59
Operational documentation may include:
Venue maps
Local maps
Schedules and programmes
Staff rosters
SOPs and policies
Running sheets
Slide 60
Running sheets may address:
Checking people and vehicles

Dog, physical and electronic sweeps and searches
Road closures and crowd control
Observing and monitoring activities

Escort, guard and loss prevention
Slide 61
Acquire surveillance and
communication equipment
Surveillance and detection equipment:
General systems – alarms, monitors and panels

Sensors – motion, heat and smoke
CCTV cameras, recorders and monitors
(Continued)
Slide 62
Access control technology
Binoculars
Hand-held cameras
Audio surveillance equipment
Slide 63
Comms equipment can include:
Hand-held radios
Headsets and earpieces/mics
Intercoms
Landline telephones
(Continued)
Slide 64
Cell phones
Pagers
PA systems
Megaphones
Slide 65
Options for acquiring equipment:
Buy
Borrow
Rent/hire
Lease
Slide 66
Prior to the VIP visit:
Establish a CCC room

Train staff as required
Prepare and supply required documents
(Continued)
Slide 67
Conduct tests and trials
Develop communication protocols

Patch into other systems as necessary
Conduct drills
Slide 68
Communication protocols may involve:
Checking operational status of items

Keeping lines open
Using designated channels
Sending and receiving messages

Using and knowledge of emergency terms and phrases
(Continued)
Slide 69
Reporting in
Not over-talking other transmissions

Using ‘Over’ and ‘Go ahead’
Identifying self and location
Not using bad or inappropriate language

Restricting transmission of sensitive issues/matters
Using phonetic alphabet
Slide 70
Select staff
Personnel required for VIP visit can include:
External security staff

Police
Internal security staff
Staff provided by VIP
Slide 71
Select staff
Security-related tasks for staff:
Security checks
Crowd control
Access control
(Continued)
Slide 72
Select staff
Background checks
Observation and monitoring

Liaison activities
Close escort duties
Slide 73
Select staff
‘Close escort duties are performed by ‘bodyguards’ or
‘CPOs’ . They may be:
Venue employees with special skills:
• Driving
• Martial arts
• First aid
• Firearms
Provided by an external security company
Slide 74
Select staff
Bodyguard responsibilities may include:
Undertaking planning of travel arrangements

Planning movement in the venue
Driving duties
(Continued)
Slide 75
Select staff
Conducting physical inspections and electronic
’sweeps’
Undertaking background checks
Protecting the client
Accompanying the client

Facilitating carriage of items
Slide 76
Provide information to staff
Safety plans and information may need to be shared with:
Police
Authorities
External service/security providers
Managers, minders and handlers

Internal venue staff
Slide 77
Options for communicating safety plans and information:
Meetings and briefings

Distribution of documents
Email
Memos
Restrict release of information to optimise security.
Slide 78
Points to note regarding communicating plans and
information:
Use a combination of approaches
Use languages appropriate to recipients
Develop a Distribution List

Record communication activities
Emphasise ‘confidential’/secret nature of information

Provide information on a ‘need to know’ basis
Slide 79
Points/issues to note when communicating information:
Changes to SOPs
Emergency and evacuation procedures
Special requests
Threat warnings
Drills
(Continued)
Slide 80
Prohibited actions (staff with VIP)
Specifications regarding interaction with the media
Slide 81
Establish media liaison
Before contacting media in relation to a VIP visit:
Identify orientation of VIP to media

Identify information/materials already
prepared and ready to give to media
Determine dates and times VIP will provide to

media for interviews and photos
Liaise with VIP managers and minders
Slide 82
Activities involved with media liaison:
Creating media room

Identifying and preparing interview room
Developing protocols and procedures for media contact
(Continued)
Slide 83
Nominating a media contact person from the venue for
the visit
Advising times, dates and locations available for
interviews and making bookings
Preparing media releases

(Continued)
Slide 84
Preparing and distributing media protocols for VIP visit
Determining media hospitality to be provided

Advising media of arrangements
Responding to media enquiries
Slide 85
Conduct drills
Drills of approved safety plans should be conducted to:

Give staff experience with plan implementation
Prove the plan/s
Identify problems and issues with the plan/s

Verify responses and planned actions
Generate options and alternatives
Slide 86
Conduct drills
When conducting safety plan drills:
Involve all stakeholders

Notify authorities of the drills
Trial all details in the plans
Test communication, surveillance and detection

equipment and systems
Focus drills on identifies issues and threats

(Continued)
Slide 87
Conduct drills
Create ‘realistic’ scenarios:
• Conduct at different times

• Focus on threats
• Include possible problems
(Continued)
Slide 88
Conduct drills
Revise and re-circulate safety plans as required on
basis of drills
Record date and times of drills
Re-run drills as and when necessary
Slide 89
Summary – Element 1
When preparing for visits by VIPs:
Determine the nature of the visit

Research details of the visit and the VIP and their
entourage
Liaise with relevant managers, handlers and minders
as well as local authorities and agencies
Investigate and identify threats
Prepare safety plans
Identify and obtain resources to allow safety plans to
be implemented
(Continued)
Slide 90
Document action taken as part of the planning and
preparation
Screen and select appropriate personnel to implement
the safety plans
Share security and safety information with nominated
internal and external personnel
Determine media requirements for the visit and
establish appropriate facilities
Conduct and review drills to practice implementation of
safety plans
Revise safety plans on the basis of drills and
redistribute revised plans as required
Slide 91
Implement plans for VIP safety
Apply pre-arrival preparations

Conduct final pre-arrival checks
Meet and escort VIPs
Maintain the safety of VIPs during stay

Facilitate departure of VIPs
Slide 92
Pre-arrival preparations occur over a range of timeframes:
From 6 months out

3 months out
Several days in advance
Within 24 hours
On the day
Slide 93
Pre-arrival preparations can include:
Training staff:
• Systems and equipment use
• Cultural awareness
• Protocols to be applied
• Operational requirements
• Revisions to venue SOPs
(Continued)
Slide 94
Providing food and beverages:
• Learning menu and product knowledge

• Identifying timing requirements
• Purchasing required items
• Trialing and testing recipes

• Determining service protocols
(Continued)
Slide 95
Preparing and providing support facilities:
• Refurbishing areas
• Painting, service and maintenance
• Cleaning
• Replenishing supplies
• Closing areas to public
(Continued)
Slide 96
Areas which need to be prepared can include:
• Toilets
• Make-up rooms
• Media rooms and interview rooms
• Change rooms
• Holding rooms
• Business support
(Continued)
Slide 97
Controlling access:
• Closing/locking doors, gates and windows

• Positioning required signage
• Erecting barricades
• Cordoning off areas

(Continued)
Slide 98
• Inspecting vehicles
• Screening – people, articles and luggage

• Issuing ID cards
• Positioning guards at pre-determined locations
(Continued)
Slide 99
Addressing operational issues:
Reallocating staff
Drafting revised rosters
Advising staff of:
• Revised/new procedures
• Changed opening/operation times
• Expected impacts on other guests/service delivery
Slide 100
It is important to implement pre-arrival preparation to:
Optimise safety and security

Meet expectations
Keep promises made
Enhance service delivery

Demonstrate the value and importance the venue
places on the VIP and their visit
Slide 101
Identified pre-arrival checks must be conducted. Points
relating to the timing and context of these checks are:
Comparing ‘actual’ venue preparations against safety
plan requirements
Conducting checks close to VIP ETA

Securing areas once checks have been completed
(Continued)
Slide 102
Collaborating with others is normally SOP for these
checks
A checklist should be used to guide and govern the
checks
Identified issues MUST be addressed
Slide 103
Examples of pre-arrival checks include:
Confirming operation of communications and other

technologies, systems and equipment
Keying off elevators
Conducting ‘sweeps’ of the area

(Continued)
Slide 104
Confirming identities
Checking locked areas

Confirming lines of sight
Confirming ‘other arrangements’
Issuing progressive ‘all clear’ notifications
Slide 105
There may be a need to meet and escort VIPs and
entourage on arrival:
Previous discussions will identify what is required
Role may be ‘passive’ or ‘active’
Safety plan will form the basis for action
Slide 106
Where venue has a ‘passive’ role:
Allow designated others to take the primary role, as

arranged
Work under direction of nominated other

security officers
Observe and monitor the arrival
Maintain integrity of established security

Provide back-up as required
Slide 107
Where venue has an ‘active’ role:
Secure nominated areas

Identify VIP and party/entourage
Support work of external security staff
(Continued)
Slide 108
Handle secure entry into venue
Monitor crowd
Observe environment for threats
(Continued)
Slide 109
Maintain communications
Request assistance when and if required. Make the

decision to call for assistance quickly:
• Never simply respond – always ‘advise’ and ‘request

assistance’
(Continued)
Slide 110
Match on the ground actions and responses to required
level of security
Provide escort duties:
• Direct/close escort
• Handovers
• Responding to VIP requests
• Assimilating threats into action taken
Slide 111
‘Situational Awareness’ = knowing:
What the situation is normally like when everything is

safe and secure
If it is changing
How it is changing
Why it is changing
The threat presented by changing circumstances
Slide 112
Situational Awareness relies heavily on:
Keeping eyes and ears open

Analysing everything:
• What was it?
• Why did it happen?

• What does it mean?
Slide 113
Situational Awareness is the basis for:
Determining threat situations

Identifying action needing to be taken
Identifying what is ‘normal’ and things are not normal
Prompt and effective responses
Slide 114
Maintain safety of VIP
When VIP has arrived the main aims are to:
Maintain safety and security of:

• VIP and their entourage
• Other guests
• Members of the public

Implement the safety plans, as agreed
Place safety of people above security of assets
Slide 115
Activities to maintain safety and security of VIP:
Conducting ongoing visual and electronic sweeps

Conducting physical searches
Maintaining restricted access
(Continued)
Slide 116
Confirming adherence to established safety and
security protocols
Checking IDs
Liaising with external security
(Continued)
Slide 117
Maintaining guard duties
Checking vehicles
Protecting privacy
Restricting movement – where necessary
Slide 118
‘Suspicious vehicles can be any shape, size, type, model
or colour. Indicators are:
Emits an odour
Does not ‘fit’ with surroundings
Missing license plates

Sagging on springs
Parked awkwardly or in unauthorised area

(Continued)
Slide 119
Moves slowly and repeatedly through area
Has tinted windows

Left in one spot for unreasonable period
Is idling
Occupants observed leaving in a hurry or strange

manner
Slide 120
Facilitate departure of VIP
There will always be responsibilities attached to instances
where VIP departs from venue.
‘Departure’ can refer to:
Departures where the VIP will return at a later

time
Final departure from the venue at the end of the
visit
Slide 121
‘Points to note’ regarding VIP departures:
Use safety plans as basis for decisions and action

May be required to play ‘active’ or ‘passive’ role
May be required to arrange a host of associated

products or services
Will need to arrange and implement series of
pre-departure activities and pre-departure checks
Slide 122
Examples of possible activities to facilitate departures:
Key off lifts

Clear exit/departure routes
Conduct sweeps
Confirm IDs
(Continued)
Slide 123
Check locked areas
Confirm lines of sight

Conduct comms checks
Confirm personnel
(Continued)
Slide 124
Confirm security of nominated areas
Update staff regarding changes

Issue ‘all clear’
Liaise with external security
(Continued)
Slide 125
Handle secure departure
Monitor crowds and general environment

Update CCC
Request assistance when threat or issue

is identified
(Continued)
Slide 126
Match security actions to level of identified threat
Adapt as required or directed

Accompany/escort the VIP
Confirm security of departure location
(Continued)
Slide 127
Check vehicles
Remove unauthorised vehicles and persons

Hand over to others
Slide 128
When implementing plans for VIP safety:
Follow the safety plans which have been prepared and
approved
Make sure all actions identified in the safety plan are
implemented
Implement required pre-arrival preparations to venue and for
staff
Liaise and cooperate with external authorities, stakeholders
and security providers
Be prepared to take an active/primary role or a
secondary/support role
(Continued)
Slide 129
Provide guard, deterrent and escort services as
required
Monitor and observe crowds, individuals and vehicles
Report suspicions and observed activity
Adapt plans as necessary based on issues arising
Notify others regarding progress and changes to plans
Protect the VIP and their privacy during their stay
Undertake identified checks and activities every time
the VIP leaves the venue
Slide 130
Conduct evaluation of pans
following departure of VIP
Debrief staff who were involved with project

Analyse responses to breaches of safety that occurred
Prepare draft safety plans for future VIP visits on the

basis of feedback received and analysis undertaken
Slide 131
De-brief staff
Debriefings are Standard Operating Procedure after every
VIP visit and are held to:
Finalise the visit
Capture suggestions and input to improve
future visits
Learn lessons
Provide a stakeholder forum for discussion
Identify and resolve problems
(Continued)
Slide 132
Debrief staff
Obtain feedback
Address issues and complaints

Assist others with their evaluations
Gather information
Thank staff and others
Slide 133
Debrief staff
Keys to debriefings:
Schedule the debriefing sessions

Conduct debriefs shortly after visit has completed
Consider daily sessions
(Continued)
Slide 134
De-brief staff
Face to face sessions are best but not always possible
Notify others of time and date/time for debriefing –

encourage attendance
Allocate sufficient time
(Continued)
Slide 135
De-brief staff
Involve all stakeholders
Prepare and circulate an agenda

Record the session
(Continued)
Slide 136
De-brief staff
Facilitate ‘evidence-based’ discussions and analysis
Take charge of the session

Ask lots of questions
Thank contributors and follow-up on contributions
Slide 137
Analyses responses to breaches
Responses to breaches of safety and security which
occurred as part of a VIP visit must be analysed as part of
the evaluation process in order to:
Identify causal factors
Assess responses
Evaluate planning
Prevent recurrence
(Continued)
Slide 138
Improve future responses

Discharge ‘duty of care’
Demonstrate professionalism
Slide 139
Analysis should address:
Planning stage
Implementation phase – context of breach
Actual response
Slide 140
General context for analysing breaches:
Use a combination of approaches – seek 360˚ analysis

Use a ‘no blame’ policy
Ensure the extent of the analysis reflects the nature and

severity (consequence and/or potential) of the breach
Slide 141
Standard analysis techniques include:
Watching videotape
Interviewing staff
Speaking to those who were impacted
Interviewing offenders
(Continued)
Slide 142
Visiting and investigating ‘the scene’
Using input from external stakeholders

Seeking answers to standard questions
Slide 143
Prepare draft plans on basis of
feedback and analysis
Activities in documenting ‘lessons learned’ from evaluating
VIP visits:
Capturing information in written form
Including relevant support material or documentation
Recording basic data for the visit

Communicating lessons learned
Filing materials for future reference
Slide 144
Ways to incorporate lessons learned into future plans and
activities:
Circulate information
Integrate lessons into in-house training
Revise policies and procedures

Hold special staff-management meetings
(Continued)
Slide 145
Make it mandatory for managers to review previous VIP
visits prior to subsequent VIP visits
Amend existing safety plans. Use them as the basis for
updates
Slide 146
Ways to share information after evaluation:
Make verbal report

Do formal presentation
Distribute updated safety plans
(Continued)
Slide 147
Circulate formal report
Meet with internal stakeholders and discuss findings

Share findings with external stakeholders
Slide 148
When conducting evaluation of plans following departure of VIP:
Schedule the evaluation
Notify relevant stakeholders in advance of time, date and

location/venue for the evaluation
Try to achieve face to face debriefing sessions
Support face to face evaluations and de-briefings with

alternative options for stakeholders to make input
Explain reasons for the evaluation process
Use established safety plans as the basis for evaluation
(Continued)
Slide 149
Involve internal and external stakeholders
Ensure reviews and analysis is evidence-based
Analyse responses to security and safety breaches
Strive to identify ‘lessons learned’ from the visit
Incorporate lesions learned into draft safety plans for
future VIP visits
Communicate findings of the evaluation
Circulate revised and new safety plans
Integrate lessons learned into standard venue
protocols
Slide 150

Provide For The Safety of VIPs Refined

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Provide For The Safety of VIPs Refined

Uploaded by

Copyright:

Available Formats

PROVIDE FOR THE SAFETY

 Prepare for visits by VIPs

 Conduct evaluation of plans following departure of VIP

 Workplace observation of practical skills

 Formal report from employer/supervisor

 Identify the nature of the visit by VIP

 Identify factors impacting on VIP safety while at the

 Identify resources required to support safety plans

 Provide information to staff in relation to VIP safety and

 Conduct drills to trial safety plans

VIPs may be:

 On their own or accompanied

• Local/domestic and foreign

• All types of sports

• Those with a high or prominent profile

 As a stopover which is part of a longer journey

 Dates of visit and arrival

 Special requests, arrangements, preferences and

 Record the details – never rely on memory and

 Use a small notebook – it’s low-tech but very

 Communication must be two-way

 Make sure you document all communications

 Managers – tour managers/VIP managers and handlers

 VIP staff and entourage

 Not all VIPs have/travel with managers or handlers

 They manage problems and issues on behalf of the VIP

 Provide you with standard requirements

 Demand you communicate with them to advise of

 Managers, department heads, heads of authorities and

 For operational reasons

 Assist with security and crowd control

 Facilitate traffic movement and management

 Advise of their individual needs

 Find out arrangements already made with managers

 Safety plans must be prepared

 Monitoring the media

 Even a crowd which ‘loves’ the VIP can pose a risk

 Many VIPs think they are ‘above the law’

 Develop and maintain open, regular and honest

 Identify and address threats within the venue

 Weather and time of day

 Access to the venue

 Movement within the venue

 The shortest route is usually best

 Line of sight coverage for CCTV and observation

 How many will there be?

 What are their needs?

 What is the attitude of the VIP to the media?

 Keep up to date with weather forecasts

 Different times of day create (and/or eliminate) different

 Aim to handle issues ‘in house’

 Try to identify the possible unacceptable or

 Protect VIP against threats, problems and danger

 Encourage repeat business

 Discharge ‘duty of care’ responsibilities

 Every VIP visit demands a safety plan is created

 All identified threats/issues must be addressed

 Some threats require multiple plans

 Ensure ‘contingency plans’ are developed

 Local attitude to them

 Reason for visit

 Preparing necessary procedures:

Prepare for visits by VIPs

Conduct evaluation of plans following departure of VIP

Workplace observation of practical skills

Formal report from employer/supervisor

Identify the nature of the visit by VIP

Identify factors impacting on VIP safety while at the

Identify resources required to support safety plans

Provide information to staff in relation to VIP safety and

Conduct drills to trial safety plans

On their own or accompanied

As a stopover which is part of a longer journey

Dates of visit and arrival

Special requests, arrangements, preferences and

Record the details – never rely on memory and

Use a small notebook – it’s low-tech but very

Communication must be two-way

Make sure you document all communications

Managers – tour managers/VIP managers and handlers

VIP staff and entourage

Not all VIPs have/travel with managers or handlers

They manage problems and issues on behalf of the VIP

Provide you with standard requirements

Demand you communicate with them to advise of

Managers, department heads, heads of authorities and

For operational reasons

Assist with security and crowd control

Facilitate traffic movement and management

Advise of their individual needs

Find out arrangements already made with managers

Safety plans must be prepared

Monitoring the media

Even a crowd which ‘loves’ the VIP can pose a risk

Many VIPs think they are ‘above the law’

Develop and maintain open, regular and honest

Identify and address threats within the venue

Weather and time of day

Access to the venue

Movement within the venue

The shortest route is usually best

Line of sight coverage for CCTV and observation

How many will there be?

What are their needs?

What is the attitude of the VIP to the media?

Keep up to date with weather forecasts

Different times of day create (and/or eliminate) different

Aim to handle issues ‘in house’

Try to identify the possible unacceptable or

Protect VIP against threats, problems and danger

Encourage repeat business

Discharge ‘duty of care’ responsibilities

Every VIP visit demands a safety plan is created

All identified threats/issues must be addressed

Some threats require multiple plans

Ensure ‘contingency plans’ are developed

Local attitude to them

Reason for visit

Preparing necessary procedures:

Detailing scopes of authority

List of scheduled meetings

Facilitate staff screening

Generate list for training, briefings and communication

Room attendants and room service staff

Dates, times and locations for meetings with list of

Times/locations for daily briefings

Controlling ingress and egress

Emergency responses and evacuation procedures

Liaise wit management to determine requirements

Determine if additional coverage is required

Meet with insurer to discuss needs

The plan must form the basis of resource need

Resource requirements change between plans, VIPs

Electronic surveillance and detection equipment

Schedules and programmes

Checking people and vehicles

Road closures and crowd control

Observing and monitoring activities

General systems – alarms, monitors and panels

CCTV cameras, recorders and monitors

Audio surveillance equipment

Establish a CCC room