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Event security assignment – Planning and execution

By | 20. March 2021|Aktuell, Allgemein, Education, Expertise, Expertise, News|

In 2020 big events in Germany had been scarse and also this year is not in the sign of a resumption of (big) events.

All the more we remember the beautiful festival, sports and concert moments from previous years. The organizational effort for a safe and smooth running of the event however, is mostly invisible for visitors. We have summarized the ideal organization and the process of an event security assignment as an example.


Customer inquiry and first steps

As a rule, every security contract starts with an inquiry from the customer. The first step of the security company is to evaluate the event based on size, number of visitors and other factors. The focus here is not on simply providing resources. Rather, the focus is on a holistic assessment of the event and the subsequent planning of security requirements in order to ensure the highest possible level of security.

Once the general resource requirements have been determined, a more detailed briefing by the customer usually follows. In this briefing, the exact tasks, requirements and activities are determined, which serve as the basis for personnel planning. For example, if the customer requires security for a backstage area with international artists and VIPs, it means that the security service provider should only deploy staff with decent english skills for this task.


Preparatory deployment and personnel planning

The next step is the selection of personnel. This involves evaluating how many security officers are needed and what prerequisites the personnel must have in order to be suitable for the job. With the number of employees, the potential need for replacements must also be determined in case employees are absent at short notice. The personnel selection is followed by the accreditation of all staff members. All employees involved in the operation and entered in the guard register are checked by the federal police or the public order office for the existence of entries in the certificate of good conduct. Such an entry is not always a criterion for exclusion; the severity and nature of the incident plays just as much a role in the approval process as the time interval between the incidents and the criteria set by the organizers. The verification of personnel is an important process to promote transparency and reliability in the selection of personnel. Once all staff members have been selected, checked and reported, personnel planning follows in the form of availability per location and shift times.


Operational workforce planning

From the more theoretical preliminary work, the next step is operational planning and implementation. The security company now writes an order-related service instruction, which is submitted to the customer for signature. This form of service instruction includes, for example, schedules, contact persons, site plans, rules for access control and other points. It serves as a binding guideline for the execution of the order for the assigned personnel and its receipt is confirmed in writing by each assigned employee. In the further process, it is determined which equipment is to be provided and to what extent. In event security, for example, this may include radios and megaphones, while in static security it may include flashlights and guard control systems used for patrols. Selecting the appropriate duty attire in consultation with the client is the next step. The security company now appoints an managing security officer. This person serves as a contact person for customers and employees alike and is responsible for all security measures on site.


The assignment – implementation and debriefing

Before and during the assignment, the managing security officer briefs the staff and is in constant communication with staff and customers to ensure that the security or event runs smoothly. Upon completion of the assignment, there is an internal debriefing and analysis. It is evaluated whether the order or the event ran as planned and above all whether the customer is satisfied. Any points of criticism are recorded for further optimization for future assignments. Finally, an invoice is issued for the completed assignment. During the debriefing with the customer, the customer may be asked to rate the performance of the security company. The evaluation is not mandatory, however it can help future clients assess the suitability and performance of the security company in advance and is more important than ever in the rapidly growing security industry.

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