PROVIDE FOR THE SAFETY OF VIPs

1. D1.HSS.CL4.06 PROVIDE FOR THE SAFETY OF VIPs

2. 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

3. 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

4. Prepare for visits by VIPs 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)

5. Prepare for visits by VIPs • 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

6. 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

7. Identify nature of visit ‘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

8. Identify nature of visit VIPs may include: • Royalty: • Kings • Queens • Others? (Continued)

9. Identify nature of visit • Politicians: • Presidents • Others? (Continued)

10. Identify nature of visit • Entertainers: • Pop/rock stars • Bands • Film stars/actors • TV performers (Continued)

11. Identify nature of visit • Sports stars: • Local/domestic and foreign • Individuals • Teams • All types of sports (Continued)

12. Identify nature of visit • 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)

13. Identify nature of visit • Those who have received special honours: • Knights • Medal holders • Award-winners

14. Identify nature of visit VIPs may visit: • As a stopover which is part of a longer journey • To perform in a professional capacity • For holidays

15. Identify nature of visit 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

16. Identify nature of visit 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

17. 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

18. 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

19. 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

20. 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

21. Liaise with others Local authorities include: • Local politicians • Local council • Managers, department heads, heads of authorities and agencies

22. 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

23. 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

24. 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

25. 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

26. 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)

27. Liaise with others • Food and beverages • Timing issues • Media liaison • Personal preferences • Account settlement

28. 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

29. Identify factors impacting VIP safety Sources of information on threats/safety issues: • The VIP • Managers and handlers • Authorities • Monitoring the media

30. Identify factors impacting VIP 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)

31. Identify factors impacting VIP 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

32. Identify factors impacting VIP safety Your responsibilities are to: • Identify and address threats within the venue • Liaise and cooperate with external security providers

33. Identify factors impacting VIP safety Possible threats and issues relate to: • Crowd control • Routes to be taken • Media coverage • Weather and time of day • VIP behaviours

34. Identify factors impacting VIP safety In relation to ‘crowd control’ your responsibility is: • Access to the venue • Departure from the venue • Movement within the venue

35. Identify factors impacting VIP safety ‘Crowds’ pose the following threats and issues: • Blocked access • Risk of injury: • To VIP • To crowd/others • Delays • Demonstrations

36. Identify factors impacting VIP 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

37. Identify factors impacting VIP 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?

38. Identify factors impacting VIP 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

39. Identify factors impacting VIP 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

40. 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)

41. Create safety plans • Protect reputation of venue • Encourage repeat business • Demonstrate ‘due diligence’ • Discharge ‘duty of care’ responsibilities

42. 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)

43. 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

44. 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)

45. Create safety plans • Size and composition of entourage • Assistance available • Input from VIP, managers and entourage • Previous experience • Identified threats

46. Create safety plans Specific requirements to address: • Preparing necessary procedures: • ‘Prior to arrival’ (Continued)

47. Create safety plans • Preparing necessary procedures: • ‘On arrival’ procedures • ‘On arrival’ protocols (Continued)

48. Create safety plans • Preparing necessary procedures: • ‘During stay’ procedures • ‘On departure’ procedures (Continued)

49. Create safety plans • Preparation of running sheets: • On arrival • During stay • On departure

50. 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