PROVIDE FOR THE SAFETY OF VIPs IN DIFFERENT TIME

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

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)
Slide 4

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
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

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
Slide 7

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

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

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

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

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)
Slide 12

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

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
Slide 14

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
Slide 15

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
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

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

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)
Slide 30

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
Slide 31

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

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
Slide 33

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
Slide 34

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

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
Slide 36

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?
Slide 37

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
Slide 38

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
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
Preparing necessary procedures:
•‘On arrival’ procedures
•‘On arrival’ protocols
(Continued)
Slide 47

Create safety plans
Preparing necessary procedures:
•‘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

Identify resources required
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

Identify resources required
Weapons
PPE
Barriers
(Continued)
Slide 58

Identify resources required
Internal protocols
Cash/funding
Operational documentation
Communication equipment
Electronic surveillance and detection equipment
Intelligence
Slide 59

Identify resources required
Operational documentation may include:
Venue maps
Local maps
Schedules and programmes
Staff rosters
SOPs and policies
Running sheets
Slide 60

Identify resources required
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

Acquire surveillance and
communication equipment
Access control technology
Binoculars
Hand-held cameras
Audio surveillance equipment
Slide 63

Acquire surveillance and
communication equipment
Comms equipment can include:
Hand-held radios
Headsets and earpieces/mics
Intercoms
Landline telephones
(Continued)
Slide 64

Acquire surveillance and
communication equipment
Cell phones
Pagers
PA systems
Megaphones
Slide 65

Acquire surveillance and
communication equipment
Options for acquiring equipment:
Buy
Borrow
Rent/hire
Lease
Slide 66

Acquire surveillance and
communication equipment
Prior to the VIP visit:
Establish a CCC room
Train staff as required
Prepare and supply required documents
(Continued)
Slide 67

Acquire surveillance and
communication equipment
Conduct tests and trials
Develop communication protocols
Patch into other systems as necessary
Conduct drills
Slide 68

Acquire surveillance and
communication equipment
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

Acquire surveillance and
communication equipment
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

Provide information to staff
Options for communicating safety plans and information:
Meetings and briefings
Distribution of documents
Email
Memos
Restrict release of information to optimise security.
Slide 78

Provide information to staff
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

Provide information to staff
Points/issues to note when communicating information:
Changes to SOPs
Emergency and evacuation procedures
Special requests
Threat warnings
Drills
(Continued)
Slide 80

Provide information to staff
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

Establish media liaison
Activities involved with media liaison:
Creating media room
Identifying and preparing interview room
Developing protocols and procedures for media contact
(Continued)
Slide 83

Establish media liaison
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

Establish media liaison
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:
Demonstrate ‘due diligence’
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

Summary – Element 1
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
Performance Criteria for this Element are:
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

Apply pre-arrival preparations
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

Apply pre-arrival preparations
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

Apply pre-arrival preparations
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

Apply pre-arrival preparations
Preparing and providing support facilities:
•Refurbishing areas
•Painting, service and maintenance
•Cleaning
•Replenishing supplies
•Closing areas to public
(Continued)
Slide 96

Apply pre-arrival preparations
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

Apply pre-arrival preparations
Controlling access:
•Closing/locking doors, gates and windows
•Positioning required signage
•Erecting barricades
•Cordoning off areas
(Continued)
Slide 98

Apply pre-arrival preparations
•Inspecting vehicles
•Screening – people, articles and luggage
•Issuing ID cards
•Positioning guards at pre-determined locations
(Continued)
Slide 99

Apply pre-arrival preparations
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

Apply pre-arrival preparations
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

Conduct final pre-arrival checks
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

Conduct final pre-arrival checks
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

Conduct final pre-arrival checks
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

Conduct final pre-arrival checks
Confirming identities
Checking locked areas
Confirming lines of sight
Confirming ‘other arrangements’
Issuing progressive ‘all clear’ notifications
Slide 105

Meet and escort VIPs
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

Meet and escort VIPs
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

Meet and escort VIPs
Where venue has an ‘active’ role:
Secure nominated areas
Identify VIP and party/entourage
Support work of external security staff
(Continued)
Slide 108

Meet and escort VIPs
Handle secure entry into venue
Monitor crowd
Observe environment for threats
(Continued)
Slide 109

Meet and escort VIPs
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

Meet and escort VIPs
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

Meet and escort VIPs
‘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

Meet and escort VIPs
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

Meet and escort VIPs
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

Maintain safety of VIP
Activities to maintain safety and security of VIP:
Conducting ongoing visual and electronic sweeps
Conducting physical searches
Maintaining restricted access
(Continued)
Slide 116

Maintain safety of VIP
Confirming adherence to established safety and
security protocols
Checking IDs
Liaising with external security
(Continued)
Slide 117

Maintain safety of VIP
Maintaining guard duties
Checking vehicles
Protecting privacy
Restricting movement – where necessary
Slide 118

Maintain safety of VIP
‘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

Maintain safety of VIP
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

Facilitate departure of VIP
‘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

Facilitate departure of VIP
Examples of possible activities to facilitate departures:
Key off lifts
Clear exit/departure routes
Conduct sweeps
Confirm IDs
(Continued)
Slide 123

Facilitate departure of VIP
Check locked areas
Confirm lines of sight
Conduct comms checks
Confirm personnel
(Continued)
Slide 124

Facilitate departure of VIP
Confirm security of nominated areas
Update staff regarding changes
Issue ‘all clear’
Liaise with external security
(Continued)
Slide 125

Facilitate departure of VIP
Handle secure departure
Monitor crowds and general environment
Update CCC
Request assistance when threat or issue
is identified
(Continued)
Slide 126

Facilitate departure of VIP
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

Facilitate departure of VIP
Check vehicles
Remove unauthorised vehicles and persons
Hand over to others
Slide 128

Summary – Element 2
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
Conduct final pre-arrival checks
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

Summary – Element 2
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
Performance Criteria for this Element are:
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

Analyses responses to breaches
Improve future responses
Demonstrate ‘due diligence’
Discharge ‘duty of care’
Demonstrate professionalism
Slide 139

Analyses responses to breaches
Analysis should address:
Planning stage
Implementation phase – context of breach
Actual response
Slide 140

Analyses responses to breaches
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

Analyses responses to breaches
Standard analysis techniques include:
Watching videotape
Interviewing staff
Speaking to those who were impacted
Interviewing offenders
(Continued)
Slide 142

Analyses responses to breaches
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

Prepare draft plans on basis of
feedback and analysis
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

Prepare draft plans on basis of
feedback and analysis
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

Prepare draft plans on basis of
feedback and analysis
Ways to share information after evaluation:
Make verbal report
Do formal presentation
Distribute updated safety plans
(Continued)
Slide 147

Prepare draft plans on basis of
feedback and analysis
Circulate formal report
Meet with internal stakeholders and discuss findings
Share findings with external stakeholders
Slide 148

Summary – Element 3
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

Summary – Element 3
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 IN DIFFERENT TIME

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