Safety Solutions

What really goes into planning security for some of the nation’s most high-profile events

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Every event is unique in the preparation and planning that goes into it. But when it comes to high-profile, large-scale events like a major sporting event, a celebrity wedding or even the presidential inauguration, the security and staffing are crucial and the planning for these facets alone often takes months.
To find out what goes into it — and what you can get out of it — ES asked six security and staffing companies to tell us about a recent high-profile event they covered and give us a breakdown of what was involved. Here’s a look at the case studies for each event.

The Inauguration of President Barack Obama
{security provider} Global Elite Group
»globaleliteinc.com
{employees utilized} Several hundred
{prep time} 18 months
{what’s unique} Multiple events happening in conjunction with this historic inauguration, plus numerous VIP guests including foreign dignitaries, government officials and celebrities.

In total, nearly 58 agencies worked to design a security plan for President Barack Obama’s inauguration. Global Elite Group’s responsibility was the protection of property and the secure transport of invited guests from around the world, for the entire length of their stay in Washington, D.C.
The fact that D.C. would be fairly locked down for the event was a unique challenge. “All of our vehicles and personnel had to be presented to the local agencies, and vehicle description and license plates had to be supplied,” says William McGuire, president and CEO. “Each vehicle was issued an authorization to enter into the D.C. area so that upon road blocks and check points we were able to obtain access to go to local hotels, restaurants and other events. Attending the inauguration itself was just one small piece of the whole few days.”
As with any event, McGuire stresses the importance of always having a backup plan. “Nothing ever really goes exactly as planned,” he says. “It’s not Disneyland and you can’t assume every single thing will go perfectly. We adapt, overcome and maintain. We always start with Plan A, but there’s a Plan B and even a Plan C always ready to go to.”

The Las Vegas Antique Jewelry & Watch Show
{security provider} Positive Protection of Nevada LLC
»positiveprotectionnv.com
{employees utilized} Approx. 220
{prep time} Approx. three months
{what’s unique} Lots of people and lots of high-priced merchandise, all in the same place. This show alone has merchandise totaling more than $1 billion.

Security is important at any event, but if you’ve got an event that not only needs protection for the venue and the attendees, but also incredibly valuable merchandise or display items, then it becomes increasingly crucial. Though it may be on a smaller scale, most trade shows, conferences and exhibits wind up having materials — not just people and places — that need securing.
“When planning in advance for this show, one of the most important aspects is the site survey,” says Jim Leyde, COO, who has been handling the jewelry show for seven years. “Many times, especially in large facilities, the doors aren’t locked and there are multiple points of access. It’s important to know the entire layout in advance — especially for a show like this, which uses a ton of floor space.”
Leyde says that when it comes to securing an event that involves expensive goods, it’s also important to consider more than just the venue itself. “The planning and security is also necessary for nearby alleys, loading docks and especially parking lots,” he explains. “Parking lots are where thefts often occur. And because we’re dealing with so much value in this show, we also handle escorts for the people involved, helping to get them safely in and out of the building or around the area.”

LA Tennis Open
{security provider} Event Support Services Inc.
»eventsupportservices.com
{employees utilized} Approx. 30 – 40 per day, with 24-hour-a-day coverage
{prep time} One year: “As soon as one ends, we start planning for next year’s,” says Ron Ayla, director of security management.
{what’s unique} Major sporting events often result in VIP guests attending the same event as the general public — plus the sports stars themselves often require individual attention.

Because so many different groups are involved with this week-long event, Event Support Services starts planning an entire year in advance. Everyone, from food vendors to television crews to merchandise retailers, and even the people that just come in and set up the plants to decorate the facility, needs to have IDs checked. But Ayla says that starting early allows staff members to look closely at what happened at the most recent event and learn from what went smoothly and what didn’t while the event is still fresh in their minds.
What’s crucial in planning? Facilitating movement, says Ayla. For VIP guests, that means planning in advance to be able to secure a route where they can come from and leave the venue if they desire a backdoor entrance. “Even if they don’t mind mingling with the public, it’s still important to know these guests’ location at all times so that we have the ability to assist them at any moment, should it be needed,” adds Ayla.
The biggest challenge is finding the delicate balance that security often requires. “If it’s too tight, it impacts the event,” says Ayla. “You want to give the crowd some free flow, including the ability to get out of their seats to use the bathroom or visit the vendors, but at the same time you have to keep things as safe as you can.”

Josh Duhamel and Fergie Wedding
{security provider} 360 Group International Inc.
»360groupintl.com
{employees utilized} Approx. 30 on the exterior perimeter, on rotating shifts.
{what’s unique} A celebrity event brings challenges of dealing with access control, handling paparazzi, coordination with local agencies for air and ground traffic, and most importantly, protecting the clients’ privacy.

With celebrity events, it’s often as much about protecting stars’ privacy as it is their safety. This was the case with the wedding ceremony of actor Josh Duhamel and pop singer Fergie, who didn’t want any photos of the event besides those taken privately for them by their wedding photographer.
“To ensure this, we had guys on the perimeter as far as 24 hours in advance,” says Walt Hampton, a security specialist with 360 Group International and a 32-year veteran with the Los Angeles Police Department, who currently works as a detective in the special investigations division.
“We also had a drawing of the property, including an aerial view, which was incredibly helpful,” he says. “While we couldn’t restrict air space, we did touch base with air support from the L.A. County Sherriff’s department, and they were very helpful in shushing away the paparazzi in helicopters.”
Hampton says that for any event, an advance walk-through is critical, paying attention to access points and exits, and knowing how many people will be attending. He also recommends a good relationship between the security company and the event planner.
“If you have a good event planner, it makes security’s job easier too,” he says, emphasizing the importance of delegating responsibilities. “It’s important to know what jobs should be handled by security and what jobs are the event planner’s responsibility.”

Michael Jackson Memorabilia Auction
{security provider} 360 Group International
»360groupintl.com
{prep time} Approximately three days to develop a plan following meetings and a walk-through with Julien’s Auctions representatives, city officials and the venue’s director of security.
{what’s unique} A large crowd, plus thousands of delicate items that could easily be touched and damaged — or worse, stolen — on top of the fact that some of Michael Jackson’s fan base poses a verifiable “fanatic threat.”

With the extreme popularity of performer Michael Jackson, and the massive crowds that his name automatically draws — even before his untimely death — planning for a large auction of his memorabilia required 360 Group International to assume a variety of responsibilities, including covering fire exits, establishing a security presence to deter theft, ensuring valuables were not tampered with, working with local police, money escorts, and dealing with large crowds and overzealous fans, among many other roles.
Bill Kirkpatrick, 360 Group president and CEO, says the public exhibition featuring property from the life and career of Michael Jackson and Neverland Ranch went smoothly because his company worked so closely with the auction group handling the event.
“When you plan your event, carefully select a licensed, insured, experienced and professional security company,” he advises. “Every event has different elements that require a specific focus. This client in particular, Julien’s Auctions, was very open to suggestions and very flexible. Don’t handcuff the security team with pre-conceived notions about deployment based on your budget or previous events. Include security early in discussions and planning, and always disclose pertinent information regarding expectations for the event and security concerns.”

Fall Out Boy and blink-182 Tour
{security provider} Global Entertainment Services Inc.
»globalentservices.com
{employees utilized} Typically, one key person from Global Entertainment is in charge of each tour and responsible for coordinating with each venue’s security and staffing employees.
{prep time} A few months in advance of the tour’s start date, plus constant planning on the road.
{what’s unique} A traveling event means that venues are constantly changing and plans often have to be made on the go. With concerts, the crowds change based on the musical genre.

A tour often means thinking on your feet, says Marcus Johnson, CEO. “You could have the exact same venue, but everything changes if you’re traveling with a pop act versus a rap act,” he says. “For the blink-182 and Fall Out Boy tour, there’s crowd surfing but it never gets very rowdy. There’s not the same police presence that might be needed for a heavy metal band.”
Johnson is responsible for coordinating with staffing at each venue, coverage for the dressing rooms, securing tour buses and vehicles, dealing with airport arrangements, and many other tasks that come along with traveling with high-profile musical groups.
It’s not all that different from working on a one-time festival, he says — it’s just that after that one day, that event would be over and done with. “Instead, we take it on the road and start all over again from scratch at the next location,” he explains.
“Even though it’s the same tour, you have to look at each stop as its own, brand-new event. It’s a totally different venue and that could make it a totally different experience.”

Petit Le Mans
{security provider} EKG Security Inc.
»ekgsecurity.com
{employees utilized} Approx. 140 people on race day, plus 50 parking staff and 15 law enforcement agents.
{prep time} Approx. three months
{what’s unique} Because the winner of this historic racing event is automatically qualified for “24 Hours of Le Mans” in France, there’s a big international crowd — which brings a host of specific issues, including the need for sensitivity to language barriers. There are also incredibly dangerous areas, including the pit lane and racetrack itself, which need securing.

“The main thing is that you have to have good staff in charge of all of your key areas,” emphasizes Ken Grogan, vice president, EKG Security. Slacking in any one area can cause the entire infrastructure of the security plan to fall apart, he says.
Learning to delegate has been one of the most important lessons he’s discovered over the years, adds Grogan. At Petit Le Mans, he employs eight to 10 supervisors who know the event inside and out, and distributes them among the venue’s key areas.
“When staff reports to work, they watch a 13-minute training video on how to handle customers — because security and staffing in the end is really about customer service with tasks like checking tickets and driving shuttles, and then they move on to one of the supervisors for training in their specific area,” he explains.
Another important lesson he’s learned? Treat your staff right, because they can make or break the event. “It’s common sense — giving them the proper breaks and access to water on hot days — but it’s all important.”