Physical security

PHY044

Before the event

Consider protective security and safety requirements in the earliest stages of event planning.

You have common law duties and statutory obligations under New Zealand legislation to protect people attending events. You may also need to protect information and assets.

To plan an event well, you need to:

  • appoint qualified people to security roles
  • consider the threats
  • develop a security plan
  • inspect possible venues
  • manage event preparation.


Appoint an event manager and event security officer

The event manager is responsible for overall event security. The manager must appoint an event security officer (ESO) as early as possible, so they can be included in the planning process.

The ESO is responsible for implementing security for the event and the event venue, and should be competent in security management. 

Your ESO should:

  • be senior enough to exercise the necessary authority
  • have direct access to the event manager
  • have a sound knowledge of protective security.

For a large or long-running event, the ESO might need a support team.

Common duties of an ESO

The duties of the ESO should include, but are not limited to:

  • seeking advice on possible threats to the event
  • completing a security risk assessment for the event or venue(s)
  • preparing any security plans based on the risk assessment activity
  • making necessary security preparations for the event
  • coordinating security during the event
  • liaising with appropriate people from your organisation, or external agencies and authorities before, during, and after the event.


Consider the possible threats

Considering possible threats to the event and preliminary work on the event plan usually happen at the same time.

The ESO should seek advice on possible threats from:

  • the part of your organisation that is coordinating the event and any other relevant parts
  • external agencies, such as the New Zealand Security Intelligence Service (NZSIS) and the New Zealand Police when relevant.

You should identify, assess, and manage the risks to an event in line with the principles in:

Assessing threats to national security 

The ESO should seek a threat assessment from the NZSIS’s Combined Threat Assessment Group (CTAG) if:

  • the event could be the subject of terrorism or violent protest
  • previous similar events have been subject to terrorism or violent protest
  • the information to be discussed at the event is protectively marked SECRET or above, and there may be a risk of compromise
  • previous experience indicates this is appropriate. 

If you request for a threat assessment, include enough details on the event to enable CTAG to carry out a robust and thorough assessment.

If you become aware of any additional relevant information after the original threat assessment is issued, advise CTAG and they will publish an updated threat assessment. 

CTAG may also issue updated threat assessments if it becomes aware of any relevant information.

Protecting high-level and foreign guests

New Zealand's obligations under the following conventions and legislation may impact on event security:

When to contact specialist agencies

If you’re planning a non-routine event that high-level officials will attend, contact The Visits and Ceremonial Office of the Department of Internal Affairs.

Examples of high-level officials are:

  • New Zealand holders of high office — for example, the Prime Minister or the Governor-General
  • members of the diplomatic or consular corps at ambassador level.

If you’re planning an event that high-level foreign dignitaries or controversial visitors who could attract protest activity will attend, contact the Ministry of Foreign Affairs and Trade’s Protocol Division.

Email: prd@mfat.govt.nz

Examples of foreign dignitaries are heads of state, heads of government, foreign ministers or other senior level ministers.


Develop an event security plan

Your ESO should develop a security plan based on a risk assessment of the event.

The plan will evolve as details of the event become clearer, and preparations for the event develop. It will also depend on the duration, location, and size of the event.

Remember to include any event security arrangements in the event costings.

If an event will be held overseas, consult with the Ministry of Foreign Affairs and Trade (MFAT) in the early planning stages to work out if the proposed location and venue is suitable. This consultation is particularly important if:

  • protectively-marked or commercially sensitive information will be accessed or used at the event
  • New Zealand dignitaries will attend the event.

Use the following questions to prompt your thinking and planning. Add any special requirements you have to the plan.

What do you need to protect and when?

Think about the need to protect the proceedings themselves, any documents (both those provided and notes taken during the event), and people who attend.

What kinds threats are there? What is the appropriate level of security for the event?

How long will the event last? Will the protection needs stay constant throughout the event or vary? When might you need to increase protective measures?

Will attendees be making visits to other sites or activities as part of the event?

Which is the best site for the event?

You might have different sites to choose from — some within your facilities and others at external venues. Questions to answer include:

  • How much control do you need to have over the event? (The less control you have, the more likely it is that extra security measures will be needed.)
  • How sensitive is the information that will be present?
  • What are the unique risks posed by each site?
  • How will the flow of the event affect your choice?
  • What are the transport options?
  • Will you be able to protect the attendees?

Inspect possible venues before you decide.

For events where sensitive and protectively-marked information will be present, it’s best to choose a venue controlled by a New Zealand Government organisation.

To assess a venue, your ESO should refer to Assess your physical security risks.

Who will be involved in running the event and what are their roles?

How will you manage communication between different parts of your organisation, or with other organisations involved in running the event?

What are the roles and responsibilities of event staff?

Who is responsible for liaising with the New Zealand Police if necessary? For example, if the event might attract protest action.

Who will attend the event?

Who are the attendees? Who do they work for or represent? Will any overseas people attend? Any New Zealand or overseas office holders? Any media representatives or members of the public?

Are there any security clearance or character check requirements for attendees?

Will any VIPs attend and need personal protection?

Do you need to arrange accommodation for VIPs or other attendees? What are their accommodation security requirements?

What are your contingency plans?

Contingency plans might include communications, command and control arrangements, and alternative venues for incidents (for example, bomb alerts and public demonstrations or protests).

How will you protect the event?

Detail the threats you’ve identified and the measures you plan to use to manage the risks.

Think about any special protective security measures you might need. For example, audio countermeasures, or security containers and other security equipment.

If your event will involve TOP SECRET, SECRET, or certain protectively-marked information, your ESO should seek advice from the New Zealand Security Intelligence Service based on your risk assessment. Then state in your event plan what measures you will put in place. For example, you might need to:

  • strictly limit the number of invitees to the overall event
  • strictly limit the number of invitees to particular sessions
  • limit the duration of the event to as short a period as practicable
  • keep handouts to a minimum
  • secure the meeting room from audio-visual recording devices.

If necessary, your chief security officer can seek advice from the Government Communication Security Bureau (GCSB) on technical surveillance counter measures.


Inspect possible venues

Inspect possible venues at the earliest opportunity. Find out what security is already available and what you might have to put in place. Note any potential risks you haven’t already identified.

Your ESO should accompany the event organiser during a preliminary inspection or provide advice on security requirements if they can’t attend.

If protest activity is a possibility, involve the local police at an early stage of your event planning. A more detailed inspection might be required later, once you’ve chosen a venue. At both stages contact with local police and venue management can be useful for gaining local knowledge.

When you inspect a venue, consider the following questions.

What might adversely affect physical security?

Would it be easy or hard to fix problems? For example, door locks and window catches, curtain fittings, exterior lights, and light fittings.

Can you control access to the venue?

Include entry to the venue, rooms within the venue, and any onsite parking.

Is there an area where you can examine suspicious articles?

If you needed to detonate an explosive device, it would need to be done in an area where it caused minimal damage to property and no injury to anyone.

How vulnerable is the venue to overhearing, overlooking, and electronic eavesdropping?

Your risk assessment will inform the level of security you need for these aspects.

Once you’ve selected a venue, a more detailed survey might be needed.


Manage event preparation

Based on your security plan and inspection of the venue, you may need to address several matters before the event.

These include processes, arrangements, security controls, and logistical matters.

You may need processes for:

  • controlling keys
  • controlling entry
  • managing an emergency evacuation
  • reporting security incidents
  • receiving and escorting visitors
  • storing, handling, and disposing of official or protectively-marked information.

You may also need to arrange or prepare:

  • event set up schedules
  • a communication plan
  • event security instructions
  • supply and delivery of security containers and other security equipment
  • event access and identity passes
  • security clearances
  • event security exercises
  • technical surveillance counter measures
  • employees or guards to control access
  • searches to sanitise the premises.

More information:

Page last modified: 6/10/2018