Physical security

PHY045

During the event

The event security officer oversees security and is responsible for many important tasks during the event.

Responsibilities during the event

As well as overseeing security arrangements at the event, the event security officer (ESO) may have to conduct or oversee many tasks to ensure event security is well managed.

Communication, awareness, and advice

The CSO may need to:

  • liaise with the event manager on communications, command, and control issues
  • maintain awareness of, and consistency with, health and safety requirements
  • provide event attendees and venue employees with security advice, including security and emergency procedures
  • advise attendees of the protective marking of the subject matter and the security arrangements and facilities available (the security classification of topics to be discussed should be displayed at the start of the event and again before each protectively-marked segment of the event).

ID and entry control

The CSO may need to:

  • ensure accredited attendees are issued access and identity passes, including ensuring identities are verified if necessary
  • control entry to ensure that no unauthorised persons gain access to the building or event, or can observe or listen to proceedings
  • supervise security aspects of visitor control

Safety of protectively-marked information

The CSO may need to manage arrangements for protectively-marked information used and produced at the event, including how it is received, recorded, distributed, transmitted, returned, and stored. Ensuring its secure storage may include coordinating: 

  • the use of security containers
  • waste collection and disposal.

For more information, see Handing requirements for protectively-marked information and equipment.

Personnel coordination

The CSO may need to:

  • coordinate security procedures for cleaning and maintenance personnel
  • coordinate the physical security and storage of equipment (for example, cameras, recording devices, audio-recording devices, and mobile phones)
  • supervise people employed on security duties
  • supervising any necessary searches to sanitise the premises.

Note: An ESO should seek advice from their organisation’s chief security officer when needed to help with investigating any security incidents.


Managing event accreditation

Event accreditation documents provide speedy validation of a person's right to attend an event.

Major events should have:

  • a master list of participants, including event management and support staff (where possible, featuring photo identification and information covering roles, contact details, etc)
  • accreditation passes for participants, featuring:
    • photo identification
    • the dates of validity
    • the category of participant
    • any restricted area access rights
  • a design and layout that can be visually checked by guards or event staff.

Accreditation passes should be designed so that they are comfortable for participants and can be worn at all times.

When an event is sensitive and you need to avoid publicity, consider using a unique but unobtrusive identification article, such as a lapel pin or badge.


Controlling access to restricted areas

Your ESO should decide which event areas need to have restricted access —  areas within the venue to which only certain attendees, authorised officials, and security staff will have unescorted access.

Clearly label restricted access areas and control access to them.


Managing information security

Information used at an event could be in a variety of forms, including the proceedings themselves, documents brought to or produced at the event, and audio-visual presentations.

Protectively-marked information

Based on the event risk assessment, the ESO should consider not allowing attendees to bring any protectively-marked information.

If protectively marked information is needed at the event, consider the following protective measures: 

  • distributing the necessary number of copies at the beginning of the event, or if possible, at the session where they’ll be needed
  • increasing accountability by numbering and recording the distribution of each copy
  • arranging for attendees to leave all protectively-marked documents, including any notes taken, at the end of the session or day, and send the documents by safehand to each delegate after the event.

Whether these measures are practical will depend on the circumstances of the event.

Whatever arrangements are made, the ESO should inform attendees of them as early as possible and, if necessary, remind attendees during the event.

Protectively-marked waste

If protectively-marked waste will be generated at the venue, the ESO is responsible for ensuring there are adequate facilities to collect and dispose of it.

For some protectively-marked information, you might need to use an approved shredder or removal/destruction procedure at the venue.

Also refer to Handling requirements for protectively marked information and equipment.

Security containers

At times, it may be necessary to store protectively-marked information onsite either during the event or between proceedings if the event runs for more than one day.

In this case, the ESO may need to ensure suitable security containers are provided and will be responsible for controlling access to them.  

For help with using the right security containers, go to Security containers and cabinets


Using technical security

You must use technical surveillance countermeasures (TSCM):

  • before and during an event that involves TOP SECRET, SECRET, or codeword information
  • when the security plan or threat assessment indicates the need for them.

Your ESO should contact the Government Communications Security Bureau (GCSB) for advice before any event that is TOP SECRET.

The ESO should also seek advice from the GCSB if information and communications technology (ICT) equipment will be required for processing protectively-marked information.


Considering guards and guard patrols

Your event risk assessment should tell you whether you need guards and guard patrols during an event.

If an event runs for longer than one day, your ESO should consider regular guard patrols during hours the venue is not attended.

If you need to carry out a TSCM sweep to sanitise the premises, you should consider guarding to minimise the risk of a post-sweep compromise.


Reporting security incidents

Advise event attendees to report any security incident to your ESO or security staff straight away, so the situation can be dealt with swiftly.

Security staff should report any incidents to the ESO as soon as practical after becoming aware of the incident.

The ESO should follow the process in Reporting incidents and conducting security investigations


Issuing security and emergency instructions

Everyone who will be attending or working at the event needs to know what your security and emergency instructions are. However, you might need separate instructions for staff and participants.

Your ESO should issue the security and emergency instructions for attendees at the event either they arrive or on arrival.


Receiving mail

Make sure you’ve considered the necessary requirements for receiving mail or goods that may be delivered to an event, including procedures for scanning and handling suspicious items.  


Controlling demonstrations

The New Zealand Police have ultimate responsibility for controlling demonstrations.

If your event security risk assessment indicates that demonstrators may be a problem, seek advice  from the police at an early stage to ensure they can respond or are available to discuss other mitigation strategies, including the deployment of security guards.

Your ESO is responsible for ensuring proper arrangements are in place before the event begins.  


Handling media attention

Media attention might be focused on the event. This attention could be because of event publicity, attendance by VIPs, or the subject matter.

Developing a media plan

If you’re organising the event, consult your ESO when you’re developing your media plan. The plan may include, based on the risk assessment:

  • accreditation of, and passes for, media representatives
  • a designated room at the venue for media representatives
  • procedures for issuing media releases and statements
  • a requirement that, on arrival, media representatives report to the event security or reception area.

Make sure you:

  • consider carefully whether any media representative is to be permitted into the venue or event rooms at any time while the event is in progress, and if so, under what conditions 
  • ensure any release to the media is in line with your organisation’s media liaison processes
  • ensure any media access is under controlled conditions and with appropriate escort arrangements
  • ensure you take particular care to prevent unescorted access to any room where protectively-marked information could be left unattended (prevent access until the room has been checked for protectively marked information).

For more information:

Page last modified: 6/06/2019