The term VIP as used in this report refers to any person designated as a very important person including government officials, corporate executives, foreign dignitaries or celebrities. This report provides guidelines regarding security procedures to be implemented during visits of any VIP. Implementation of these guidelines will reduce the executive's exposure to terrorist acts, criminal activity, and potential embarrassment. In most instances, these individuals will travel with their own security detail and you will want to coordinate on the best set of procedures to implement depending on the event and site. It should be viewed as a tool to assist in organizing, planning and controlling visits by company executives or other key personnel.
and not be encumbered by a security detail. In one such instance I made arrangements for a meeting between a former U.S. Vice President and a foreign government official and corporate executive in Houston. In this instance no security detail was used and I met the former V.P. at the airport, arranged transportation by private limousine, made the introductions and moved on to another meeting with a foreign official.
Security Coordination
Security coordination guidelines should be used when a determination is made that the threat potential is minimal in view of the local security environment. Factors used in determining whether a minimal threat potential exists include:
· A secure meeting site.
· Effective local law enforcement.
· No history of criminal or terrorist threats in the designated area.
· No current adverse publicity or local group protest activities.
A management‑level employee should be assigned as Security Coordinator. The responsibilities consist of implementing the established security guidelines, coordinating all other security aspects of the visit, and serving as the visitor's main contact. The coordinator should be present at the airport, hotel, and event during arrivals and departures. He/she should ensure adequate security precautions are taken and be present at large public functions.
Air Travel
Travel in corporate aircraft is preferable because contact with the general public is limited, but use of commercial airlines is an acceptable alternative provided the airline involved is not considered a likely terrorist target. The following guidelines should be considered:
· When booking reservations, you should make no reference to the visitor's position.
· Personnel should be available at the airport to handle baggage and expedite local airport formalities, both on arrival and departure.
· A VIP room should be reserved at the airport for possible use in the event of a delayed departure by the aircraft.
· Time spent at the airport should be kept to a minimum.
· Public areas should be avoided, if at all possible.
· Use of public transportation to and from airports is not recommended.
· Distribution of travel itineraries should be restricted.
The following suggestions should be considered in the event that corporate aircraft are used:
· The hiring of contract security officers at major international airports to secure the corporate aircraft during stopovers is not necessary provided that the airport has a viable security system.
· The use of contract security officers on a 24‑hr. basis is necessary in the event that the corporate aircraft uses a remote airfield with limited operations and minimal security or is parked in a remote area of a major airport.
Local Transportation
· The use of public transportation such a taxis, buses, and subways is not recommended.
· A four‑door sedan should be available for use throughout the visit. Care should be taken to ensure that the vehicle is unobtrusive, so as not to bring undue attention to the visitor. The chauffeur or driver, if used, should be bilingual and knowledgeable of the local area and routes to be traveled.
Accommodations
· Hotel reservations should be booked at a first class hotel located in a low‑crime area. Hotel management need not be contacted to provide unusual security or other arrangements for the visitor. A low‑key approach is essential to ensure anonymity. Reference to the company or the visitor's position should be avoided.
· Visitors should be pre-registered to avoid being required to check in at the reception desk. The room key should be provided to the visitor immediately upon his or her arrival at the hotel or airport by personnel responsible for coordinating the visit.
· The guest room or suite should be located between the second and seventh floor of the hotel, preferably on a floor with a separate concierge. The room should be away from the public elevator lobby but near an emergency exit.
· Valuables should be stored in accordance with hotel safekeeping provisions.
· Use of a guest house or private residence is acceptable as long as it is not located in an isolated area.
· Coordinate all activities and visit sites before the visitor's attendance. The coordinator should obtain guest lists and detailed itineraries, determine emergency evacuation routes, and ascertain the purpose of the function.
· The coordinator should ensure that the function or activity does not subject the visitor to undue risk.
· Official company functions should be on an invitational basis and guests should be required to present their invitations at a reception desk staffed by company personnel before being granted access to the function. The receptionist should match the invitation to the guest list.
Prior to a visit by a VIP, you should make contact with the appropriate local authorities to advise them of the upcoming visit and to ascertain whether the current local security environment necessitates an upgraded security posture for the visit.
An information packet should be prepared before the visit and presented to the executive upon his/her arrival. Information provided should include:
· Emergency telephone contact list, including company personnel (home and office numbers), hospital, police, fire, emergency services, and company doctor.
· Maps of the area.
· Detailed itinerary.
· Availability of company transportation.
· Brief review of the local security situation including description of high‑crime areas to be avoided, and other relevant factors.
· Details of visits by VIPs should be considered company confidential and distribution limited on a need‑to‑know basis.
· Media coverage, unless requested by the visitor, is unwarranted.
Unarmed Security Escort
An unarmed security escort should be used when a determination is made by management that the threat potential to the executive justifies this level of protection in view of the local security environment. Factors used in determining whether a moderate threat exists include:
· Stable local security environment.
· Effective local law enforcement.
· No previous history of criminal or terrorist acts directed against company executives.
· Increase in criminal activity, particularly violent crimes with some history of criminal Kidnappings for financial gain.
· Some current adverse publicity against the company and potential for nonviolent groups to protest against company policies during the executive's visit.
Armed Protective Security Detail
An armed protective security detail should be used when a determination is made by management that the threat potential to the executive is high in view of the local security environment. Factors used in determining whether a high threat exists include:
· Negative publicity about the visiting official or his company.
· Ineffective or corrupt local law enforcement agencies unable to reduce criminal activity and bring the problems under control.
· Reported threats of violence or other criminal activity.
· Widespread criminal activity reaching all elements of local society with emphasis on violent crimes.
· Considerable adverse publicity against company policies and organized local groups that have been leaning toward violence and are planning to protest company policies during the executive's visit.
High‑threat potential means a significant risk to the well being of the executive. You should strongly recommend against a visit by the executive if a high risk exists. By definition, this category will apply to a limited number of locations, but might vary based on the local situation at a particular point in time. For example, a potential visit might be deemed a moderate risk one month and high risk another because of changes in the local environment.
High Risk Professional Body Guards
· Professional bodyguards dressed in plain clothes and equipped with weapons and two‑way radios should accompany the executive at all times.
· At least one bodyguard should remain in the direct vicinity of the executive whenever potential public contact is envisioned.
· Security personnel should conduct advance surveys of all sites to be visited and be on the scene throughout the executive's visit to the location.
· Security personnel should be assigned to the hotel or residence on a 24‑hr. basis to ensure that unauthorized individuals do not enter the room or suite.
· Cleaning staff should be escorted whenever they enter the accommodations.
· The room or suite should be periodically checked to ensure that contraband such as a bomb or electronic devices have not been introduced into the area.
· An escort car or cars should be used on all vehicular movements by the executive to provide a response capacity in the event of an attack or vehicular mishap or breakdown. The escort car or cars should be staffed by at least two security professionals.
· The executive's vehicle should be driven by a security professional trained in evasive or defensive maneuvers.
· The vehicle should be inspected before use to ensure that explosive devices have not been installed on the vehicle or that the vehicle has not been otherwise tampered with by unauthorized individuals. Use of an armored car, if available, is recommended.
· Public exposure should be limited to the minimum necessary for the executive to complete his or her assignment.
The exposure created by a number of executives gathering at a single location necessitates some degree of increased security. The following is a list of some general guidelines for use in such group activities:
· The suites should be inspected before occupancy to ensure that no contraband or unauthorized individuals are located in the rooms.
· Security should be provided for corporate aircraft over-night at the local airport. Such security may be provided by off‑duty uniformed and armed police officers or contract security guards.
· The hotel activity boards should make no reference to the company. Publicity and press coverage should be minimized. A low profile is strongly recommended. Anonymity is a powerful ally of a traveling executive.
· If possible, hotel guest rooms occupied by company personnel should be located in one section of the hotel. Consideration should be given to hiring a security officer to patrol the hallway in the vicinity of the guest rooms and function rooms during hours of darkness or even on a 24‑hr. basis.
· Access to functions should be controlled to prevent an unauthorized individual from gaining access to the meetings or functions. This can be handled by assigning a member of the meeting staff to serve as a receptionist outside the door. Access can be granted either by personal recognition or by checking identity cards.
· Information packets provided to participants should include the name and telephone number of the staff person responsible for security. Staff personnel should be provided with an emergency contact list, including the telephone numbers of the nearest hospital with an emergency room, ambulance service, police department, and fire department.
· Consideration should be given to leasing pagers to ensure that staff personnel can be rapidly contacted in the event of an emergency.
