How to organise events

Event security planning guidelines

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Choosing an event security provider

Qualifications to seek
Track record and how to establish this
Different types/style of crowd management staff
Role of volunteers
Recommendations

The security company you appoint should be able to provide appropriate staff for the type of event you are holding and should be available to present their plan to the Auckland City Council, NZ Police or venue operator as required.

Security firms are professional specialists in their line of work. Trust their guidance, as they will want to work in a partnership with your event for future development and success. An unsafe event will look unprofessional for the organiser and the security firm.

Security firms have different strengths. If you are holding a youth event ensure your provider has experience with youth gangs. If there is a licensed bar, a provider with this experience will be able to assist with safe planning and set up for the bar such as managing process for bag checks, identification and fencing which works best.

Qualifications to seek

Legislation

Security guards are guided by the Private Investigators and Security Guards Act 1974. This is an Act to provide for the licensing of companies and security guards as a means of ensuring so far as possible that those carrying on business as security guards are fit and proper persons to do so, and to regulate the conduct of business by private investigators and security guards.

The Act states that no person shall be a security guard unless he is the holder of a security guard's licence for every class of the business being carried out. This means if someone is called a security guard they must hold a Certificate of Approval (COA), and be employed by a registered company.
To find out if a company or person holds a License or COA ring the Private Investigator and Security Guard office on (09) 916-9045 or (09) 916-9265, email pisghelp@justice.govt.nz or visit www.justice.govt.nz/pisg/ for further details.

Security guards or event marshals/staff should be:

professional in the way they assess any situation and take the appropriate actions
have excellent communication skills - being able to communicate effectively will help resolve a potential issue
well presented and easily identified - appropriate for the type of crowd they will be interacting with
experienced in negotiation
personable
knowledgeable about dealing with the general public and the event

Due to employment levels and the style of event security work, security firms have a high percentage of part time and student workers, this means that their key and full time staff may be registered (COA) but casual staff may not. This does not mean they are not appropriate for the role they will be fulfilling. You will need to discuss your specific needs with the provider so that you receive an appropriate outcome for your event.

New Zealand Security Association

Providers may also belong to the New Zealand Security Association (NZSA). The NZSA develops and maintains industry codes of practice, promotes and fosters the highest standards of efficiency, service and ethical behaviour and liaises with policy makers.

NZSA members must work to a set a code which includes event management.

For more information or to see if your provider is a member go to www.security.org.nz

Track record and how to establish this

Security firms can give you references from current or past clients. It is important that you feel comfortable that they will implement your plan.
As the person taking primary responsibility for an event, your reputation as an event organiser is important. Once you are able to demonstrate that you have taken full responsibility for an event and successfully implemented an event plan, key stakeholders are more likely to support future plans.

Different types/style of crowd management staff

Your security plan can be resourced in a number of ways depending on the scale and nature of the event. These include:

a professional security organisation in Auckland, easily found through web searches and the Yellow Pages
community organisations such as the Maori Wardens. These types of organisations offer a different type of crowd management service in regards to local and cultural knowledge. Remember they are volunteers and are not likely to be the primary source of security. You will need to ensure they are properly briefed for their role at the event.
assistance from local service groups such as fire departments, air force and army cadets. A uniform can go along way, and often they are trained in monitoring potential problems and defusing situations.
check with your local constable, they may have details of other community groups who can assist you.
youth liaison officer - with an increase in youth gang issues in the Auckland areas, local youth workers and community groups will bring specific local knowledge which may assist to prevent and reduce any possible incidents.

Role of volunteers

Volunteers should be treated as the event employees including providing basic employee provisions such as meals and breaks.
If they are being used in an information or marshal capacity, they need to be provided with the appropriate equipment, uniform and training.
If a volunteer is not confident with customer service or conflict resolution then a crowd management role may not be appropriate for them.

Recommendations

Security providers should be registered with the Registrar of Private Investigators and Security Guards.
Key security personal on site should have a Certificate of Approval.
Security provider should be a member of the New Zealand Security Association.

Published June 2008