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This must be THE coolest, most fun team I have ever had the pleasure of working with (which says a lot, as I have had many great teams)! Allow me to introduce to you the 2011 Arab Games, Game Wide Logistics Team!

The Missing Link: Event Logistics Security

Introduction
It seems all CEO’s and COO’s are focused on the competitions (front of house) aspect of an event and never on the logistics (back of house) aspect.  Perhaps understandably so, as that is what is seen by all the spectators, beamed to millions of TV viewers worldwide and where the sponsors receive their exposure.  We understand: That is where the action takes place.

However, if the athletes’ / teams’ equipment does not reach the venue on time (or at all), or sponsor and merchandise products run out, Automatic Cash Machines (ATM) run dry or VIP’s, volunteers or spectators fall victim to food poisoning, it possesses the possibility of spoiling the whole event experience and tarnishing the image of the event brand and a nation’s reputation, not to mention the impact on sponsors. The sheer value of event assets alone (including sponsor goods / Value In Kind) is huge and logically warrants the necessary security precautions to be taken. The loss of lives however is tragic and cannot be quantified.

It certainly allows the media to have a field day with such juicy news, spreading negative media far and wide detracting the attention from the gold medal or action-packed match that took place that day.

The Event Logistics Security landscape

Event Logistics is in essence the GLUE of the event. It allows the event to happen as planned (smooth and safe). It is not to be under-estimated or left too late.

Just as importantly, the security requirements of event logistics should not be forgotten. It is time for event Organising Committees to understand that no event security concept is complete without the (comprehensive and integrated) Event Logistics Security component!

 

Organizing Committees must bear in mind that there are always certain event-related statutory safety and security requirements that have to be adhered to.  The implications of this should be clearly indicated during the initial bidding and eventual operational planning of the awarded event, so as to ensure adequate organizational / functional planning and budget!

Obviously all Organizing Committees experience challenges at some time. Some are detected during a test event, whilst others are only detected just prior to or during the actual main event.  The media rarely gets wind of these challenges, as the Organizing Committees and their Main Operations Centre are clearly very adept at addressing them and to bring them under control.

Inevitably though, Event Logistics Security rarely features high on the agenda and is generally poorly addressed.  In most cases Organizing Committees assume it is mainly the responsibility of the law enforcement agencies to address the majority of the Event Logistics security requirements. 

This is incorrect.  Law enforcement agencies are there to address statutory obligations (undesired persons database, crowd management, saturated policing / crime prevention, key point security such as airports, etc), whilst the Organizing Committee’s responsibility is to address all event-related security matters through private security services.

Even where the law enforcement agencies are responsible, the Organizing Committee must ensure that the event logistics security requirements are identified and communicated to them.  The critical aspect here is that INTEGRATED PLANNING is required. As early and pro-actively as possible.

All too often the law enforcement agencies and the Logistics Department work in silos and, if they do actually realize that they need to integrate their operations, it usually happens too late as operational plans are approved, budgets closed and there is insufficient time to successfully consult, confirm and communicate with each other’s structures down to ground level where the operations are executed. This makes one wonder how much success with regards to event logistics security is due to preparedness, and how much is due to luck.

Key stakeholders that need to integrate their Event logistics Security planning are as follows:

- Event Logistics Department (who coordinate the Organizing Committee logistics requirements)
- Security Department
- Law enforcement agencies
- Host Cities
- Venue owners / managers

There are a myriad of Event Logistics Security aspects to bear in mind, some of which are listed below:

- HAZMAT protocols (a simple, yet vital example is the planning and management of fuel for generators and operating equipment at venues)
- Food security (all catering required for spectators, VIP’s, athletes, workforce and volunteers)
- Athlete’s / team’s equipment (securing of vehicles, escort duties, tracking devices and scheduling)
- Adherence to tight load-in schedules, especially during the last 36 hours before lockdown (flexible and effective delivery scheduling system, well organized Multi-Screening Facility )
- Waste management and security screening
- Cash-in-transit management (mainly money for the ATM’s and vendors sales)

This topic is vast and cannot be addressed in one article.  So let us ask the most critical questions to get a grip on it.

What are the BENEFITS of employing a sound Event Logistics Security strategy?

- A comprehensive and integrated security plan
- Reduced risk
- Effective contingency planning
- Assist in prevention of deaths and injuries of a criminal nature
- Reduced costs (prevent last minute overlay costs, losses, damages, efficient Legacy Logistics, sound asset management, etc)
- Quality Logistics- and Security site planning / overlay
- Ensure Logistics and Security requirements are adequately budgeted for early in the budgeting process
- Adherence to load-in schedule
- Prevent negative media coverage
- Peace of mind

What are the CRITICAL SUCCESS FACTORS to ensure a successful Event Logistics Security strategy?

- Consult and confirm pro-actively with all stakeholders in order to craft a quality strategy
- An empowered team (inclusive of training, overlay, resources, standard protocols and integrated approach)
- Technological support (Master Delivery System, vehicle tracking system, mobile technology, asset management system, warehouse management system – especially if they are all integrated! Additional security equipment would include cargo X-ray machines, under vehicle surveillance system and vehicle X-ray scanner)
- Develop and manage a sound communications strategy to assist with implementation (inclusive of training, testing, project deadlines, reminders and sharing key information)

So what’s at stake?

- Lives
- Brand value
- A nation’s pride
- Personal reputation

What is the quality of YOUR Event Logistics Security plan?
In order to assess the quality of your Event Logistics Security plan, ask yourself the following basic questions:

1. How often / well /pro-actively has your Event Logistics Department jointly planned and integrated event logistics security requirements with law enforcement agencies?

2. Will your Event Logistics Department have a presence at the Multi-screening Facility with law enforcement agencies?

3. How effective is your Event Logistics delivery scheduling system (inclusive of delivery scheduling, delivery accreditation and delivery screening)?

Are you satisfied with YOUR Event Logistics Security strategy?

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Never a Shortage of Prophets of Doom

Qatar's spirit of humility is possibly only surpassed by its desire and passion to deliver an unforgettable FIFA World Cup in 2022.

After being awarded the 2022 FIFA World Cup on 2 December 2010, there has been no shortage of criticism about the many (percieved) reasons why Qatar either did not deserve to recieve the hosting rights or will be unable to deliver a quality FIFA World Cup.

The prohpets of doom have been gathering, and no doubt will gather for some time in the foreseeable future, to proclaim the many reasons why Qatar will fail.

It should be no surprise then that some people already expect the worst of Qatar for the hot climate, liquor laws, etc. There will always be a reason to doubt a nation's capability to host the FIFA showcase.But every host country goes through the same experience.

The world's perception of the 2006 FIFA WC in Germany was that the Germans would be 'unfriendly, cold and inhospitable', and that the 2010 FIFA WC in South Africa (which I was proud to be part of for four years) was going to be the 'unsafest, deadliest' place on earth to host a World Cup! Needless to say, everyone was proved wrong on all counts. The same will happen for Qatar.

After having just completed the 2011 Arab Games here, I can confidently say that with the will of the nation and the passion of of its people, Qatar will do just fine thank you very much.

Expect amazing?  Watch this spot...

To see the Qatar 2022 FIFA World Cup Bid presentation, follow this link:
http://www.fifa.com/worldcup/qatar2022/video/video=1360848/index.html

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What is one of the most critical aspects of event management?

There are various aspects that can make or break an event, and I am sure it is difficult - if not impossible - to single out a single one that can be deemed to be 'the holy grail' of event management.  I do believe though that there is one factor that is vital throughout any event management project:

People Management

I have worked with many people at all levels and had various experiences. Some people have brought out the best in me, whilst others not.

I do believe however that one's leadership and management style depends on the circumstances of the event. The more time one has for instance, the gentler one can involve, coach and empower ones team. The transverse of course is that one basically has to instruct and then empower as operations commence.

I firmly believe my own personal philosophy of the 4C's: Consult, Confirm, Communicate and Congratulate. If one follows this philosophy with all stakeholders at all times, chances are that all of your preparations are approved and understood, your operations flow smoothly and you can congratulate all involved stakeholders throughout and at the end after successful delivery. This applies to one's loved ones, team, peers, suppliers and superiors.

We need all of them to succeed.

I will never forget the story of President JFK when he paid a visit to Cape Canaveral on 16 November 1963 http://www.jfklibrary.org/Asset-Viewer/DofXnSo8bU2h1xrpwX50dQ.aspx.

He was taken on a tour of the facility with the media in tow. Everyone was trying to impress him and gain the media's attention. JFK was then taken to the launch pad where all the action really took place.  When they arrived and disembarked from their vehicles - media close at hand - JFK was briefed on all the intricacies of the launch operations.  JFK then spotted a labourer sweeping under the launch pad. Thinking it would be good PR to speak to the 'common' people, he walked over to the sweeper, extended his hand and introduced himself.

Not expecting much except to make small talk, JFK asked the sweeper what his role was at NASA.  The sweeper shook JFK's hand, held his gaze and replied confidently that he was 'part of a team to put a man on the moon!'  JFK was visibly taken aback by the response, but clearly pleased and humbled.

So what is the moral of the story?  We must empower every member of our team to believe and act like they are a manager of their own function, that they are not just an administrative assistant or a logistics coordinator, but a part of the team to make this event a success!

A lasting tribute to any manager / leader is to enable their 'launch pad sweepers' to create more of the same. Have you created any 'launch pad sweepers' lately?

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The first step in a long journey



Greetings and salutations!

So, where does one start? How does one share oneself with the world whilst balancing privacy with publicity? Sounds like a contradiction, but as with any great journey it starts with the first step.

A major philosophy of mine in the events industry is that "Change is our friend!". Believe it.

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