Safety/Security Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.

8 months before convention

• Contact the BDU keeper to determine if all BDU’s are clean and stored properly so they are ready for next year
• Find patches for the bdus. Post poll to convention facebook or discord page/get feedback.
• Verify that security blurb and policies for the program guide are correct & up to date.

7 months before convention

• Work with Logistics to come up with a list of anything needed for the convention.
• Submit a budget request to Treasurer
• Can order once the request is approved.
• Order patches if needed
• Should be included in the budget request.

6 months before convention

• Work on assembling your security team and answer emails.

5-3 months before convention

• Continue assembling your security team and answering emails.

2 months before convention

• Work on schedule for your security team.
• Validate Accessibility SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.
• Write a paragraph about SOP, location, hours, and purpose. Send it to programguide@<convention email> and scheduling@<email> by the 15th of this month.

1 month before convention

• Finalize your security team. Make them familiar with convention rules and each has a badge.
• If the convention requires the badges to be purchased, ensure they have done so.
• If the convention is supplying badges for free, ensure they’re all on the list of staff badges.
• Get a list of events, party rooms, panels, etc that need extra security.
• Send anything you need announced during opening and closing ceremonies including slides to the ceremonies position by the end of this month.

Month of convention

• Set up a meet and greet with security team and convention heads. Walk around hotel to discuss trouble areas.

Responsibilities at convention

• Setup Day (typically the day before convention):
  • Morning Meeting at hotel with contact person from the hotel, some convention heads, Hotel Liason, hotel security, hotel staff that will be on duty all weekend
  • Obtain hotel staff contact phone numbers at meeting
• Make sure everyone who participates in Staff is being respectful and following all rules. Work with Operations to keep records of all incidents.