Safety/Security Timeline

This public department page needs more information! Please help add information to the page. ***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

1. Get access to your convention email.
2. Read through the emails to get an idea of what sort of messages you should expect for the next year.
3. Validate the information on the convention 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. 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.