The Concern
A publicly listed Indian company was hosting its annual leadership summit at a five-star hotel in a major metro. Read More
What We Did
Understood the event. We worked with the client’s events, communications and leadership teams on the programme, guest profile, VIP schedules, media presence and how visible security should be. Read More
What We Found
The assessment found several gaps that none of the individual providers had identified. Read More
The Outcome
Before the event, the client put a revised security plan in place Read More
The Concern
A publicly listed Indian company was hosting its annual leadership summit at a five-star hotel in a major metro. The two-day event would bring together more than 1,500 attendees, including investors, partners, international speakers, media and a senior government dignitary.
Over the years, the event’s security had been added in parts. The hotel provided venue security, the event management agency handled registration, a separate firm managed parking and traffic, and two VIP guests brought their own protection teams.
Each provider understood its own role, but nobody had a complete view of the event’s security. With a high-profile guest list, live media coverage and a dignitary attending, the company wanted a single, coordinated security plan and one point of accountability.
What We Did
- Understood the event. We worked with the client’s events, communications and leadership teams on the programme, guest profile, VIP schedules, media presence and how visible security should be.
- Assessed the risks on site. Through site walkthroughs and a structured risk assessment, we covered access and credentialing, crowd movement, VIP movement and emergency readiness.
- Built a unified security plan. One plan brought hotel security, event staff, VIP protection teams and liaison with local authorities together.
- Set up a single command point. One on-site command point gave every provider shared communication and a clear line of escalation.
- Stayed through the event. The plan was carried out and monitored on the ground across both days of the summit.
What We Found
The assessment found several gaps that none of the individual providers had identified.
- Credentials were easy to misuse. Delegate badges looked identical across access levels, so staff at internal checkpoints had no reliable way to tell who was allowed into restricted areas.
- The guest list had circulated widely. Copies that included VIP arrival details had been shared across multiple vendors and personal email accounts.
- VIP routes crossed public areas. Planned VIP movement went through the main hotel lobby at peak arrival times, alongside guests, media and members of the public.
- There was no shared communication. Each team used its own channels, with no agreed way to raise or escalate an incident across all providers.
- Service access had been overlooked. A loading bay used by caterers and production crews led directly to back-of-house areas near the main hall, and checks there were limited.
The Outcome
Before the event, the client put a revised security plan in place:
- Clear credentials: Colour-coded badges for each access level, with clear briefings for checkpoint staff.
- Controlled information: The guest list and VIP schedules were shared only on a need-to-know basis.
- Separate VIP movement: Dedicated VIP arrival points and routes kept VIPs away from public areas.
- One command, one channel: A single command point gave all security teams shared communication.
- Secured service entrances: Access at service entrances was controlled and verified throughout the event.
During the summit, an individual without valid credentials attempted to enter a restricted area near the speakers’ holding room. The person was identified at the checkpoint and escorted out without disruption. On the second day, a guest’s medical emergency was handled within minutes through the agreed response protocol.
The event ran to schedule, and most attendees were unaware either incident had taken place.
At large events, risk rarely comes from a lack of security personnel. It comes from security that isn’t coordinated. A single plan and clear command turn several separate providers into one effective operation.