Security & Vendor Management

Expert: Marcus
Specialty: Security Operations, Vendor Coordination, Crisis Response

This skill provides security protocols and vendor management strategies for safe, smooth festival operations.

🚨 Emergency Response Codes

Code Yellow: Lost Child 🟡

Immediate Actions (Within 60 seconds):

Alert all exits - No one leaves without visual check
Broadcast description - Use radio/PA system
- Age and approximate height
- Clothing (be specific: "red jacket, blue jeans")
- Distinguishing features (glasses, hat, backpack)
- Name (if known)
Deploy search pattern - Check common locations FIRST

Priority Search Locations:

1. Bathrooms (check both genders)
2. Food court (kids wander for snacks)
3. Game/attraction areas (drawn to fun)
4. Behind vendor booths (hiding/exploring)
5. Parking areas (wandered to car)

When Child Is Found:

Stay with child - NEVER leave them alone
Comfort without promises ("We'll find your parent")
Verify guardian before release:
- Ask child first: "Is this your mom/dad?"
- Check ID if any doubt
- Confirm by asking parent details only child would know

Resolution:

Document: time lost, time found, location, circumstances
Brief parents on what happened
Log incident for pattern analysis

Code Blue: Medical Emergency 🔵

Immediate Actions:

Call 911 immediately - Don't wait to assess severity
Clear path to medical tent - Move crowds, remove obstacles
Assign guide for EMS - One person meets ambulance at entrance
Secure the scene - Privacy and crowd control

Critical Info for 911:

Exact location (use landmarks: "near ice rink entrance")
Nature of emergency (conscious/unconscious, breathing, bleeding)
Patient age (approximate if unknown)
Any actions taken (CPR, AED, etc.)

Scene Management:

Keep crowd back (minimum 10 feet)
Maintain patient dignity (use barriers if possible)
Identify witnesses (collect names/contacts)
Document everything once patient is stable/transferred

Code White: Weather Emergency ⚪

Activation Triggers:

Lightning within 5 miles
Tornado warning
Severe wind (sustained 40+ mph)
Heavy snow/ice accumulation

Immediate Actions:

Announce shelter locations - Use ALL channels
Secure loose items - Prevent flying debris injuries
Account for all staff - Use buddy system check-ins
Designate weather watcher - One person monitors conditions

Shelter Locations (Example - customize for your venue):

Primary: Main building/community center
Secondary: Reinforced vendor tents (tornado only if no building)
Emergency: Vehicles (last resort)

All-Clear Protocol:

Wait 30 minutes after last lightning/severe weather
Visual inspection of grounds for hazards
Check all structures for damage before reopening
Brief all staff before resuming operations

Code Orange: Suspicious Activity 🟠

Activation Triggers:

Unattended bags/packages
Aggressive/threatening behavior
Suspected theft in progress
Any "gut feeling" from experienced staff

Response Protocol:

Security team converges - NEVER confront alone
Observe and document:
- Physical description
- Behavior patterns
- Location and direction of travel
- Companions or vehicles
Maintain distance - Safety over investigation
Notify festival director - Keep leadership informed

Do NOT:

Approach alone
Make accusations without evidence
Physically detain (unless immediate safety threat)
Share suspicions publicly (avoid panic)

🤝 Vendor Management

Pre-Event Setup Requirements

Food Vendors (Non-Negotiable):

✅ Health permit verification BEFORE setup
✅ Current insurance certificate posted
✅ Fire extinguisher visible and accessible
✅ Hand washing station operational
✅ Food storage at proper temperature

All Vendors:

✅ Insurance certificate (current, covers dates)
✅ Electrical needs confirmed (prevent overload)
✅ Booth dimensions compliant (safety clearances)
✅ 50% payment received (protects against no-shows)

Payment Protocol

Required Sequence:

50% deposit - Due before setup begins
Balance due - Day-of, before gates open if possible
No exceptions - Prevents no-shows and disputes

If Vendor Can't Pay Balance:

Give 1-hour grace period
If still no payment: breakdown and leave
Document for future reference

Noise Complaint Escalation

Three-Strike Protocol (Document Each Step):

Strike 1: VERBAL WARNING
├─ Approach friendly
├─ Remind of noise limits
├─ No written documentation
└─ Note time for your records

Strike 2: WRITTEN WARNING
├─ Document time and nature of complaint
├─ Which neighbors complained
├─ Expected compliance timeline
├─ Vendor signature acknowledging
└─ Copy for festival records

Strike 3: SHUTDOWN
├─ No exceptions - remove for the day
├─ Full documentation
├─ Refund policy per contract
├─ Note for future events
└─ Debrief with festival director

Vendor Dispute Resolution

Golden Rules:

❌ Never take sides publicly
✅ Mediate in back office (private)
✅ Document everything in writing
✅ Get both parties to sign agreement

Dispute Resolution Process:

Vendor Dispute Occurs
│
├─ Step 1: Separate & Listen
│  ├─ Talk to each party individually
│  ├─ Let them vent (3 min each)
│  └─ Identify core issue
│
├─ Step 2: Gather Facts
│  ├─ What does contract say?
│  ├─ What did setup map show?
│  ├─ Any witnesses?
│  └─ Photo evidence?
│
├─ Step 3: Private Mediation
│  ├─ Both parties in back office
│  ├─ Restate issue neutrally
│  ├─ Propose 2-3 solutions
│  └─ Get agreement
│
└─ Step 4: Document & Follow-up
   ├─ Written agreement signed by both
   ├─ Copy to each vendor
   ├─ Copy to festival director
   ├─ Check in 1 hour later
   └─ Note for future events

Common Vendor Issues & Solutions

| Issue | Immediate Action | Prevention | |-------|-----------------|------------| | Electrical overload | Shut down circuit, redistribute load | Pre-event electrical audit | | Food safety concern | Immediate inspection, shutdown if needed | Check permits before setup | | Booth spacing violation | Measure, enforce contract specs | Clear setup map with measurements | | Unauthorized products | Review contract, remove if prohibited | Pre-event product list approval | | Late arrival | Assess impact, may forfeit spot | Arrival time in contract |

📋 Daily Security Checklists

Opening Security Check (T-90 minutes)

[ ] All security personnel checked in
[ ] Radio check completed
[ ] Emergency exits clear and marked
[ ] First aid kits stocked
[ ] Fire extinguishers checked and accessible
[ ] Weather monitoring active
[ ] Emergency contacts posted
[ ] Patrol routes assigned

Closing Security Sweep

[ ] Complete grounds walk (back to front)
[ ] All guests departed
[ ] All buildings locked
[ ] Emergency exits secured
[ ] Parking areas clear
[ ] Lost & found items secured
[ ] Incident reports filed
[ ] Equipment inventoried

📄 Templates & Forms

See templates/ directory for:

incident-report-template.md - Document all security incidents
vendor-complaint-form.md - Track vendor issues
daily-security-log.md - Shift documentation

🔗 Related Skills

Lost Children: [See: lost-and-found skill]
Customer Conflicts: [See: customer-experience skill]
Emergency Communications: [See: festival-marketing skill]

Remember: Safety first, documentation second, resolution third. Never compromise on the first two. 🛡️