Planning and Managing Security for Major Special Events: 
Guidelines for Law Enforcement 

 

LESSON PLAN FOR 

 

MODULE 2: PRE-EVENT PLANNING 

 

LESSON PLAN: 

Unit: Module 2: Pre-Event Planning 

Slide 1: Title Slide

Number of Hours: 1 

 

Goals: This module will provide participants with an opportunity to 
review the key components of special event planning in the pre-
event phase. In addition, participants will discuss the importance of 
a coordinated and collaborative approach to event planning. The 
module examines the role of the lead security agency and the 
individual assigned as the event security director. The module 
suggests strategies for including community partners and the names 
of the assets necessary to meet the security demands of a large-scale 
event. 

Slide 2: Learning Objectives

Learning Objectives: The student will: 

 

1. Identify key components of pre-event planning. 
2. Match the key components of pre-event planning to the 
characteristics of individual events. 

3. Relate the module material to events in his or her 
jurisdiction. 

 

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[BEGINNING OF CONTENT] 

Slide 3: Philosophy of Pre-Event Planning 

I. Philosophy of Pre-Event Planning 

 

Pre-event planning must be initiated as quickly as possible, based on 
the nature of the event. It should generally begin 12 to 18 months in 
advance. Some events, such as a state funeral, do not allow much 
time for planning. Regardless of the time available, during the 
initial phase certain foundations must be established to facilitate a 
well-organized and coordinated planning effort. 

 

"The secret of getting ahead is getting started. The secret of 
getting started is breaking your complex overwhelming tasks 
into small manageable tasks, and then starting on the first one." 
-- Mark Twain

Slide 4: Mark Twain 


 

Question for class: Who has taken this type of approach to a 
personal or business situation that seemed overwhelming? 
Example: Building a house. 

 

II. Key Components of Special Event Planning 

Slide 5: Key Components of Special Event Planning

• Developing the event mission or charter 
• Clearly defining security leadership 
• Developing partnership agreements 
• Resolving legal authority issues 


• Developing the organizational structure. 

 

The instructor reviews the list of key components with the group, 
taking each item individually and asking students to briefly describe 
their perception of the meaning or importance of each item. This 
activity should be kept short because each component will be 
handled in greater detail in later modules. 

 

A. Key Component 1: Mission Statement or Charter 

Slide 6: Key Component 1
 

A written and approved mission statement or charter provides the 
lead agency with: 

 

• Authorization to perform 
• Clear understanding of desired outcomes 
• Basis on which to form goals and objectives 
• Definition of boundaries or constraints 
• Message to the community. 


 

Question for class: Evaluate the following mission statement: 

 

 Make the event successful – enjoyable for participants, but 
also safe and secure. 

Slide 7: Sample Mission Statement

 

If necessary, how would you improve the statement? 

 

Anticipated responses: 

 

• Distinguish between primary and secondary missions 
• Identify internal and external partners 
• Identify facilities to be utilized 


• Identify specific time frames or mission phases. 


B. Key Component 2: Define Security Leadership 

Slide 8: Key Component 2

It is important to determine which agency is in charge—that is, 
which agency will be responsible for: 

 

• Plan design and implementation 


• Legal and financial matters 

• Command and control 
• Crisis response and management 


• Public safety/private sector relations. 

 

Question for class: Who would be the lead security coordination 
agency during a special event in your jurisdiction that occurred on 
private property? 

 

C. Key Component 3: Partnership Agreements 

Slide 9: Key Component 3

Special events are characterized by a need for collaboration among 
public safety partners and community stakeholders. Personnel 
requirements can quickly exceed the agency’s resources, given the 
dedicated special event staffing and the need to continue basic 
service delivery. 

 
Slide 10: Develop Partnership Agreements 

Partnership agreements should be developed with: 

 

• Other law enforcement/public safety agencies 


• Other city/county departments and agencies 

• Private security 
• Business community 
• Neighboring communities. 


Slide 11: Private Partnerships 

Private partnerships can provide: 

 

• Knowledgeable security specialists 
• Technical specialists and resources 
• Support facilities and systems 
• Clear line of communication regarding concerns and 
expectations of the business community. 


Slide 12: MOA 

Partnerships should be documented with a memorandum of 
agreement (MOA). A well-written MOA can serve to: 

 

• Clarify law enforcement powers 
• Quantify the commitment of assisting agencies 


• Define missions and operational functions 

• Clarify compensation issues regarding labor, 
equipment, and supply costs 



• Cover participating agency’s employees under 
worker’s compensation for any injuries received during 
the event. 

 

During the WWII Memorial commemoration event, the Metro DC 
Police Department was assisted by 32 law enforcement agencies in 
addition to the U.S. Secret Service, FBI, U.S. Marshals Service, and 
other federal agencies. 

 

D. Key Component 4: Resolving Legal Authority 

Slide: 13: Key Component 4

To clarify the legal authority of assisting agencies, the lead agency 
must: 

 

• Clearly state the authority of assisting agencies 


• Provide necessary immunities, privileges, and legal 
protections 

• Deputize officers as agents of the jurisdiction, if 
required. 

 

E. Key Component 5: Developing the Organizational Structure 

Slide 14: Key Component 5
 

It is important to develop an appropriate organizational structure 
during the planning phases of an event. A single-event security 
director should be selected using the following criteria: 

 

• Dedicated representative from the lead agency 
• Authorized to oversee all planning aspects 
• Authorized to negotiate and sign MOAs 


• Reports directly to the chief executive or deputy of the 
lead agency. 

 

In addition, all participating agencies need to understand and use the 
Incident Command System (ICS) as required by the National 
Incident Management System (NIMS). 

Slide 15: Incident Command System

The instructor should direct students to the organization chart 

(in Appendix C, pg 94 of the Guidelines), showing the Jacksonville 
Sheriff’s Department’s plan for Super Bowl 39. 

 

After the 1999 World Trade Organization (WTO) conference and 
subsequent riots, the Seattle Police Department’s after-action report 
recommended: “Dedicated full-time planning personnel representing 
the impacted agencies; written agreements, memoranda and 
contracts defining all deployment and operations and an integrated 
review process for decisions concerning planning, deployment and 
command.” 


 

The next step is to establish an executive steering committee headed 
by the overall event security director. 

Slide 15: Executive Steering COmmittee

Slide 16: Key Functional Areas

That committee can create subcommittees to address the key 
functional areas. Examples include: 

 

• Emergency evacuation 


• Transportation/traffic 

• Communications 
• Intelligence 


• Critical infrastructure 

• Legal issues 

• Field operations 

• Credentialing 


• Fire/emergency medical services 

• Tactical support/crisis management 

• Managing disorder 

• Media relations 
• Training 
• Prisoner processing 
• Airspace security 
• Budget and logistics 
• After-action evaluation. 


 

In sum, pre-event planning is critical to ensure a successful event 
and should begin 12 to 18 months in advance, based on the nature of 
the event. 

Slide 17: Summary

Slide 18: Key Components
 

There are five key components of special event planning: 

 

• Developing the event mission or charter 
• Clearly defining security leadership 
• Developing partnership agreements 
• Resolving legal authority issues 


• Developing the organizational structure. 

 

 

III. Tabletop Exercise and Student Worksheets 

Slide 19: Tabletop Excercise and Student Worksheets

A tabletop exercise was introduced in Module 1 and is used to 
demonstrate the need for pre-planning for major special events. The 
instructor should refer the class back to the tabletop exercise, 
anchoring teaching points to a common theme throughout the 
course. 

 




Students should also work on the “Lessons to Learn” worksheet. 
The instructor should ask students to spend a few minutes 
completing this document, which will help them research and gain 
deeper knowledge about this particular topic. 

 

Students should also work on the “Personal Action Plan” worksheet. 
This worksheet will help students develop specific steps, actions, or 
contacts and will help them relate the material to events they are 
responsible for in their own jurisdictions. 

Slide 20: BREAK