The event starts before the doors open.
Suppliers, venue staff, organizers, and guests do not arrive at the same time or use the same route. The security conversation should include setup, the event itself, and departure—not just the hours printed on the invitation.
AES lists crowd control at special events and traffic control within its service offering. Describe your venue, format, schedule, and the responsibilities you want to discuss.
Keep the guest experience and the brief connected.
Ask who checks entry, who answers guest questions, and who decides what happens when someone needs additional assistance or does not meet the admission arrangements. Clearly separate security duties from ticketing, hospitality, medical support, and venue management.
An event venue or restaurant may already have its own procedures and personnel. Identify what the organizer is adding so the teams are not given overlapping or contradictory instructions.
Plan for movement, not just attendance.
Expected attendance is useful, but it does not explain when people will arrive, how they move between spaces, or how the event ends. Discuss entrances, check-in points, queues, transport arrivals, and the person authorized to change the plan.
Any parking or traffic support must be scoped around the venue, relevant permissions, and the responsibilities of the property owner or public authority. A private service request does not grant authority over public roads.
Agree the communication before the busy moment.
Name the organizer, venue contact, and relevant decision-makers. Decide what information each needs and how a concern moves between them. Include setup and breakdown periods where duties are required.
Use the event planning checklist to prepare a brief. Contact AES once the likely venue and schedule are known, and obtain confirmation of scope and availability rather than assuming a standard lead time or staffing ratio.
Put the service in context.
The questions change with the property. Explore the brief for your setting; specific suitability and availability still require confirmation.
Before you enquire.
Can I enquire about a business event or private function?
Yes. Describe the event and venue. AES will review whether the requested location and duties can be supported.
How many officers will the event need?
That cannot be determined from a headcount alone. The venue, timing, access arrangements, responsibilities, and relevant requirements need to be reviewed.
Should setup and breakdown be included?
Include any period when security-related responsibilities need coverage. Do not assume that the public event hours cover supplier access or the final departure.
Where do you need support?
Review the regional information, then confirm availability and assignment requirements directly.
