Facing a Large-Scale Security Event (LSSE) can be daunting. Although most are planned far in advance, some crop up suddenly like large demonstrations. LSSEs have many benefits including increased revenue, revitalizing a city and an increased sense of community. At the same time, they have the potential for violence, risk to officer safety and an increased chance of clashes between the police and citizens. Historically, few resources existed to help agencies develop a strategic plan. Recognizing that having solid plans in place help agencies better handle incidents and achieve their event goals, the Bureau of Justice Assistance (BJA) in collaboration with CNA Analysis & Solutions decided to remedy this problem. Analyzing the 2012 Republican and Democratic National Conventions, they developed best practices, easy to use tools and clear guidance in Managing Large-Scale Security Events: A Planning Primer for Local Law Enforcement Agencies.
The Primer outlines three important areas: pre-planning, core event operations and post-event activities. It helps outline local law enforcement’s primary goal which “is to develop a comprehensive security plan that focuses on: maintaining everyday policing activities, providing event site security, traffic and crowd management, and security of non-official event venues.” Although many partners assist in helping manage a LSSE, the local agency is responsible for making sure that the event is safe and orderly. Many agencies have been handling LSSEs for decades learning from past events, developing relationships and utilizing technology.
Oregon country fair
From its humble beginnings in a field outside Eugene (Oregon) in 1969, the Oregon Country Fair is now a three-day, alternative arts and performance festival. In the beginning the tension between local law enforcement and fair planners and attendees was tense. But as the festival celebrates its 47th year in July, things have changed for the better due to establishment of partnerships and a lot of planning. “The pre-planning is really critical to the event itself,” says Sergeant Billy Halvorson, Lane County (Oregon) Sheriff’s Office (LCSO). “In some sense, it’s trying to manage chaos.” With only six area deputies to handle the 20,000 extra people, the success of the fair relies heavily on the partners involved, including medical response, provided by White Bird, and staff security.
The relationship built over the years developed into one of mutual cooperation and respect. In fact fair organizers pay overtime for two deputies to staff the main gate. “If they have a need, there is someone right there,” says Halvorson. Due to the alternative nature of the fair, LCSO developed a vision that focuses on doing their job while at the same time promoting an open and peaceful environment. “We do really well where we’re there but kind of in the background,” Halvorson says. “Not an overpowering force. It meets the needs of both sides without becoming too cumbersome, not so in-your-face.” In fact, fairgoers hardly notice LCSO at all.
Super Bowl 50
Santa Clara (Calif.) Police Department (SCPD) is no stranger to large-scale events either. Home of Levi’s Stadium, SCPD handles everything from concerts to massive sporting events, including being the home of the San Francisco 49ers. SCPD has a Homeland Security Event Staff Unit that is responsible for all planning and security at Levi’s Stadium. “It’s their responsibility to make sure all our assets are in place and that everyone communicates and makes sure operations run smoothly,” says Lieutenant Kurt Clarke. “We have a team of officers assigned to the stadium and that’s what their mission is.” With room for over 71,000 fans, Levi’s was selected as the site for Super Bowl 50.
Planning for the Bowl began two years in advance and included forming a Joint Information Center (JIC) based out of Sunnyvale, Calif. Since both departments already utilized Nixle, a community information service that allows secure and authenticated messages and notifications to users, they decided to go one step further and use Community Engagement. “It was just seamless to use Nixle to bridge that gap to alert folks of events in and surrounding Super Bowl 50,” says Clarke. Everbridge, who acquired Nixle, developed Community Engagement to enable law enforcement operations to leverage keyword opt-in functionality during large events. Event attendees have the ability to subscribe to interest-based groups and receive messages specific to the event. “Nixle Community Engagement is the only solution to offer keyword messaging, social media syndication and anonymous tipping,” says Jeff Benanto, Senior Manager, Marketing and Corporate Communications, Everbridge, “Mobile applications and real-time alerts ensure better connectivity and engagement between public safety officials and the community. By sending important updates directly to a resident on their mobile device, the entire community is better informed and prepared during all types of events. This also enables residents and visitors to assist with law enforcement efforts, such as helping to locate missing children or identify suspects.”
During the event, local law enforcement agencies established the keyword “SB50” which allowed users to get consistent safety, traffic and weather messaging. SCPD liked the simplicity and straightforwardness of the application. “The bottom line is Nixle has made a simple platform from the end user to sign up to the person that is actually inputting information that you provide to the community,” says Clarke. “We’re looking for the simplest tool for a simple interface.”
Although an important part, using Nixle Community Engagement was just one piece of the technology puzzle that SCPD used during Super Bowl 50. They also utilized social media and the department’s website. “I think it’s important to use technology,” says Clarke. “Also to use the most current technology because technology is ever changing. In today’s world…using those community alerts is so important.” Clarke did warn that agencies need to vet out a communication platform that best suits their needs and try it. “Demo it and see if it works for you,” he explains, “because sometimes when you demo you find things about a platform that may or may not work for your situation.”
Boston marathon
The Brookline (Massachusetts) Police Department has been handling their portion of the Boston Marathon route for 120 years, yet the tragedy of 2013 really brought the magnitude of the task to the forefront. The oldest annual marathon in the United States draws over 27,000 participants and over one million spectators.
“We started our pre-marathon meetings in January,” says Officer Scott Wilder, Director of Technology and Communications. “As you can imagine, since it runs down city streets with all the apartments and housing, everything right there and with 15 to 20 different frequencies in play and all the other partners involved, it’s a tough event to keep under your control and protect.”
When looking at the challenges of an LSSE, communications is always number one. The Boston Marathon has hundreds of players, including federal, state and local organizations both public and private, along with hundreds of volunteers. “The whole course is wide open and it’s a challenge,” says Wilder. A request from their undercover detectives encouraged Wilder to check out a potential technological option and he discovered Harris’ BeOn application. BeOn can be used as a standalone system or as an essential enhancement to any LMR network, including P25-based systems, Digital Mobile Radio (DMR) and legacy networks. An application run on any commercial smartphone, tablet or laptop computer, BeOn allows Push-To-Talk capability without the portable radio. Harris invited several representatives from the Urban Area Security Initiative (UASI), including Wilder, to view BeOn. He invited them to test it out during the marathon. “I was impressed and took them up on it,” states Wilder. “I also used their application on a laptop notebook that we had set up at the command post. I think the idea of making a smartphone actually smart is a very powerful tool.” Harris even offered to put one of their people in the command post to help answer questions or troubleshoot along the way. Wilder say, “The fact they were willing to go that extra distance and be there for us, even if it meant hand holding to get them to understand and be more familiar with the product was really cool.”
BeOn provides lots of capabilities, including photo and video streaming. “I didn’t have to worry about whether I have a proprietary camera or software or if I don’t have licenses,” says Wilder. Another plus is the user mapping capability increasing the ability to manage and coordinate officer support. Knowing where officers are located help increase officer safety. It has a lot of functions. “All the pieces come into play and at one particular moment one of the pieces is more important than the other piece,” says Wilder. “What you need when you need it is what it comes down to.”
South by Southwest (SXSW)
SXSW is another event that has been around for decades. Since 1987 the Austin (Texas) Police Department (APD) has been involved in managing this huge festival focusing on music, film and emerging technology. Each year the event grows in scope and size and lasts for weeks. With more than 200,000 visitors each day, managing security, crowd control and traffic is a huge undertaking, especially as the event is spread out over 100 different venues.
Coordinating an event of this size takes an organized effort. “Planning, preparation and collaboration are key,” says Assistant Chief Chris McIlvain. “Good leadership and clear communication of expectations help create an environment where everyone works together towards a common goal.” Like SCPD and BPD, APD relies on technology to help things run smoothly.
Recently, APD rolled out a new mobile application, AustinPD, which allows residents to stay informed and engaged by getting direct access to important APD services. This application, available on iOS and Android, gives station locations, news updates, and ability to file certain police reports. It even has secure two-way chat with an officer. Designed to be used only in non-emergency situation, the app will be an asset during SXSW. APD also uses ArcGIS, a web mapping application, twitter accounts for both SXSW and Austintx.gov and partner with their traffic engineers who monitor traffic and other cameras around town during the event.
As if handling a LSSE of this magnitude were not enough, APD discovered that the event would morph into a National Special Security Event (NSSE) when President Obama and the First Lady would be attending—on two separate days. Thankfully, APD has a unit working SXSW and an Executive Protection Unit available to handle the NSSE. McIlvain’s advice to other agencies facing their own LSSE, “Start early for planning and don’t be afraid to ask for help.”
LSSEs can seem overwhelming but utilizing resources like the Primer can assist agencies in handling the unique environments of the events, even when they are unanticipated. Even though the Primer outlines 18 Core Event Operations, it emphasizes the planning should be a significant portion of the security effort. All the agencies highlighted here would also agree.
“Plan. Plan. Plan,” Halvorson advises. He goes on to paraphrase Abe Lincoln—Halvorson says if he were given eight hours to chop down a cherry tree, he would spend six of those hours sharpening his axe.
“Sharpening the axe is all about pre-planning and developing that relationship. Now there’s a primer that can act as the sharpening stone.”
