External Stakeholder Communications

External communications includes communication between venue operations and security management and those staff from outside entities such as local and federal law enforcement agencies, emergency medical, fire, and rescue personnel. External communication between the venue and outside entities such as local utility providers, as well as contacts at adjacent critical infrastructure such as airports, rail lines, ports, oil terminals (tank farms), and utility stations, are also included in this section.

4.1.2.1 Local and Federal Law Enforcement

Communication with local and federal law enforcement officers may occur through various modes including telephone communication, automatic messaging through email notification services, and via personal contact with agents posted at the venue. It is strongly recommended that venues arrange a direct line of contact to the local law enforcement within the command center. It is strongly recommended that the Security Director of the venue subscribe to a notification list in order to receive incident and threat notifications from the local fusion center, the Joint Terrorist Task Force (JTTF) or other federal alert systems. If the venue is large and the event has a high profile, it is recommended that the venue include a law enforcement presence in the command center from federal authorities as well as local law enforcement. It is recommended that venues employ a paid law enforcement detail during event day operations. It is suggested that if law enforcement radios are in use at the venue, a law enforcement frequency channel that allows direct communication with local law enforcement be considered. It is recommended that law enforcement officials test the capabilities of their radio systems within all areas of the venue at least annually to ensure their operability.

Questions Metric

Are there direct modes of communication with local law

enforcement authorities? Y/N

Are there direct modes of communication with federal law

enforcement authorities? Y/N

Does Security Management receive automatic threat alerts from

a federal agency? Y/N

Is there a representative from local and/or federal law

Is there paid law enforcement detail at the venue during an

event? Y/N

How many law enforcement officers are on detail during en

event? #

Open Ended Questions Anticipated Response

Indicate which direct modes of communication with local law enforcement authorities are used.

Modes of communication used with local law enforcement

Indicate which direct modes of communication with federal law enforcement authorities are used.

Modes of communication with federal law enforcement Indicate from which federal agency Security Management

receives automatic threat alerts.

Federal agencies sending automated alert threats to Security Management Indicate which type of representative from local and/or

federal law enforcement is present on-site during an event.

Representatives on site

4.1.2.2 Emergency Medical, Fire and Rescue Personnel

Communication with first responders such as emergency medical, fire and rescue personnel is vital in an emergency. It is strongly recommended that a direct line of contact be established with the local fire department as well as with the local medical center or hospital through telephone lines, personal contacts, emergency radios or several of the above. It is strongly recommended that a venue have emergency medical personnel on staff during an event. It is strongly recommended that a venue reserve one or more rooms as a medical center. Venue medical rooms may be designed for larger capacity if venue patron capacity is especially high. Extremely large venues may have a complete, separate medical facility on site, possibly managed in cooperation with the local hospital. Communication with on-site medical facilities may be carried out in person, or through the use of staff radios or mobile phones. It is recommended that an EMS representative as well as a representative from the local fire department be stationed inside the command center during events.

Questions Metric

Are there direct modes of communication with emergency

medical services? Y/N

Are there direct modes of communication with the local fire

department? Y/N

Is there a medical treatment center on site?

Y/N Is there a representative from EMS and/or fire and rescue

present on-site during an event? Y/N

Open Ended Questions Anticipated Response

Indicate which direct modes of communication with emergency medical services are used.

Modes of communication with EMS

Indicate which direct modes of communication with the local fire department are used.

Modes of communication with fire department Indicate the primary modes of communication with the

medical treatment center during an emergency.

Modes of communication with emergency medical center

Indicate which representative from EMS and/or fire and rescue is present on-site during an event.

Names of on-site representatives

4.1.2.2 Critical Infrastructure

Some venues may be located adjacent to or nearby critical infrastructure such as airports, rail lines, ports, oil terminals (tank farms), or utility stations. Each of these critical infrastructure sites poses an additional vulnerability to the venue through threats to the infrastructure site. Threats from such sites include the large-scale storage of combustible materials (airports, tank farms, ports) or the potential for alternate access to the venue (airports, rail lines, utility stations); there is also the threat of access from the venue into the adjacent vulnerable infrastructure site. For these reasons it is strongly recommended that venues establish a channel of communication with these sites. It is strongly recommended that contact be established with the local utility

companies providing utility services to the venue. It is recommended that venue representatives establish a point of contact at a critical infrastructure site with a person holding the authority to make necessary operational decisions in an emergency. It is recommended that venues

periodically verify the point of contact and update the contact information if necessary. At least annual or semi-annual verification is suggested.

Questions Metric

Have critical infrastructure sites nearby the facility been

identified? Y/N

Has a channel of communication been established with each of

the sites identified? Y/N

Is there a direct mode of contact with the utility providers for

the venue? Y/N

Does the point of contact at each site have the authority to make

operational decisions during an emergency? Y/N How often is the point of contact information verified? Freq. Are test messages sent to these points of contact? What

percentage of the time are these messages successfully relayed/received?

Y/N, %

Open Ended Questions Anticipated Response

Indicate which critical infrastructure sites are adjacent to the venue and the proximal distance of each.

List of sites and distances Indicate which modes of communication with the critical

infrastructure sites are used.

Communication modes used

Indicate with which utility provider(s) to the venue contact has been established and the mode of contact.

Utility providers and contact modes

Indicate the title of the point of contact for each critical infrastructure site.

Points of contact with titles