security-vendor-management

name	security-vendor-management
description	Security protocols and vendor management expertise from Marcus covering emergency response codes, vendor relations, and operational safety

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):

1. Alert all exits - No one leaves without visual check
2. 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)
3. 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:

1. Call 911 immediately - Don't wait to assess severity
2. Clear path to medical tent - Move crowds, remove obstacles
3. Assign guide for EMS - One person meets ambulance at entrance
4. 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:

1. Announce shelter locations - Use ALL channels
2. Secure loose items - Prevent flying debris injuries
3. Account for all staff - Use buddy system check-ins
4. 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:

1. Security team converges - NEVER confront alone
2. Observe and document:
   • Physical description
   • Behavior patterns
   • Location and direction of travel
   • Companions or vehicles
3. Maintain distance - Safety over investigation
4. 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:

1. 50% deposit - Due before setup begins
2. Balance due - Day-of, before gates open if possible
3. 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]

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