15.3. Recommended Actions

1. The following are the recommended actions to be taken by the host country agencies involved in providing security support to the Annual Meeting in full consultation with the Security Coordinator. Appendix 99 contains the security measures adopted by Republic of Korea authorities at the 2004 Jeju Island Annual Meeting. Security guidelines are in Appendix 100.
2. For communication and organization:
   • Establish a single point of contact at a very senior level within the host country for planning and coordination of all security matters, including but not limited to (a) security for ADB Annual Meeting venue and others, (b) airport and hotel security, (c) VIP security and protocol, (d) traffic, (e) law and order, (f) security of accompanying persons, and (g) emergency and pandemic situations. This individual should be fluent in English. All other key security personnel should ideally be fluent in English.
   • Establish a security command center with communications capability and staffed by a senior officer onsite for coordinating and directing site security during the entire event. This should include a police liaison officer at least 1 week prior to the Annual Meeting.
   • Establish a security operations center with an emergency contact number for all delegates, to be open 24 hours a day, and inform all participants of emergency contact procedures. The security operations center could be co-located with the security command center. Appendix 101 is a sample emergency information card printed at the back of the badge.
   • Clearly delineate responsibilities between venue security personnel and host country security agencies and personnel, and inform ADB.
   • Attend daily security advisory meetings with ADB during the Annual Meeting. This daily meeting is held each day from the date of arrival of the ADB President until his or her date of departure.
   • All incidents involving non-ADB participants (such as non-government staff--caterer, convention center staff, technicians, audio-visual company, interpreters, translators, janitors, florists and entertainers) shall be communicated to relevant authorities.
3. For physical security control measures:
   • Establish physical security control measures to be implemented during the meeting, including perimeter security around the venue and security within the venue and at the registration center.
   • ADB Security together with that of the host country will conduct a walkthrough prior to the Annual Meeting and report on the result of the walkthrough.
   • Ensure consistent screening of individuals and vehicles at outer perimeter checkpoints.
   • Determine technical security measures required and/or available. X-ray machines and walk-through metal detectors are minimum security screening requirements for all meeting and networking event venues.
   • Technical screening officers should be consistent in their performance and have clear, consistent conflict resolution procedures to ensure smooth flow of participant access.
   • Ensure the professionalism and performance of contract, private security personnel responsible for access control and security screening (if required).
   • Clearly identify all entry and exit points, safe haven sites, onsite shelters, evacuation routes, emergency assembly areas, traffic and pedestrian routes, and the surrounding areas.
   • Produce emergency evacuation cards for the venues to be included in participant bags as well as an electronic file of the emergency evacuation plan to be posted on the Annual Meeting website and official smartphone app.
   • Determine how onsite ADB physical assets will be protected, and inform ADB.
   • Search and clear the venue each day.
   • Ensure that adequate security remains in place following the closure of the Annual Meeting to safeguard host country and ADB personnel and assets.
4. For access control:
   • Determine the access control points and how they are defined, marked, and controlled.
   • Determine the procedures to be used in dealing with demonstrators, protestors, and interruptions inside and outside of the venues.
   • Identify all entry and exit points on a floor plan or diagram, and any specific points of vulnerability. Identify countermeasures to secure these areas.
   • Determine access to the venue for participants to pick up their registration badges.
   • Determine what credentials and IDs will be used for non-registered participants, in particular VIP invitees who are not registered, and for staff working at the venue.
   • Determine how the credentials and IDs will be controlled, and how access to the venue will be provided.
   • Have clear conflict resolution procedures in place to resolve credential discrepancies quickly.
   • Determine the physical search policy at access points.
   • Determine vehicle access areas and the policy on delivery vehicles and the screening of delivered goods.
   • Determine access to be provided to private or hired vehicles used by participants, process for screening vehicles and drivers, and process of distributing vehicle access stickers.
5. For information security:
   • In consultation with the ADB (Head of Annual Meeting Information Technology) develop measures to protect sensitive Annual Meeting information from illegal or unauthorized collection.
   • Determine whether there is a need for an electronic countermeasures sweep to be conducted before the event, or any specific room associated with the event. If so, after the sweep, the room must be secured and access tightly controlled.
   • Allow ADB to ‘clean’ all data of computers used by ADB personnel.
6. For VIP protection:
   • In consultation with ADB, identify any VIPs who may require special personal protection. Final determination of such a requirement through a security risk assessment and the provision of close protection to any individual is solely the responsibility of the host country.
   • Ensure adequate security presence is deployed at VIP areas in the airport, hotels, meeting venues.
   • In the event of ceremonial visits to the Annual Meeting venue, or other occasions on which host country customs or security arrangements might deviate from security procedures agreed upon for the Annual Meeting, ADB should be consulted and involved in security planning and coordination of such events.
7. For risk identification:
   • Identify risks, and discuss with ADB options for mitigating them.
   • Determine whether there are potential terrorists or other security threats.
   • In consultation with ADB, establish a mechanism to monitor and share information on threats and risks through host country agencies, law enforcement, websites, newspapers, and student billboards.
   • Determine how the risks will continue to be monitored and information disseminated once the meeting begins.
   • Determine what other major or significant events will coincide with the Annual Meeting.
8. For emergencies and contingencies:
   • Prepare fully tested emergency and disaster management contingency plans with standby teams ready to respond in the event of an emergency or security threat (e.g., fire; medical; explosive ordinance disposal; terrorist threat to include vehicle, parcel, letter, or suicide bomb). If the emergency occurs while participants are on tour, additional emergency and disaster management contingency plans shall be required specific for scenarios like: (a) if any of the participants is missing; (b) if a tour vehicle is involved in a major or minor accident; (c) if a participant was robbed; (d) if a participant's health condition sharply worsened and others. Conduct health, safety and security inspections before and during the Annual Meeting. Refer to suggested Environment, Health and Safety Inspection Checklist in Appendix 102. This inspection/walkthrough shall be conducted the night before the opening of registration or earlier. Responsibility of the walkthrough will be with the Security Coordinator and the representative of the host country.
   • Install and test emergency communications systems at all venues, and provide access to the system to the ADB Security Coordinator.
   • Determine, define, and control emergency routes into and out of the main event area.
   • Ensure that a crisis management system is in place at the meeting to include a clearly defined senior management chain of command for emergency decision-making.
   • Develop a plan for effective and timely emergency communication with meeting participants.
   • Establish an emergency contact warden system for all hotels where participants are staying.
   • Determine mechanisms for obtaining additional security and support if required.
   • Ensure that a list of emergency organizations and personnel, who may be necessary in the event of an emergency, is maintained in the security operations center.
   • Prepare a contingency evacuation plan and draw up an immediate action response plan to address where to assemble in the event of an emergency during the Annual Meeting.
   • Ensure that the capability exists onsite to provide emergency and trauma medical first aid (i.e., first response).
   • Identify a safe location, away from the venue, to which VIPs can be quickly transferred. If necessary, identify an alternative Annual Meeting venue.
   • Provide outpatient medical facilities at meeting venues and hotels where ADB Annual Meeting participants will stay.