Fables event planning · Back to event security planning
Align Event Security Hours with Your Running Order
The main event start and finish may not describe all the periods you want included in a security discussion. Setup activity, guest arrivals and departures can have different timings and requested tasks.
List the full programme and ask Fables to confirm the proposed hours and scope. This guide does not set a minimum staffing period or promise an extension.
List supplier and guest arrival periods
Write down when suppliers arrive, when guests begin entering and when the main programme starts. Explain which periods you want the provider to consider and what duties you are requesting at each point.
Do not turn every listed activity into an assumed inclusion. The timetable describes the event; the accepted proposal identifies the work and hours actually being provided. Keep those two documents connected but distinguish their purposes.
Show changes in event use
Show when rooms or outdoor areas change use. A daytime reception, later party and final departure may involve different locations or organisational contacts. Put those changes beside the requested duties rather than relying on one broad evening label.
Make any overlap visible for review. A new activity in another area does not automatically fit the original proposal, even when it occurs within the same overall event hours.
Ask about briefing and closing cover
Ask whether and how any briefing, handover or closing-related duty is included in the proposed arrangement. Give the venue's requirements and explain the guest departure period separately from the announced finish of entertainment.
Record the actual answer in the written scope. No fixed allowance or particular closing task is supplied by this guide. The provider and venue should confirm what the accepted arrangement covers.
Clarify proposed handovers
Identify the people handing over responsibility and the programme version they will use. If a venue contact or organiser changes during the event, connect that change with the provider's agreed contact route.
Keep outstanding questions with the handover material. An incoming coordinator should be able to see what remains requested rather than assuming that every item on an early ideas list was accepted as part of the booking.
Agree the extension-request process
Ask how a later request for changed hours or duties should be raised. Identify who can discuss it with the provider and how any accepted amendment will be recorded. Do not promise an extension to another supplier before it has been confirmed.
Keep the final accepted hours with the security booking and the event programme. Where the programme changes, notify the relevant people before relying on the original arrangement.
Your finished planning sheet
- Supplier, guest-arrival, main-event and departure periods.
- Changes of area or activity shown against requested duties.
- Briefing, handover and closing questions expressly resolved.
- Current contacts linked to the accepted working periods.
- A confirmed route for raising any later extension request.
Questions to settle
Does an event running late automatically extend the booking?
No extension is promised here. Ask the provider how requests are handled and rely only on the arrangement it expressly confirms.