Event Security Brief: What Victoria Organizers Should Send

Send each security provider the same event brief when you ask for a quote. It gives them one set of dates, coverage needs, and venue details to price. When a detail is undecided, mark it as pending and name the person who will confirm it.

Copy the fields below into an email or document for your Greater Victoria event. Fill in what you know and attach the current schedule and venue map. If you are still deciding how to organize coverage, our event security planning guide covers that earlier step.

A brief you can copy and send

Subject: Security quote request for [event name], [date], [venue]

Please quote security coverage for the event below. Where information is pending, list the assumption you used and what you need us to confirm before booking.

Event and coverage hours

• Event name and type: [name; public, ticketed, or invitation-only]
• Venue: [full address; indoor, outdoor, or both]
• Event date or dates: [include each day]
• Expected attendance: [current estimate or range]
• Schedule: [setup, staff arrival, doors, program end, and final departure]
• Security hours requested: [start and finish for each day, including any setup or breakdown coverage]
• Quote needed by: [date; say whether the venue or event date is still tentative]

Venue and responsibilities

• Site plan attached: [filename and revision date; mark guest, staff, and vendor access]
• Access arrangements: [tickets or credentials, re-entry, and restricted areas]
• Venue or permit conditions supplied: [attached documents, or what is still pending]
• Existing coverage: [venue staff or security already booked, with their responsibilities]
• Other event leads: [who handles medical response, venue operations, and any separate traffic arrangements]
• Concerns to review: [specific locations or issues the provider should assess]
• Roles requested: [known posts or duties; ask for a recommendation where unsure]

Contacts and the written quote

• Planning contact: [name and contact details]
• Event-day decision-maker: [name, mobile number, and who can approve coverage changes]
• Communication arrangements: [radios or phones available; equipment the provider needs to supply]
• Reporting recipient: [who should receive shift logs and incident reports]

Please include the recommended guard count, duties, shift times, supervision, breaks or relief arrangements, reporting, and total quoted cost. Identify anything excluded, any booking or cancellation terms, and any information you still need from us. Please reference the attached brief's revision date in your response.

Mark what is still undecided

A blank field can be mistaken for something that does not apply. Write “pending” beside an unresolved item and add who owns the decision and when you expect an answer. For attendance, provide your current range instead of presenting an uncertain number as final.

Ask the provider which open items could change staffing, hours, or price. Keep those questions with the quote so the event team can see what still needs agreement. Our security pricing guide explains the inclusions to check when comparing rates.

Keep changes attached to the quote

Date the brief and use the same revision date on its map and schedule. After a change, send the revised documents together and state what changed. Keep the provider's response with them so the team can identify the version the quote covers.

Before booking, check that the written quote matches the latest dates, hours, duties, and attachments. Ask the provider to resolve any differences in writing. When your brief is ready, request an event security quote and include the details you have confirmed.