Q: I represent a group that is sponsoring an event on campus. The security staffing plan indicates that we need 2 deputies and 6 SEPs at this event. Our budget is very limited and the deputies are very expensive. Can we substitute SEPs for the deputy positions in order to save money?
A: No. Deputies and Special Events Patrol officers are not interchangeable. They perform distinctly different services. Deputies are sworn law enforcement officers, with full police powers while on duty here at Stanford. SEPs are non-sworn uniformed security personnel available as needed, providing supplemental security services on campus. It is true that the hourly charge out rates for deputies and SEPs differ significantly; however, the charge out rates are cost-recovery rates that are based on the actual cost of the personnel to the Department of Public Safety. The security staffing plan was determined based on information provided on the Security Services Request Form as well as other information that was available concerning your event. The need for deputies at your event was based on foreseeable incidents and/or known security concerns that may be associated with your event.
Q: I am sponsoring an event on campus and would like to hire SEPs for security, but I want to have a low-key security presence. Can we hire plain-clothes SEPs for our event?
A: No. We do not staff event security positions with SEPs in plain clothes. The primary role of an SEP is that of a visible security presence and a contact for help in the event of an emergency. SEPs need to be visible and easy to locate by event organizers as well as guests at the event who may need assistance in the event of a health or public safety emergency.
Q: I am the event organizer for a Stanford Student party. Why do I have to provide sober monitors/student staff to check IDs at the door if we are hiring SEPs for our event?
A: Whether SEPs are providing security at a student event or not, the student leaders sponsoring a particular event are expected to manage their own event. This includes providing sober student staff to check IDs and handle other entrance requirements that may be in effect. In general, minor issues during an event can best be handled and kept at a low-key level by restricting the visible response to the situation. For this reason, our expectation is that the sponsoring group will provide sober student staff at the main entrance--as well as inside the event venue--who can take initial action in dealing with minor issues. When SEPs are part of the event security plan, they will be assigned to the main entrance to assist as necessary and to provide backup to the student staff in the event that a situation is not responding to the actions of the student staff.
Q: I have been at student parties before where a fight has broken out. Why didn?t the SEPs assigned to this event step in and break up the fight?
A: Special Events Patrol officers are responsible for security tasks that will not require physical enforcement actions. SEPs are not expected to become physically involved in an incident like a fight or other similar situation. SEPs are expected to attempt to verbally intercede in a disruption or other situation, but if the situation is in the process of escalating to the point of physical violence, the SEP should use his or her radio to call for assistance from the on duty deputies. Once the SEP has radioed for assistance, s/he should attempt to keep the surrounding crowd away from the incident. Once the deputies arrive on the scene, the SEP?s role is to assist with crowd management as needed or requested by the deputy.
Q: I am the organizer for an event that requires a completed Facilities Usage Form (PE-100). How can I arrange to have this form signed by someone from Public Safety?
A: You can call the Office of Special Events: 725-2118 or send an email to firstname.lastname@example.org to make arrangements to have the PE-100 form signed. You can also send the form to: Department of Public Safety, Office of Special Events 711 Serra St Stanford, CA 94305-7240 We will sign the form and contact you when it is ready to be picked up or returned.
Q: My event starts at 5pm, but the security estimate that I received from your office indicates that I am being charged for security personnel starting at 4:15pm. Why?
A: In general, Public Safety SEPs and other personnel are scheduled to begin their assignments 30-45 minutes prior to the time they are requested to be on-site at an event. During this time, SEPs are reporting for duty at Public Safety, checking out their equipment, meeting with the on duty watch commander for briefing, and arranging for transportation to the event. Similarly, after the event ends and Public Safety personnel leave the event, they must return to Public Safety, check their equipment in and check out with the watch commander. This usually takes between 20-30 minutes. Costs for pre-event checkin as well as post-event check out are included in overall security fees that are charged to event sponsors.
Q: I need to have parking spaces reserved for VIPs attending my event. Who do I contact to make these arrangements?
A: For assistance with parking arrangements, including reserving parking for special guests, your first step is to contact the Parking and Transportation Services department to discuss your specific needs.
Q: My organization is considering hosting an event, how can we find out if we should hire security for this event?
A: If you are in the early stages of event planning and wish to discuss possible security needs, send an email to email@example.com with some basic descriptive information about your event. You can also call our office at 725-2118.
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