Comprehensive Pre-Arrival Security & Concierge Protocol Intake

Primary Guest Full Legal Name

Primary Guest Official Title or Designation

Primary Guest Nationality

Primary Guest Date of Birth

Primary Guest Passport or Diplomatic ID Number

Issuing Country of Passport/ID

Does the primary guest hold diplomatic immunity status?

Specify Diplomatic Rank and Immunity Level (e.g., Full/Functional)

Is this guest designated as Ultra-High-Net-Worth (UHNW) by your institution?

Estimated Net Worth Category (in USD millions)

Accompanying Party Roster

Authorized Liaison Personnel

Expected Arrival Date & Time

Expected Departure Date & Time

Primary Purpose of Visit & Key Activities

Has this guest stayed with your property previously?

Provide previous stay dates, room preferences, and any notable incidents or special requests from past visits

Cultural or Religious Protocols to Observe (select all that apply)

Additional Guest Profile Notes & Special Considerations

Overall Security Threat Level Assessment

Justification for High Threat Level: Describe specific threats, intelligence reports, or risk factors

Critical Threat Assessment: Provide detailed threat analysis and origin

Does the guest require a dedicated secure floor or wing buyout?

Number of adjacent rooms to be reserved for security buffer

Are specific room location preferences required for security reasons?

Select required room characteristics

Will the guest's security team conduct advance physical sweeps of rooms and public areas?

Specify sweep requirements, equipment to be used, and areas requiring access

Is elevator lockdown or private elevator access required?

Elevator Control Scope

Are biometric access controls required for guest room or secure areas?

Required biometric modalities

Does the guest require installation of a certified safe or SCIF (Sensitive Compartmented Information Facility) equivalent?

Specify safe/SCIF certification level, size requirements, and installation timeline

Are there specific CCTV surveillance requirements or privacy zones?

Surveillance Configuration Matrix

Will the guest require isolated or air-gapped digital networks?

Digital Security Requirements

Are there device screening or signal jamming protocols to be implemented?

Describe device restrictions, screening procedures, and authorized equipment list

Will the guest's security team maintain an on-site command post?

Specify command post location requirements, power needs, communication lines, and access protocols

Are secure communication lines (STU, STE, or equivalent) required?

Specify encryption standards, number of lines, and installation requirements

Will external security personnel be embedded within property staff?

Number of external security personnel requiring staff credentials and access

Emergency Response Protocols to Pre-Stage (select all that apply)

Are there specific vehicle security requirements for on-site parking?

Vehicle Security Measures

Additional Physical or Digital Security Notes

Does the guest have any life-threatening food allergies?

Critical Allergy & Anaphylaxis Protocol

Dietary Regimen & Restrictions (select all that apply)

Does the guest require a dedicated personal chef or kitchen facility?

Specify kitchen requirements, equipment needs, and food sourcing protocols

Are there specific water or beverage requirements?

Beverage Specifications

Does the guest or any party member have significant medical conditions requiring on-site support?

Medical Condition & Support Matrix

Are prescription medications being transported that require refrigeration or special handling?

List medications, storage requirements, and security protocols

Does the guest require a private medical examination room or telemedicine setup?

Specify room requirements, equipment, and connectivity needs

Are there fragrance, floral, or environmental sensitivities?

Environmental Controls Required

Does the guest require Non-Disclosure Agreements (NDAs) for all property staff?

Specify NDA scope, legal jurisdiction, and staff categories covered

Are there specific privacy blackout periods where no staff entry is permitted?

Privacy Blackout Schedule

Does the guest have preferences regarding housekeeping staff gender, timing, or identity consistency?

Detail housekeeping service restrictions and preferences

Are there restrictions on minibar contents or in-room amenities?

Prohibited Items

Does the guest require daily newspaper or media curation?

Specify publications, languages, and delivery method

Are there communication screening protocols for phone calls or messages?

Describe call/message filtering, logging restrictions, and privacy measures

Additional Dietary, Medical, or Privacy Protocol Notes

Primary Mode of Arrival

FBO Location and Tail Number

Airport, Terminal, and Tail Number

Helipad Location and Tail Number

Marina Name and Vessel Registration

Is a secure ground transportation motorcade pre-arranged?

Ground Transportation & Route Details

Will the guest be visiting multiple off-site locations during their stay?

Daily Itinerary & Location Schedule

Are contingency safe houses or alternative accommodations identified?

Contingency Location Matrix

Are local emergency services (police, fire, medical) pre-briefed on guest presence?

Specify which agencies are notified, liaison officers, and confidentiality protocols

Does the guest have preferred vendors or establishments for off-site dining, shopping, or services?

Pre-Approved Vendor List

Is a helicopter evacuation plan established for medical or security emergencies?

Specify landing zone coordinates, helicopter provider, and medical crew specifications

Will the guest require satellite phone or emergency beacon devices while off-property?

List devices, frequencies, and monitoring protocols

Are there specific communication check-in protocols during off-site movements?

Describe check-in frequency, methods, and escalation procedures if contact is lost

Will there be any maritime or waterfront activities requiring security coverage?

Detail vessel security, waterborne patrols, and dive team requirements

Are there cultural or religious sites that must be visited with specific protocols?

List sites, required protocols, and liaison contacts

Additional Off-Property Transit & Contingency Notes

Has a comprehensive threat and risk assessment been completed for this guest stay?

Upload Risk Assessment Document (PDF, max 50MB)

Executive Risk Evaluation: Rate the following risk categories based on completed assessment

Do any of the security requirements exceed standard property capabilities or policies?

Exception Approvals Required

Has the estimated total security and concierge cost been reviewed and budget-approved?

Total Approved Budget for Guest Stay (USD)

Are there any diplomatic or government clearances required that are still pending?

Specify pending clearances, expected receipt dates, and contingency plans

Has a post-stay debrief and intelligence sharing protocol been established?

Detail debrief participants, information classification, and distribution list

Is there a media or public relations management plan in place for this stay?

Describe PR strategy, spokesperson designation, and statement templates

I, as General Manager, have reviewed all sections of this intake form, confirm that all information is accurate to the best of my knowledge, and accept full operational responsibility for this guest stay.

General Manager Digital Signature

General Manager Full Name

General Manager Approval Timestamp

I, as Chief Security Officer, have reviewed all security requirements, completed threat assessment, and approve the implementation of all stated security protocols. I accept full security responsibility for this guest stay.

Chief Security Officer Digital Signature

Chief Security Officer Full Name

Chief Security Officer Approval Timestamp

Is this stay subject to external regulatory or governmental oversight reporting?

Specify reporting requirements, agencies, and information sharing constraints

Upload Supporting Documentation (insurance waivers, diplomatic notes, special permits)

Final Approval Notes & Special Directives