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?

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

Primary Purpose of Visit & Key Activities

Has this guest stayed with your property previously?

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

Additional Guest Profile Notes & Special Considerations

Overall Security Threat Level Assessment

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

Are specific room location preferences required for security reasons?

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

Is elevator lockdown or private elevator access required?

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

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

Are there specific CCTV surveillance requirements or privacy zones?

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

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

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

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

Will external security personnel be embedded within property staff?

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

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

Additional Physical or Digital Security Notes

Does the guest have any life-threatening food allergies?

Dietary Regimen & Restrictions (select all that apply)

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

Are there specific water or beverage requirements?

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

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

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

Are there fragrance, floral, or environmental sensitivities?

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

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

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

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

Does the guest require daily newspaper or media curation?

Are there communication screening protocols for phone calls or messages?

Additional Dietary, Medical, or Privacy Protocol Notes

Primary Mode of Arrival

Is a secure ground transportation motorcade pre-arranged?

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

Are contingency safe houses or alternative accommodations identified?

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

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

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

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

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

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

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

Additional Off-Property Transit & Contingency Notes

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

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

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

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

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

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

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

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?

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

Final Approval Notes & Special Directives