Identify the authorised organiser
Request the delegation’s official planning contact and the person empowered to approve private services. Provide dates, locations and the intended duties without sending sensitive official material in an open enquiry. The provider must review the assignment and confirm what it can accept before the delegation relies on the arrangement. The initial discussion should identify the official organisation responsible for approving private participation, allowing the provider to route questions through an authorised channel.
Respect official protection responsibilities
Private personnel do not replace government protection, exercise police powers or acquire diplomatic status through a booking. If coordination with official teams is needed, that must be agreed by the responsible organisations. Avoid presenting ordinary commercial accompaniment as a comprehensive state-level protection capability. Any description shared with delegates should make the private role clear and avoid language that could be mistaken for government authority or official accreditation.
Separate protocol and logistics
Protocol decisions, official invitations and accreditation remain with the delegation and relevant authorities or hosts. The private provider needs confirmed logistical instructions for its accepted role. Interpretation, vehicles and administrative support should be identified separately rather than assumed to be included in an hourly guard rate. Where the delegation uses an existing transport or interpretation provider, nominate a coordinator to align the services without transferring responsibility between them by assumption.
Obtain a written acceptance
Confirm the exact personnel duties, hours, locations and points of contact before issuing the final programme. International or restricted-access activities require separate review. The standard rate is not proof that every specialised request is available; only the written accepted scope should be treated as the booked service. If the delegation’s requirements change after review, request a revised acceptance before adding the new duties to an official programme or commercial purchase order.