Nominate authorised contacts
Identify the client representative and a suitable backup who can be reached during the visit. Explain their roles and decision limits, including whether they can approve itinerary or commercial changes. Check that the nominated people know they are listed, and avoid adding private contacts who have not agreed to that role. If the visit crosses several days, check that the nominated contacts remain available for the relevant periods rather than only arrival day.
Keep the information focused
Include the booking reference, current programme and relevant host contacts in a concise document. Do not attach extensive personal or medical records by default. If a specific assistance provider is already involved, identify its appropriate coordination contact and keep the responsibilities of that service distinct from personal protection. The principal’s assistant can maintain the working version while ensuring each supporting provider receives only the information relevant to its role.
Clarify service boundaries
The contact brief should not imply that a guard provides medical care, official emergency response or unrestricted authority. Any specialised support must be separately assessed and confirmed by the relevant provider. The client and coordinator should understand what the booked service covers and which responsibilities remain with other organisations. Any specialist request that falls outside the confirmed scope should be raised before the visit and referred to the appropriate organisation.
Maintain the current version
Update the contact brief when the itinerary, personnel or authorised decision maker changes. Share the revision only with people who need it and retire outdated copies where practical. A concise, current document is more useful for coordination than a large file containing obsolete numbers and unresolved assumptions about who is responsible. At the end of the assignment, handle the contact brief according to the agreed process rather than retaining unnecessary copies indefinitely.