Keep security tight, make protocols perfect

By Lee Hyo-won
Staff reporter

Think of how complicated it would be to host an important housewarming party, with guest lists and RSVP notices, not to mention the safety warning about the broken staircase. Now imagine organizing a large-scale international conference like the G20 summit, where VIPs from 19 major countries and the European Union, as well as U.N. Secretary General Ban Ki-moon, will gather in one place.

Much work behind-the-scenes is necessary to ensure a safe, seamless order of events. Here is a peek into the security measures and diplomatic protocols being drawn up _ though it is important to note that certain details have been withheld for your own safety.

24-hour eagle eye

Some 3,600 police forces will be employed as 24-hour watchdogs, and various plans of action have been mapped out.

First of all, each delegate will be lodging in different venues for security reasons; U.S. President Barack Obama, for example, is due to be a special guest at the Seoul Hyatt Hotel. These hotels scattered around the city have been selected in careful consideration of distance from the conference venue and security matters regarding transportation.

An airtight motorcade, or procession of vehicles guarding a VIP vehicle as often seen in political action films, will escort delegates to and from hotels/conference venues. Specific routes, to be lined with police forces, have been drawn for each hotel. Local traffic will also be controlled so that each delegate can reach the intended destinations in under 20 minutes.

In January the National Police Agency created a 20-member G20 task force. The members are comprised of the most highly qualified agents, who are rich in experience and known for their efficient management skills and strategic planning.

While each delegate will have an entourage of security guards of his/her own, some 160 local bodyguards will be at their disposal for further protection, while over 3,600 riot policemen completed intensive training sessions in March and May so an airtight conference can take place.

In order to respond calmly and efficiently to emergency situations, local firefighters, the Special Rescue Unit and military forces have undergone emergency rescue drills. In May, a life-like chemical attack scenario involving a hostage was staged in a large-scale hotel. Last week, firefighters carried out drills in a subway station in downtown Seoul and set fire to an aircraft in order to extinguish it.

For preventive measures, the police are to receive a list of terrorists and hostile protest organizations from Interpol. Immigration procedures will be tightened so that potential aggressors will be prevented from entering the country.

The National Police Agency also calls for the cooperation of civilians, and is offering cash rewards of up to 50 million won for any reports of terrorists or suspicious activities.

Seamless protocol

Neutralizing potential external threats like terrorist attacks is only one small part of ensuring that things run smoothly.

This is where protocol comes into the picture. Protocols are formalities involved in international relations that have evolved into established customs. National protocol can be said to be the essence of diplomacy since they become the face of a country and a reflection of its culture and etiquette.

Everything lies in the details, such as which drinks to serve. For example, apple juice is a no-no for a meeting with representatives from countries where alcohol is forbidden, since the clear golden liquid resembles whiskey.

“There are always two parts involved in protocol, visible and invisible aspects. The first is the actual happenings within the conference and sideline events that are exposed to the media. The latter is all the preparation and planning involved until the actual event,” said Oh Nak-young, deputy chief of protocol at the Ministry of Foreign Affairs and Trade.

Oh, who oversaw protocol during previous international summits held in Korea, such as the 2005 Asia-Pacific Economic Development (APEC) in Busan, shared some of the basics of international protocols.

For security purposes, access to conference venues is controlled by the use of identification tags. All delegates and members of the entourage as well as event organizers are required to wear designated ID tags.

As it is in the case in weddings, invitations are necessary and seating arrangements during a banquet can become a politically sensitive matter.

The seating usually follows an alphabetical (or reverse alphabetical) order of country name. In some cases delegates are seated according to the duration of their tenure. For example, President Lee Myung-bak, who took office in 2008, can come before U.S. President Obama, whose inauguration came a year later.

The delegate representing the country that is slated to host the subsequent edition of the event, however, is usually given special treatment.

But for other aspects, such as designating flight schedules, a first come, first served rule is employed. Or sometimes, things are kept secret.

“During banquets however someone is always bound to be sitting at the end of the table, slightly isolated from the rest of the party. It is common protocol to keep the seating arrangement undisclosed until the last possible minute,” said Oh.