guidance for applying for and managing a special event zone · security controlled airport (and the...

Guidance for applying for and managing

a special event zone

March 2017

ii

© Commonwealth of Australia 2017

March 2017 / INFRASTRUCTURE

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Applying for and managing a Special Event Zone 1

Contents

CHAPTER 1: INTRODUCTION ....................................................................................................... 2

CHAPTER 2: PURPOSE OF AN SEZ ............................................................................................. 3

CHAPTER 3: WHO CAN APPLY FOR AND MANAGE AN SEZ .................................................... 4

CHAPTER 4: APPLYING FOR AND MANAGING DIFFERENT TYPES OF SEZS ......................... 5

Who approves an SEZ or a standing SEZ? .............................................................................. 5

Standing SEZs .......................................................................................................................... 5

‘One-off’ SEZs ........................................................................................................................... 7

Consultation with the airport operator ....................................................................................... 7

SEZ manager responsibilities ................................................................................................... 7

SEZs and interaction with existing airport security requirements ............................................. 8

SEZs for adjoining airside and landside areas ......................................................................... 8

Risk mitigation strategies and security measures ..................................................................... 9

CHAPTER 5: SEZ MAP REQUIREMENTS ................................................................................... 10

CHAPTER 6: ASSESSMENT ....................................................................................................... 11

ATTACHMENT A: SEZ APPLICATION FORM ............................................................................. 12


Chapter 1: Introduction

This guidance is for regulated aviation industry participants (AIPs) to assist them:

when applying for a Special Event Zone (SEZ), either airside or landside, at a security controlled

airport; and

understand the key responsibilities and considerations for managing an SEZ.

SEZ requirements are stated in the Aviation Transport Security Act 2004 (the Act) and the Aviation

Transport Security Regulations 2005 (the Regulations).

This document is a guide only. Please refer to the Act and the Regulations if further clarification is

required, or contact the Department of Infrastructure and Regional Development (the Department)

for specific advice.

This guidancetogether with other guidance for AIPsis available on the Department’s website at

www.infrastructure.gov.au/security/aviation/.

In this document a reference to ‘map’, ‘zone’ and ‘area’ in the singular also includes a reference to

the plural. Unless specified, the use of the term ‘SEZ’ incorporates both one-off SEZs and standing

SEZs.

http://www.infrastructure.gov.au/security/aviation/


Chapter 2: Purpose of an SEZ

An SEZ is an area established within the boundaries of a security controlled airport for the

purpose of imposing specific security requirements to help manage a particular type of function,

activity or event.

SEZs may be established to assist industry participants manage specific security issues arising

from different types of events or activities. Examples SEZs could include, but are not limited to:

air shows;

building / maintenance activities (e.g. the construction of a new hangar);

official activities (e.g. the arrival or departure of foreign dignitaries or VIPs);

community or commercial activities that use airport facilities (e.g. open days or motorsports events);

the arrival of a diverted aircraft (e.g. if an international flight is diverted to an airport without permanent

screening or customs and border facilities); or

media events.

An SEZ is approved via a written notice from the Department provided to the operator of a

security controlled airport (and the special event zone manager if different to the airport operator).

While an approved SEZ is in force, that area will be subject to alternative security controls, some

or all of which are different from those applying generally to airside or landside security zones /

areas an SEZ is established within. The purposes of these controls may include but are not

limited to:

controlling the movement of people, vehicles and goods;

restricting access to SEZs;

providing cleared zones;

preventing interference with aircraft; or

ensuring the security of airport facilities.


Chapter 3: Who can apply for and manage an SEZ

The following AIPs may apply to establish an airside and/or landside SEZ:

the operator of a security controlled airport;

an aircraft operator;

an accredited air cargo agent;

a regulated air cargo agent;

a person who occupies or controls an area of an airport (e.g. through a lease, sublease or other

arrangement);

a person (other than an aviation security inspector) appointed by the Secretary (or the Department as

the Secretary’s Delegate) under the Act to perform a security function;

Airservices Australia; or

a contractor who provides services to any of the above.

The SEZ Manager must be the SEZ Applicant. Once an SEZ application is approved by written

notice, the SEZ Manager (Regulation 3A.01(1) and (2)) is then responsible for managing the SEZ

whenever it is in force.


Chapter 4: Applying for and managing different types of SEZs

Who approves an SEZ or a standing SEZ?

The Secretary (or delegate) can approve applications to establish an SEZ for a one-off event, or

can also approve standing SEZs for re-occurring events (this can include regular, scheduled

events such as air shows, or ad-hoc events, such as media events or flight diversions).

Standing SEZs

Applicants are encouraged to apply for standing SEZs when they know an event is likely to re-

occur periodically (e.g. an annual air show, open day) or may occur at a range of different

dates/times (e.g. arrival and departure of VIP aircraft).

Standing SEZs give industry the flexibility to have SEZs come into force based on operational

requirements and circumstances rather than rigid points in time, as is the case with a one-off SEZ.

However, specific times can be provided when applying for a standing SEZ to give detail to

triggering events (for example, one hour before the arrival of a VIP aircraft). This means that

industry is not required to reapply to the Department each time they need to establish an SEZ if

the approved circumstances (including triggering events, risk environment, and security mitigation

strategies and measures) surrounding the event do not change. Consequently, standing SEZs

reduce the administrative burden for industry.

Another benefit of standing SEZs is that it gives AIPs the flexibility to sequence standing SEZs.

For example, this capability could be useful for managing construction projects as it could allow a

series of SEZs to be established which come into force as various stages of construction work are

met. Contingency SEZs could also be triggered in situations where a specific area (also

established as an SEZ) suddenly becomes unavailable due to weather or other unforeseen

circumstances.

Applicants applying for standing SEZs need to specify in their application a clear set of

circumstances (i.e. unique SEZ triggering events or activities) that establish when the SEZ will


come into force and/or cease to be in force. Triggering events must be clearly identifiable and with

specific detail in order to be approved. Applicants should have regard to the following principles:

1. Ensure it is clear when the SEZ will start and finish: SEZs may involve some

preparation/setup or some wrap-up activities (a food vendor may need to arrive to setup

before a public air show begins or security patrols may need to conduct a post event sweep

before the SEZ ceases). The applicant will need to consider if this needs to be reflected in the

triggering circumstances. To accommodate setup activities, a SEZ could for example be

stated to commence “30 minutes before the publicly advertised start time for a public open

day as listed on the airport’s website”. Similarly, an SEZ for a media event could cease “upon

the conclusion of a security sweep following departure of all invited journalists and guests”.

2. Ensure the SEZ is specific and unique: Triggering events must be sufficiently unique so it

is clear when the SEZ is or is not in force. For example, an SEZ for a media event that was

stated to come into force upon “arrival of journalists at the airport” is ambiguous (journalists

could be transiting the airport or arriving to interview an arriving passenger). An alternative

and more specific triggering event would be “When invited journalists have completed

induction and are escorted into the SEZ.” Similarly, rather than having a SEZ come into force

on “arrival of a VIP aircraft” it may be preferable to refer to “arrival of an aircraft transporting a

foreign head of state”.

3. Ensure the trigger for an SEZ can be controlled / monitored: The SEZ manager must be

able to monitor and/or control the triggering events and circumstances as they hold

responsibility for the SEZ whenever it is force. For example, arrival of a diverted aircraft is not

controlled by, but can be monitored by the SEZ manager. In the case of a construction SEZ,

the SEZ could come into force when building works were approved and cease when building

works were completed and certified (as the SEZ manager would be reasonably able to

control or monitor when these events happen).

If the security risks or mitigation strategies for an SEZ (both a one-off SEZ and a standing SEZ)

significantly change, and/or the risk environment, including the size, location or access points of

the approved SEZ change, the AIP must submit a new SEZ application.


‘One-off’ SEZs

AIPs may apply for an SEZ for a one-off event at a security controlled airport when they have

determined the time period (start and finish times / dates) when the event will take place. This type

of SEZ is best suited to singular events unlikely to reoccur or shift outside of a particular set

timeframe.

An SEZ comes into force at an approved point in time and ceases to be in force at an approved

point in time. If the event is postponed, begins early, is delayed, or exceeds the approved period, a

new SEZ application is required to be submitted for assessment (as an SEZ notice cannot be

changed or varied once issued).

Consultation with the airport operator

The SEZ manager (if not the airport operator) must first consult with the airport operator before

applying for an SEZ, and detail this consultation (or attach evidence of consultation) in their SEZ

application.

SEZ manager responsibilities

Once an SEZ is approved, the SEZ manager has specific responsibilities (regulations 3A.05,

3A.06, 3A.11, and 3A.12). Penalties may apply if the SEZ manager does not:

delineate the boundary of the event zone while it is force;

ensure people attending an event stay within the established zone boundaries while the event zone is

in force; and

notify relevant AIPs of either or both of the following:

o when the zone is in force; and

o when the zone ceases to be in force.

To ensure the integrity of the event zone at all times it is in force, the SEZ manager should ensure

relevant security measures are implemented.

The ongoing requirement to notify relevant AIPs every time an event zone comes into and out of

force is intended to support this by avoiding inadvertent breaches of the zone by other industry

participants.


SEZs and interaction with existing airport security requirements

An SEZ does not alter the required security arrangements of the whole security controlled airport

as imposed by the Act and the Regulations.

Where an SEZ is in force within part of an existing area or security zone, that area or security zone

does not cease to exist while the event zone is in force. Instead:

the rules that apply to the event zone apply within the event zone;

the rules that apply to the existing area or security zone continue to apply within the remaining area or

security zone.

Where an SEZ entirely covers an existing area or security zone, that area or security zone does

not cease to exist while the event zone is in force; instead, the security measures for which the

SEZ was approved take precedence until the SEZ ceases to be in force.

Therefore, visitors to a SEZ may need to pass through one or more security restricted zones or

areas in order to access or leave the SEZ. The SEZ manager will also need to consider broader

arrangements to manage arrival and departure of people from the SEZ and ensure compliance

with the normal security requirements that apply in different areas / zones outside the SEZ. This

may mean that SEZ visitors need to be escorted by an ASIC holder when accessing (e.g. arriving

or leaving) the SEZ, or may even be required to pass through required airport security screening

points in order to access the SEZ.

SEZs for adjoining airside and landside areas

An SEZ must be located entirely within either an airside or landside area of a security controlled

airport. However, SEZs involving adjacent airside and landside areas may be applied for in a

single application, and if approved, will be considered separate SEZs. In this case, details of

airside and landside SEZs must be clearly articulated in the application.


Risk mitigation strategies and security measures

It is the responsibility of the applicant to identify security risks associated with the SEZ and to

explain how these risks were identified. Examples of SEZ security risks include, but are not limited

to:

unauthorised persons entering the event area from landside and / or airside;

unauthorised exit of persons into areas outside of the delineated event area;

managing broader airport emergency procedures during the event period;

introduction of weapons into the event area;

unattended items being left in the event area; and

the security of nearby regular passenger transport services (if applicable).

The applicant must also identify risk mitigation strategies and associated security measures

to be undertaken to address the identified security risks. Examples of some airside and landside

SEZ security risk mitigation strategies include but are not restricted to:

managing access to SEZs (including conditions of entry, the issue and use of security passes and

other identification systems);

the patrolling of SEZs;

the delineation of the SEZ while in force (e.g. fencing);

the screening of people, vehicles or goods for entry to SEZs;

the security checking of persons who have access to SEZs;

the movement, management or operation of aircraft, vehicles and other machinery in SEZs; and

access to aircraft (including unattended aircraft) from SEZs;

SEZ applicants must ensure that all risk mitigation strategies and associated security measures

are commensurate to the complexity of the SEZ event and the number of expected visitors. For

example, a public air show is likely to need different and more extensive security measures than a

small media event.

Before establishing an SEZ, the Department may request that the applicant provide further

information, including on the security risks and risk mitigation strategies and security measures

outlined in the application.


Chapter 5: SEZ map requirements

A map must be submitted with each SEZ application to show the SEZ boundary and clearly

identify all entry point(s) into the zone, and all exit point(s) out of the zone. To assist prompt

consideration of an SEZ application, it is also helpful if a boundary map of the airport is included as

part of the submission (and the proposed SEZ referenced on it) to ensure the proposed SEZ is

contained entirely within an airside or landside area of the airport.

It is important maps are complete and accurate to clearly identify the boundary of the event zone.

This is because while an event zone is in force, penalties can apply if the SEZ manager fails to

delineate the boundary of the event zone, or if people enter / exit the SEZ without authority

(significant penalties can be imposed both on the individual and the SEZ manager).

The map may be in colourdifferent colours may be used to identify different areas or zones.

Black and white maps may be submitted as long as they have limited shading on them to not

obscure map details. The map should be an appropriate size including so that the map can be

reproduced (i.e. photocopied or re-printed) with sufficient clarity should more than one copy be

needed.

The general requirements for maps can provide guidance when preparing SEZ maps (refer to

Regulation 2.15).


Chapter 6: Assessment

A completed SEZ application (refer to Attachment A) and a map of the proposed zone must be

sent as attachments (either in word or PDF format without password protection) via email to the

the National Coordinator at [email protected].

In order to manage the assessment process, applications must be provided to the Department with

a reasonable notice prior to the need for an SEZ and taking into account the complexity of the

SEZ.

If an SEZ application is incomplete, or if further information is required, the application will not be

assessed any further until these details have been provided.

If the Department establishes an SEZ, a copy of the notice (including the map) will be emailed (or

faxed) to the airport operator and to the SEZ manager (if different to the airport operator), outlining

where the SEZ will be established.

The notice will have a unique reference number on it, which should be quoted if the zone needs to

discussed with the Department.

The SEZ notice will also state whether or not the SEZ is for a one-off event or for a standing SEZ.

For a standing SEZ, the notice will specify the triggering events and circumstances for when the

SEZ is in force and when the SEZ ceases to be in force. Otherwise, the SEZ notice will outline the

times / dates the SEZ is in force.

More information and guidance on Australia’s aviation security regime is located on the

Department’s website at www.infrastructure.gov.au.

mailto:[email protected]

http://www.infrastructure.gov.aui/


Attachment A: SEZ application form

APPLICATION FOR A SPECIAL EVENT ZONE (SEZ) NOTICE

Application for AIRSIDE SPECIAL EVENT ZONE

LANDSIDE SPECIAL EVENT ZONE

AIRSIDE AND LANDSIDE SPECIAL EVENT ZONE

DESCRIPTION OF PROPOSED EVENT

AIRPORT WHERE PROPOSED EVENT WILL BE HELD

APPLICANT DETAILS

Name

Position

Organisation

Postal address

Telephone number

Email

THE DATES/TIMES THE

ONE OFF SEZ WILL BE IN

PLACE FOR

And

/or

WHAT ARE THE UNIQUE

TRIGGERING EVENTS,

DETAILS AND

CIRCUMSTANCES FOR

THE STANDING SEZ

COMING INTO AND/OR

OUT OF FORCE?

IF YOU ARE NOT THE

AIRPORT OPERATOR,

PROVIDE DETAIL OF THE

CONSULTATION

UNDERTAKEN WITH THE

AIRPORT OPERATOR

Briefly summarise the method of consultation undertaken and attach copies of emails or other

applicable correspondence as evidence of consultation. If consultation was undertaken

verbally, please include the date(s) when this occurred, along with the name, position, and

contact details of the representatives of the airport operator consulted.

ARE YOU APPLYING FOR MORE THAN ONE

ZONE? IF YES, DESCRIBE THE ZONES

INCLUDING HOW AND WHEN THEY ARE

PROPOSED TO BE USED


HOW MANY PEOPLE ARE EXPECTED TO

ATTEND THE EVENT?

HOW DID YOU COME UP WITH THIS

ESTIMATE?

LIST THE MAIN SECURITY RISKS FOR THE

EVENT?

HOW DID YOU IDENTIFY THESE RISKS?

WHAT SECURITY RISK MITIGATION

STRATEGIES AND SECURITY MEASURES WILL

BE IN PLACE TO MANAGE ALL THESE RISKS?

(refer to p.9)

Risk mitigation strategies may include but are

not limited to:

unauthorised persons entering the event

area from landside and / or airside;

unauthorised exit of persons into areas

outside of the delineated event area;

managing broader airport emergency

procedures during the event period;

introduction of weapons into the event

area;

unattended items being left in the event

area; and

the security of nearby regular passenger

transport services (if applicable).

APPLICANT SIGNATURE

DATE

Please attach a map clearly identifying the boundary of the proposed zone(s) and entry/exit points. If applicable,

also attach emails or other relevant correspondence with the airport operator. Your completed and signed

application form and attachments should be sent to:

EMAIL [email protected] OR FACSIMILE 08 8110 2249

mailto:[email protected]

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