Security Hiring Process

Pre-Planning & Budgeting

Before reaching out to vendors, verify the security requirements and budget for the specific event:

• Budget Review: Consult the Prep Network Security Breakdown to confirm if security has been allocated for the event.
• Event Selection: * Prioritize all Prep Hoops (PH) events and select Prep Redzone (PRZ) events for 2026.
  • Determinations are based on event size and historical data.
• Venue Verification: Check in (EA) first to see if the venue provides security (armed/unarmed) and the specific number of guards included.

Sourcing & Outreach

Start locking in security services 3 to 5 months before event date by using the following methods:

1. Direct Outreach (Preferred):
   • Research local police departments near the venue.
   • Contact the officer in charge of "Off-Duty Hiring" or "Special Events."
   • Script: State that you are seeking off-duty officers for crowd control for a youth sports tournament.
2. OfficerTRAK Database:
   • Log in to the OfficerTrak Portal to submit a quote request.
   • Note: If you need access, email Ian Verbrugge to be added to the Prep Network account.
3. Private Security Companies:
   • Search "private security hire [City, State]" if off-duty police are unavailable.
   • Note: Private firms typically incur higher costs.

**We must confirm law enforcement status for all events at a school. Most schools legally restrict armed presence on their grounds exclusively to active-duty officers**

Contracting & Rates

• Quoting: You will receive a contract or questionnaire regarding event specifics and venue layout.
• Standard Rates: Target a cost between $50 and $80 per hour per professional.
• Execution: Sign and return all necessary contracts/documents promptly to secure the dates.

Post-Securing Procedures

1. On-Site Coordination: Check in with Facilities (Andrew Krup or Jake Schley) and the Event Director to determine specific guard stations and posts.
2. Invoicing Instructions:
   • Ensure the invoice is made out to Prep Network LLC.
   • The Staffing Specialist is the primary point of contact for invoice submission.
3. Audit Trail: Save copies of all signed vendor contracts and final invoices for internal auditing purposes.
   • Do not delete your emails
   • Funnel them

Payment Process (RAMP)

Payments are processed every Tuesday and Thursday. Once an invoice is received (pre- or post-event), follow the Expense Coding Process.

Email Submission: Send the invoice to prepnetwork@ap.ramp.com and lainey@prepnetwork.com using the template below.

Email Template

Copy and save this to your Gmail Templates:

Subject: Invoice for Processing - [Event Name] - [Vendor Name]

Hello,

Please see the invoice details below for processing:

• Brand: * Event Name: * Expense Type: Security
• Expense Bucket: Event Experience
• Vendor Name and Email: * Amount: * Description: [Example: Prep Hoops – Midwest Live – Security (2 guards Friday 4–10pm)]

The invoice is attached. Please let me know if anything additional is needed.

Thank you,

[Your Name]