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An esports bootcamp is both a workplace and a high-value technology site. Protect it with layered, zone-based controls: a monitored entrance, individually assigned credentials, an auditable visitor log, secured keys and equipment, proportionate camera coverage, and an emergency plan that works when mobile networks do not. This checklist turns those principles into operating procedures staff, players and contractors can follow every day.
1. Map the facility into security zones
Start with a floor plan, not a device purchase. Mark every doorway, desk, equipment room and route that a visitor could use, then assign an accountable owner to each zone. The owner is responsible for approving access, checking conditions and reporting exceptions. The Canadian Centre for Cyber Security’s PE-03 control calls for authorization to be verified at entry, ingress and egress to be controlled, visitors to be escorted, access devices to be secured and those devices to be inventoried.
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| Zone | Typical occupants | Minimum controls | Accountable owner |
|---|---|---|---|
| Public and reception | Players, guests, couriers and members of the public | One monitored entrance where practical, staffed check-in during operating hours, visitor registration and visible temporary badges | Reception or duty manager |
| Staff and coaching | Employees, coaches, analysts and approved contractors | Individual photo badge or key fob, role-based permissions and a documented escort rule for unapproved visitors | Operations or people manager |
| Player area | Rostered players and team staff | Access limited to current rosters and schedules; doors close automatically where feasible; unusual-hours access reviewed | Team manager |
| Server and network | Authorized IT or infrastructure personnel | Separate credential group, locked room or cabinet, visitor escort and access logging | IT or security lead |
| Storage and equipment | Operations, logistics and approved technicians | Locked storage, checkout inventory and no unaccompanied visitor access | Asset custodian |
| Restricted security | Security administrators and incident responders | Smallest practical user group, stronger authentication, camera or alarm coverage and documented entry reason | Security lead |
Write down who may enter each zone, during which hours, and for what business reason. Give access by role rather than by informal status. When someone changes teams, shifts or responsibilities, change the permission at the same time; when employment or a contract ends, revoke it immediately. A quarterly review is useful, but it is not a substitute for an immediate change event.
2. Build a layered entrance and anti-tailgating system
Use a secure perimeter and as few public access points as the building layout allows. CISA sports-facility guidance recommends limited, controlled entrances, photo badges for employees, vendors and subcontractors, and daily checks by staff who know their assigned areas. RCMP guidance (GCPSG-023, 2025) recommends progressive access control between zones and barriers that prevent tailgating.
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Recommended entry sequence
- Approach: Keep exterior doors, gates and emergency exits in their intended state. Check that lighting and signage direct people to the monitored entrance.
- Check-in: Reception verifies a person’s identity and authorization before allowing entry beyond the public area. Pre-registered visitors are matched to the host and expected time.
- Credential: Issue the named employee a personal photo badge or key fob. Never share credentials or use a generic “team” card for routine access.
- Barrier: Use a vestibule, turnstile, staffed door or another practical control so one credentialed person cannot simply hold a secure door for an unknown follower.
- Zone transition: Require a new authorization for staff, player, network, storage and restricted areas. A visitor who is approved for reception is not automatically approved for the server room.
- Exit: Ensure the person can leave through a safe route, record visitor departure and recover temporary credentials.
Train reception staff to challenge politely: “Can I see your badge and confirm your host?” A person who refuses, follows someone through a door or claims an urgent exception should be kept in the public area while the duty manager verifies the request. Do not defeat a security barrier for convenience. If a door must remain open for deliveries or accessibility, assign a staff member to watch it and restore the normal control immediately afterward.
3. Run an auditable visitor-log process
A visitor log is a security control, not merely a sign-in sheet. The Canadian PE-08 control requires visitor access records to be maintained for an organization-defined period. RCMP guidance also calls for pre-approval, registration protocols, secure retention and escorting in security zones.
Before arrival
- Ask the host to pre-register the visitor, organization, expected arrival window, purpose and areas required.
- Confirm whether the person needs a technician, delivery or accessibility accommodation, and assign an escort for any security zone.
- Tell the host that the visitor remains responsible for following the bootcamp’s rules while on site.
At reception
Record the visitor’s name and organization, identification or signature, date, entry time, departure time, purpose and host. Use the minimum identity information needed by local privacy law; do not collect unrelated personal data. Provide a visible, time-limited temporary badge. Explain where the visitor may go, who must escort them and how to report an emergency.
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During the visit
Keep the visitor with the host or an approved escort in player, server, storage and restricted areas. If the purpose changes, pause the visit and obtain a new approval rather than silently expanding access. Reception should be able to identify every visitor still inside during an evacuation or lockdown.
At departure and review
Recover the temporary badge, record the departure time and mark the visit closed. Secure paper logs in a locked cabinet; protect electronic logs with role-based permissions and an audit trail. Define a retention period with your privacy, legal and facilities requirements, then delete or securely dispose of records when that period ends. A designated reviewer should check logs on a defined schedule and investigate missing departures, repeated denied attempts, unusual hours or access to an unfamiliar zone. Keep an incident reference with the log when a review leads to an investigation.
| Field | Why it matters |
|---|---|
| Visitor name and organization | Identifies who was on site and distinguishes similarly named visitors. |
| Identification or signature | Creates an identity or acknowledgment record consistent with local law and policy. |
| Date and entry time | Allows a time-specific search during an incident. |
| Departure time | Shows who may still be inside and exposes incomplete check-outs. |
| Purpose and host | Tests whether the visit was authorized and identifies the responsible employee. |
| Temporary badge number | Links a physical credential to the visitor and supports recovery checks. |
Paper or electronic log?
| Consideration | Paper register | Electronic register |
|---|---|---|
| Auditability | Simple and visible, but handwriting and edits can be difficult to verify. | Searchable timestamps and user history can improve review when configured correctly. |
| Outage resilience | Works during power or network outages if stored securely. | Needs a documented offline mode or paper fallback. |
| Privacy exposure | Anyone at the desk may see prior visitors unless pages are shielded. | Access can be restricted, but the system stores more data and needs account security. |
| Review effort | Manual pattern checking and secure filing are required. | Filters and alerts can reduce effort, but false positives and configuration need oversight. |
Whichever format you choose, publish the fallback procedure at reception: what to write down when the system is unavailable, who transcribes it later and how the original is secured.
4. Secure keys, cards, door codes and gaming equipment
Physical access devices are assets. Keep keys, spare badges, door codes and emergency or master keys in a controlled cabinet or equivalent. Maintain an inventory showing the device identifier, holder, issue date, return date and current status. The Canadian PE-03 control specifically calls for securing and inventorying physical access devices and changing compromised keys or combinations.
- Issue one credential to one person; prohibit lending.
- Revoke a lost, stolen or unreturned badge as soon as it is reported.
- Change a door code or replace a cylinder when a code or key may have been copied.
- Reconcile spare cards and keys at opening and closing, not only after an incident.
- Keep high-value laptops, competition systems, network hardware and backup media in locked storage when unattended.
- Record equipment loans with the borrower, asset identifier, time out, expected return and condition.
Credential technology choices
| Option | Traceability and revocation | Offline operation | Implementation trade-off |
|---|---|---|---|
| Mechanical key | Little individual traceability; replacement is needed if copied. | Works without power or network. | Low installation complexity, but key control and rekeying are labor-intensive. |
| PIN code | Traceability is weak when codes are shared; changing a code is fast. | Can work locally, depending on the lock. | Easy for teams, but codes can be observed or disclosed. |
| RFID or smart card | Per-user records and rapid revocation when linked to an access system. | Depends on controller design and local cache. | Higher installation and maintenance cost, with strong zone control. |
| Key fob or mobile credential | Individual assignment and centralized revocation are possible. | Varies; plan for dead batteries, device loss and network outages. | Convenient, but requires account lifecycle and device support. |
5. Monitor entrances and high-risk areas
Use CCTV where lawful and proportionate to the risk, especially at entrances and high-risk areas. RCMP guidance recommends coverage of those locations and regular system reviews. The Canadian PE-06 control describes monitoring physical access, reviewing logs, using surveillance or intrusion alarms where appropriate, and defining video-retention periods.
Design the camera system around a purpose
- Cover the face-height approach to the main entrance, badge reader view, loading route and doors to server, storage and restricted rooms.
- Set a clear field of view; avoid cameras aimed into private changing, medical or rest areas.
- Define who may view live video, who may export footage and who approves disclosure to law enforcement or insurers.
- Set retention according to risk, storage capacity and applicable privacy law. No universal period is prescribed by the cited guidance.
- Protect recordings from deletion or alteration, and document the export time, requester and incident reference.
Pair cameras with door alarms, contact sensors, intrusion detection or a guard response when the risk justifies it. Cameras do not stop a door from opening and should not replace a receptionist or a functioning lock. Review access logs alongside video for unusual hours, repeated failed attempts, doors held open or entries into unfamiliar zones. Test camera time settings, storage health, low-light performance and alarm notifications on a defined schedule.
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| Camera decision | Questions to answer |
|---|---|
| Coverage | Does the view capture entrances, high-risk doors and the approach without unnecessary private areas? |
| Low light | Can staff identify a person at the operating hours the bootcamp actually uses? |
| Retention and storage | What period is justified, where is footage stored, and who can delete it? |
| Privacy | What notices, access restrictions and legal reviews are required locally? |
| Integration | Can an alarm or access event locate the relevant video quickly? |
6. Post emergency contacts and make the plan usable
Post one central security or incident-reporting contact and keep a current contact list at reception, in the control room and in the staff emergency plan. RCMP GCPSG-023 (2025) says organizations should provide a central point of contact for reporting security incidents or suspicious activity and ensure users know when, how and to whom to report.
| Contact | Information to post | Where to keep it |
|---|---|---|
| Local emergency services | Correct local emergency number and address, including suite or floor details | Every phone, reception and staff plan |
| Building management or landlord | After-hours number and responsibility for building systems | Reception and control room |
| Security lead or incident desk | Primary and backup contacts, escalation method and reporting hours | All staff areas and visitor desk |
| First-aid or medical support | Trained responders, location of first-aid supplies and access instructions | Reception, player area and staff plan |
| Utilities and facilities | Contacts for power, water, heating, cooling and access failures | Control room and manager’s plan |
| Senior management | Closure authority and communications decision-maker | Duty manager roster and emergency plan |
Document the response branches
- Evacuation: Mark primary and alternate routes, accessible routes, assembly points, door and elevator restrictions, and who accounts for players, employees, contractors and visitors using the log.
- Lockdown or shelter: Identify rooms that can be secured, how doors are locked, how occupants receive instructions and who may authorize an all-clear.
- Medical event: Keep emergency access lanes clear, post the exact facility address and identify where responders can find first-aid equipment.
- Fire or utility failure: Document alarm points, firefighting equipment locations and the conditions that require closure.
- Security incident: Preserve relevant logs and video, avoid disturbing evidence, notify the central contact and record decisions in an incident log.
FIFA safety guidance emphasizes coordination with emergency services, clear routes for emergency vehicles, documented firefighting facilities and resilient fixed and radio communications. Standard commercial mobile networks can become overloaded during an incident, so do not make a mobile phone the only way to summon help or coordinate a response. Keep a charged fixed-line, radio or other independent communication method where the risk assessment supports it, and test it.
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1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errors7. Train people, inspect the site and learn from incidents
Technology fails when people do not know the expected action. Train reception staff, coaches, players, contractors and event volunteers to challenge or report suspicious activity, enforce visitor escort rules and use emergency communications. Make reporting easy and treat every credible report seriously, as CISA recommends.
Opening and closing inspection
- Check that monitored doors, emergency exits and barriers are in the intended state.
- Verify alarms, cameras, badge readers and reception communications show normal status.
- Count spare keys, cards and emergency credentials against the inventory.
- Look for forced doors, propped doors, damaged locks, unfamiliar devices or unusual conditions.
- Confirm that evacuation routes, assembly signage and emergency access lanes are clear.
- At closing, reconcile visitors, secure equipment and confirm restricted rooms are locked.
Drills and records
Run evacuation, lockdown and communications exercises appropriate to the facility and local requirements. Tell participants which actions are being tested, but preserve enough realism to expose confusion about escorts, assembly points or the all-clear. Record the date, scenario, participants, observed failures, corrective owner and due date. Maintain incident logs and review them for patterns, such as repeated tailgating at a particular door or access attempts after a credential should have been revoked. Conduct a post-incident review, update the plan and verify that the correction actually works.
8. Set governance, privacy and review rules
The cited controls intentionally leave retention periods, staffing levels, review frequencies and camera use to the organization and jurisdiction. Set those choices through a documented risk assessment and applicable privacy, employment, building, fire and accessibility law. Explain the purpose of visitor records and video, limit access to people who need it, protect the information, and provide a process for lawful requests or corrections.
Assign a named owner for the checklist, a deputy for absences and a date for review after a relocation, major event, incident, technology change or change in local law. Keep the current plan where staff can find it, but do not publish sensitive details such as master keys, alarm bypass methods or restricted-room weaknesses in a public visitor area.
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Printable implementation checklist
- Zones are mapped, owners named and permitted hours documented.
- Employee, player, contractor and visitor access is role-based and promptly revoked after a change.
- The main entrance is monitored, tailgating controls are in place and staff perform area checks.
- Visitor pre-registration, identity, host, purpose, entry and departure fields are defined.
- Temporary badges are numbered, visible, recovered and reconciled.
- Paper and electronic log outage procedures are written and tested.
- Keys, spare cards, codes and equipment are inventoried in controlled storage.
- Cameras, alarms and access logs cover risk-appropriate locations with defined viewing and retention rules.
- Emergency contacts, evacuation routes, assembly points, lockdown procedures and closure authority are posted.
- Fixed or radio communications provide a fallback when mobile networks are unavailable.
- Opening, closing, drill, incident and post-incident records have owners and review dates.
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