Overview
A meeting is not an office
An office sweep verifies the general state of a room. A critical meeting happens at a set time, with set people and a set agenda, which means anyone after the information knows both where and when. Meeting and event security is therefore not a single sweep but a plan running from before the meeting to after it.
We recommend it for board and general meetings, M&A negotiations, closed meetings in hotels or rented venues, political strategy sessions and internal briefings on unannounced products.
The pre-meeting sweep
We sweep as close to the meeting as possible, covering not only the room but connected areas: waiting and catering areas, ceiling voids, adjoining rooms and the cabling serving the room. In hotels and external venues we also inspect the venue’s sound system, microphones, projectors and conferencing equipment, because they are under the venue’s control, not yours.
The methods are those of an office sweep: RF spectrum analysis, NLJD, thermal and optical checks, physical inspection. The difference is working to a deadline and handling any finding without derailing the meeting. If something suspicious turns up, we decide with you, quickly, whether to postpone, move rooms or continue.
Keeping the room secure
A sweep verifies the room at that moment. Every uncontrolled entry between the sweep and the meeting erodes that. So we ask for the room to be locked or supervised afterwards, and for catering, cleaning and technical staff access to be scheduled and, where possible, escorted. Skipping this step can make the most careful sweep meaningless.
Live monitoring
During the meeting we monitor the RF environment continuously. If a new signal appears beyond those identified during the sweep, we assess it at once and, if needed, quietly inform the meeting lead. This is aimed at a live-transmitting device brought into the room.
One limit needs stating plainly: a recording-only device carried by an attendee doesn’t transmit and won’t appear in RF monitoring. The answer to that risk is administrative, not technical: a clear device policy.
Attendee devices
For sensitive meetings we recommend phones, smartwatches and laptops stay outside. Your organization enforces this; we suggest a practical arrangement covering where devices are left, exceptions and how notes are taken. We don’t search people; entry control belongs to your security team or the venue’s.
Operational security
- Share the time, place and sweep only with those who need to know.
- Don’t discuss preparations in the meeting room or on phones in it.
- Contact us from a device you don’t suspect.
- If you think you’ve found a device, don’t touch or move it.
Report and coverage
You receive a written report of the sweep and monitoring results. We sign NDAs on request and work on site in whichever city in Turkey your meeting takes place. For organizations with recurring meetings, this can be part of a corporate periodic TSCM programme.
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Warning signs
- Agendas or decisions from earlier meetings have leaked
- The meeting will take place in a venue you don't control, using its equipment
- The other side or competitors seem to know the time and place in advance
- Many external staff will have access to the room before the meeting
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Process
Advance planning
Over a secure channel we discuss the venue, timing, attendees, staff with access and the equipment to be used.
Pre-meeting sweep
The room and connected areas are swept with RF, NLJD, thermal, optical and physical inspection, as close to the meeting as possible.
Securing the space
After the sweep the room stays locked or supervised, with no uncontrolled access until the meeting.
Live monitoring
We monitor the RF environment throughout the meeting and assess any new, unexplained transmission immediately.
Close-out and report
The room is checked after the meeting and the sweep and monitoring results are delivered in a written report.
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What you receive
- Written report covering the pre-meeting sweep and live monitoring
- Meeting-specific recommendations on room access, attendee devices and equipment
- NDA on request
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Limitations
- A recording-only device carried by an attendee will not appear in RF monitoring; that risk needs a device policy.
- We don't search people; entry control is the responsibility of your security team or the venue's.
- Spyware on attendees' phones requires a separate device inspection.
- Uncontrolled access to the room after the sweep cancels out its value.
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Questions
How long before the meeting should the sweep happen?
As close as possible, ideally the same day or the evening before. The longer the gap, the more important it is to keep the room secured.
Do you work in hotel venues?
Yes. For hotel and external venues we coordinate with venue management and include the venue's own audio-visual equipment in the sweep.
What about attendees' phones?
Depending on sensitivity, we recommend phones stay outside the room. Your organization enforces that policy; we suggest a workable arrangement and monitor the RF environment during the meeting.