Behind Closed Doors With Peter Docwra at the G20

With planning for a conclave of a different kind currently underway for the G20 summit in Rome this October, have you ever wondered what really happens behind the world’s most important events, including the G20 Summit? What happens when world leaders come together to hammer out agreements, the results of which have global consequences?

While many of us are familiar with the obligatory ‘family photo’ of world leaders standing together or shaking hands, along with the post-meeting communique that emerges, the details of the activities behind closed doors go largely unreported.

Whenever the world’s most powerful leaders are brought together, you’ll find a sharp and focused network of individuals operating behind the scenes to ensure a smooth process for all attendees. The logistics of these operations are vast and require a specific set of specialised skills to safeguard privacy and ensure the utmost levels of security.

Peter Docwra has been involved in the delivery of complex events for over 22 years, with a resume that includes the 2014 G20 Summit, CHOGM, APEC 2021, EXPO 2020 and the World Defence Show due to take place next year in Saudi Arabia. We recently sat down with Peter to get an insider’s look at planning the world’s most complex events.

Peter, we all see the photos from summits like the G20, but what goes on behind the scenes at these meetings?

While it might seem like these meetings are just talkfests and photo opportunities, the truth is it’s an opportunity for leaders to meet other leaders in person, something they don’t get to do too often particularly in the last eighteen months with the COVID-19 pandemic. Face-to-face meetings build trust and it's a better way to agree on complex issues like trade, pandemic response, financial reform and climate change. Much like it happens at any other business meeting, the same applies to meetings between world leaders.

During the events I’ve been a part of, I have personally witnessed our world’s leaders working literally around the clock at formal and informal meetings, all while still running their country. I’ve witnessed supposed adversaries talk, I’ve seen beneficial partnerships form and I’ve even taken learnings from some of the world’s greatest leaders.

How long before a complex event does the logistics planning start?

For leaders’ summits like the G20, starting the logistics and security planning three years in advance is normal. For example, Italy - the current G20 President - agreed to host the Leaders’ Summit in 2019 and planning would have started straight away.

It's important to know that the officials charged with defining the policy objectives are hugely important in defining the logistics requirements like how many lead up meetings and when they should be scheduled, the type of meeting, be it a working-level meeting or a meeting involving Ministers, and finally, the format. Most leaders' summits such as the G20 are closed to the public in order to allow a frank and open dialogue between the nation’s leaders.

And though the event itself may last just 30 hours, the logistics operation for an event of this magnitude can take years of planning. It’s akin to a major military operation. The ecosystem supporting world leaders is enormous - so you’ll need two or more airports to handle the 30-plus state VIP aircraft, hundreds of cars, buses, hotels, a workforce that can easily reach tens of thousands, and large facilities to allow the media to work and the technology infrastructure to support it all.

Beyond this, you also need to be thinking about the smallest details. Planning and execution are done literally on a minute by minute basis. From the time it takes to walk between two rooms, through to the exact arrival and departure times of aircraft, even to the operation of hotel lifts if two leaders are staying at the same hotel. Room temperature is set to an optimal level for supreme comfort. Every factor - no matter how minute - is considered and planned for.

Throw in the extra challenge of a global pandemic and organisers really need to be at the top of their game to ensure events are now also COVID safe. This will require additional spacing in rooms, extra cleaning, possibly the installation of high-quality HEPA ventilation systems and a solid contingency plan in the event of a positive case.

What are some of the challenges of delivering a complex event?

The first challenge is never to forget that it’s an end-to-end journey in a very complex ecosystem. You must make every step as smoothly and efficiently as possible. For example, the registration process is the ‘first contact’ with many delegations and your view of the country and its capabilities start to form at this point. You only get one chance to make a first impression, so you want to be as organised as possible. It’s also important to remember that you’ll be dealing with multiple languages, cultures and personalities.

Next, just imagine the challenge of bringing a group of leaders into a country. You need to arrange a sequenced arrival for up to 30 state and military aircraft, flying into an already busy airport and airspace. You need to liaise with security teams, organise motorcades and arrange appropriate accommodations.

Another challenge for event planners is to make all aspects of the logistics support as agile as possible and available to leaders and their staff at any given time. You want leaders focused on the business at hand rather than worrying about technology glitches or an overbearing security environment.

For the cities playing host to these events, is it all worth it?

If done in the right way, the places that have the opportunity to host these large-scale events can reap the rewards for years to come. Over my career, I have seen cities enhance their reputation for hosting world-class events and therefore future opportunities head their way. Not a bad thing to have in the name of global good.

For you personally, any advice for future hosts?

Start as early as possible with planning and never forget that the year of the G20 Presidency is a long, tough one. My three takeaways for prospective host countries taking on the challenge of hosting a complex event: first, keep your governance structure simple. Second, keep all stakeholders in the loop with the countless changes that will occur in your planning; and third, pick staff who have a solid background in event planning. This is not a time to learn new skills. Finally, don't forget to enjoy the moment. Hosting an event that creates a tangible impact for generations to come is something that you will remember for the rest of your life.

Thank you Peter for sharing your insights.

It’s been a pleasure.

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About Peter Docwra

With a career in government and public service spanning 30 years, Peter Docwra has operated across the entire spectrum of planning, logistics, communications and security to deliver complex, multilateral events. Peter is called upon by heads of state, foreign governments, multinationals and noteworthy individuals to execute exceptional events such as the APEC and G20 Summits.

Peter is the Managing Director of E20events.

This article does not necessarily reflect the opinions of the editors or the management of EconoTimes