WARSAW SECURITY

FORUM 2022
4-5 OCTOBER 2022
 TABLE OF
CONTENTS
WSF ORGANIZERS 5 ADDRESSING THE VIPS 19
THE VENUE 7 TEAM SUPERVISORS 20
DRESS CODE 10 VOLUNTEERS' ROLES 21
MEET THE TEAM 12 HEALTH SAFETY 32
IMPORTANT CONTACTS 17 SECURITY PROCEDURE 33
LANYARDS/BADGES 18 SPEAKERS 35


Thank you so very much for your willigness to support us in

organizing this edition of Warsaw Security Forum. Your
commitment makes a difference. Volunteers are the vital part of
the Casimir Pulaski Foundation.
We are delighted to share with you the Volunteering Program of
the Warsaw
Security Forum 2022! During your time with us, we hope to help
you develop
many valuable skills and provide you with hands-on experience
of the
organization of such an high-level conference as the WSF.
Good luck and enjoy!
WHAT IS THE
WARSAW SECURITY
FORUM?

The Warsaw Security Forum (WSF) is a leading European platform devoted to

transatlantic cooperation and focused on elaborating shared responses to
common security challenges.
The WSF annual conference convenes over 1500 participants from 40
countries, among others heads of state, ministers, leading personalities of
international and non-governmental organizations, high-ranking
representatives from business, the media, academia, and civil society.
Since its inception in 2014, the Warsaw Security Forum has been organized by
the Casimir Pulaski Foundation, in strategic partnership with NATO, the
National Security Bureau to the President of the Republic of Poland and under
the patronage of the Ministry of Foreign Affairs of Poland.
The annual conference, as well as a number of side-events and programs
branded as the “Road to Warsaw Security Forum” are a result of cooperation
with over 40 strategic stakeholders, Partnerships include four international
organizations – the Council of Europe, the European Union (EU); the North
Atlantic Treaty Organization (NATO) and the Organization for Security and Co-
operation in Europe (OSCE) – as well as 30 American and European think-
tanks.
CASIMIR PULASKI
FOUNDATION
ORGANIZER
The Casimir Pulaski Foundation is an
independent, non-partisan think-tank
specializing in foreign policy and
international security.
The Foundation provides analyses that
describe and explain international
developments, identify trends in the
international environment, and contain
possible recommendations and
solutions for government decision
makers and private sector managers to
implement. The Casimir Pulaski
Foundation team is composed of over
60 experts from various fields,
publishing their research in the Pulaski
Policy Papers, the Pulaski Reports, and
the Pulaski Commentaries.
Each year, the Foundation presents the
Knight of Freedom Award to an
outstanding person who has promoted
the values represented by General
Casimir Pulaski: freedom, justice, and
democracy.
The Casimir Pulaski Foundation is the
founder and main organizer of one of
the largest regional events of its kind
– the Warsaw Security Forum.
Since 2016 the Casimir Pulaski
Foundation ranks 1st among Defense
and National Security think-tanks on
Global Go To Think Tank Index
Report. In 2017, the Casimir Pulaski
Foundation also received the “Think-
Tank Award” in the category of the
“Best EU International Affairs think-
tank”, awarded by Prospect
magazine.
The Casimir Pulaski Foundation has a
partnership status with the Council
of Europe.
THE GERMAN MARSHALL FUND OF THE
UNITED STATES (GMF)

GMF is a non-partisan policy By drawing on and fostering a

organization committed to the idea community of people with diverse
that the United States and Europe are life experiences and political
stronger together. GMF champions the perspectives, GMF pursues its
principles of democracy, human rights, mission by driving the policy debate
and international cooperation, which through cutting-edge analysis and
have served as the bedrock of peace convening, fortifying civil society, and
and prosperity since the end of World cultivating the next generation of
War II, but are under increasing strain. leaders on both sides of the Atlantic.
GMF works on issues critical to
transatlantic interests in the 21st
century, including the future of
democracy, security and defense,
geopolitics and the rise of China, and
technology and innovation.
Double Tree Hilton Hotel, Conference Centre,
ul. Skalnicowa 21, 04-797 Warszawa

GROUND FLOOR
FIRST FLOOR
 DRESS
CODE THE DRESS CODE IS BUSINESS FORMAL. THE
STANDARD DRESS CODE IN A BUSINESS FORMAL
ENVIRONMENT IS A FULL MATCHING BUSINESS SUIT,
INCLUDING A JACKET AND DRESS PANTS OR A DRESS
SKIRT.

Suit paired with a tie. Avoid wearing white socks with a

The color of the shirt should be white,
beige or light blue.
Skirts should sit at or just above the
knee.
Shoes, boots, flats, open-toed and
closed-toed shoes in a leather or
dress material are appropriate and
should be clean and polished.
Depending on the color of your suit, a
black or brown belt should be worn.
suit. Dress socks should be worn in a
tone matching your suit and shoes.
When in doubt, wear black dress
socks.
Simple jewelry can be worn, chunky
and/or bright accessories are not
recommended.
Makeup should be used minimally to
represent a natural look.
The perfume and cologne should
not be worn in an excessive amount.
DOS AND DON'TS
DO:
Put the numbers to the people
you will work with in your phone:
drivers, WSF team, etc.
Have your mobile phone nearby
and take calls from the WSF team;
Know the agenda, including which
panel the VIP should attend;
Memorize the faces of our
speakers and VIP Participants;
Remember about the dress code:
not only clothes, but also jewelry,
makeup, and perfumes. The dress
code is business formal;
Keep this handbook and other
materials with you all the time;
Remember to charge your phone!
– use power banks, if you know
you might not have chance to use
chargers;
Inform your supervisor about any
problems you may face;
Greet the WSF guests and thank
them for their participation: “A
smile is the best way to get away
with trouble even if it’s a fake one”;
Be nice and polite, treat the VIPs
with respect and they will repay
by being nice and polite
themselves.
DON'T:
Be late. Come to your shift 20
minutes before it officially starts;
Take selfies with the VIP;
Force a conversation;
Ask the VIP for their business cards;
During your shift you must not
participate in the panels unless your
coordinator gives you the
permission to do so. After your shift,
you are more than welcome to
participate in the panels;
Use your phone for other things
than the official matters, especially
when participants are around;
Leave your post unattended - if you
need to leave it, make sure there is
one of your teammates supervising
it.
 MEET
THE TEAM
LEADERSHIP

ZBIGNIEW PISARSKI

Founder and Co-chair, Casimir

Pulaski Foundation

KATARZYNA PISARSKA

Co-Chair, Casimir Pulaski

Foundation

MICHAŁ BARANOWSKI

Co-chair, German Marshall Fund of

the United States
 MEET
THE TEAM
INTERNATIONAL ADVISORY COUNCIL

CATHERINE ASHTON LINAS LINKEVIČIUS

Global Fellow Woodrow Minister of Foreign Affairs
Wilson Center, former EU (2012 – 2020), Lithuania
High Representative, Vice
President of the European
Commission (2009-2014),
The United Kingdom

JACEK CZAPUTOWICZ GENERAL (R) DAVID H.

Minister of Foreign Affairs
(2018 – 2020), Poland
PETRAEUS
Director of the Central
Intelligence Agency (2011-
2012), Commander of the
International Security
Assistance Force (2010-2011),
Commander of US Central
Command (2008-2010), USA

LTG (RET.) BEN HODGES NORBERT RÖTTGEN

Pershing Chair, CEPA Member of the Bundestag,

Partner, Berlin Global Germany
Advisors; Commanding
general US Army Europe
(2014 – 2017), USA

HANNA HOPKO
Chairwoman, Democracy in
Action: Zero Corruption
Conference & Member of
Parliament, Head of the
Committee on Foreign
Affairs (2014-2019), Ukraine
 MEET
THE TEAM
CPF TEAM

KARINA DIŁANIAN- BART KOT

PINKOWICZ
Head of the Organizing Program Director
Committee

TOMASZ SMURA SŁAWOMIR KRENCZYK

Director of Research, Head Executive Director, Advisor to

of Defence Track the Energy Track

MICHALINA PERZANOWSKA MAGDALENA KUREK

Coordinator for Interns and Volunteers

Institutional Relations Coordinator
tel.: +48 573 487 829 tel.: +48 573 291 242

DARIUSZ RYŃ SUZANNE RUBACH

Logistics Coordinator Participants Coordinator
tel.: +48 500 197 041 tel.: +48 782 335 829
 MEET
THE TEAM
CPF TEAM

PIOTR WOJTAS DOMINIKA KULIG

Director for Business Partners and

Communication Working Formats
tel.: +48 601 301 381 Coordinator
tel.: +48 607 151 841

DARIUSZ BILSKI MAGDALENA CIOK

Diplomatic Protocol Office

Consultant coordinator/Roundtable
meetings supervisor
tel.: +48 573 172 150

IHOR HAVRYLYUK ANNA LEWICKA

Office Grants
Assistant/Registration desk Coordinator/Bilateral
supervisor meetings supervisor
tel.: +48 517 900 925 tel.: +48 451 637 289

JOSHUA BURGIN ANDRZEJ KOZŁOWSKI

Program Coordinator, New Manager of Research

Security Leaders Office/Defence track
supervisor
tel.: +48 698 962 501
 MEET
THE TEAM

GUSTAW SZELKA FILIP AUGUSTYNIAK

Production Assistant Media and social media

tel.: +48 663 279 990 assistant
+48 665 648 772
 Description

Phone

DoubleTree by Hilton +48 22 2780000

Hotel Reception

Emergency (cell

phone only) 112

Police
997

Ambulance
999

Fire Brigade

998

Municipal Police

986

Tourist Information

+48 22 635

18 81

PKP Railway Info-line

+48 19
757

Chopin Airport Information +48 22 650 42 20

 Status
Color

Business
Partner

Delegation

Institutional

Partner

Media

New Security Leader

Speaker/moderator

Participant

Organizer/volunteer

 Rank

Spoken greeting

Mr. (or Madam)

President

President
Mr. (or Madam) Prime

Prime Minister Minister / Mr. (or

Madam). +

Last name

Deputy
Prime

Mr./Mrs./Ms. + Last name

Minister

Minister / Mr (or Madam). +

Minister

Last name

Secretary
of State Mr./Mrs./Ms
Secretary

Excellency/ Mr. (or Madam)

Ambassador

Ambassador +
Last name

General

General + Last name

Commander +
Commander

Last name

General
Lieutenant General + Last name

Colonel

Colonel + Last name

AIRPORT & SPEAKERS
RESTAURANT AND FOYER
HOSPITALITY
Lead by Dariusz Ryń and Lead by Dominika Kulig
Marcin Pijaj

CONFERENCE ROOMS AND BILATERAL MEETINGS

SPEAKERS LIAISONS ROOMS

Lead by Gustaw Szelka and Lead by Anna Lewicka

Andrzej Kozłowski

MEDIA & SOCIAL MEDIA ROUNDTABLE ROOMS

Lead by Piotr Wojtas and Lead by Magdalena Ciok

Klaudia Maciata

LOBBY AND REGISTRATION DELEGATIONS AND VIP

LIAISONS

Lead by Suzanne Rubach and Lead by Michalina

Ihor Havrylyuk Perzanowska
First and foremost, your job is to welcome the VIP at the airport. It
might not seem like much, but you will be responsible for how we look
as hosts. For many of our speakers, you will be the first point of contact
at the airport and first impressions are very important. On the meeting
with the VIP, you will convey the warmest welcome to our guests and
guide him to a shuttle which will take him to the conference.

The protocol for greeting the VIP at the airport:

Spotting the VIP - as you are to be standing next to a big WSF
roll-up it is very likely that the VIP will spot you right away. In
case of the unlikely event that the airplane has landed some
time ago and the VIP has not reached you - one of the people
at the stand needs to make a stroll with a smaller sign of the
WSF. If you see the VIP and he/she does not see you, approach
and kindly greet them.

Greeting the VIP using the title given in the

handbook, for example: Madam President, Mr.
Minister, Professor etc.

One of you present at the stand must then

accompany the VIP to the cars of the WSF logistics
partner parked outside the Airport. Offer the VIP
assistance with the luggage.

After the VIP enters the car, say goodbye and return to
the post.

Notify the Logistics Coordinator via WhatsApp (+48

500 197 041) that the VIP is on the way.
All Transport Questions - please contact Logistics Coordinator:
Dariusz Ryń – Phone no. +48 500 197 041
Logistics assistant - Marcin Pijaj +48 696 099 962
iTaxi: 224 39 00 60
All of the arrivals are to the Fryderyk Chopin Airport. One team
will be covering one exit.

The logistics partner responsible for on-ground transport of

our guests is Mercedes Benz. Their cars will be on standby at
designated spot in front of the Chopin Airport. The drivers will
take guests to the DoubleTree by Hilton Hotel. In (unlikely)
case the car or van is not available at the moment, inform the
VIP that the transport will be arranged soon and notify the
Logistics Coordinator.

Remember that we arrange the transportation for the

Speaker/Moderator guest category only, unless instructed
otherwise. In case that you are approached by speaker who
was listed please contact immediately Dariusz Ryń. We do not
provide shuttles to regular Participants - if in doubt whether
the person is entitled to transportation, consult the
supervisor.
 If, on arrival in Warsaw, you realize that luggage of your VIP
luggage is lost, report it at one of the two lost luggage offices in
the baggage reclaim hall. The lost luggage offices are run by
ground staff – Welcome Airport Services, LS Airport Services and
Baltic Ground Services:
Central Baggage Search Office (LOT Polish Airlines)
Telephone: +48 22 650 12 50
e-mail: poszukiwanie.bagazu@lot.pl
Welcome Airport Services (WAS) provides services to passengers
flying with the following airlines: Air Berlin, Air Mediterranee, Israir,
LOTUS, AER LINGUS, Air Europa, Air Nostrum, AIR ONE,
AIRFRANCE, BINGO, BRITISH AIRWAYS, CarpatAir, DANUBE
WINGS, ELAL, EMIRATES, FREEBIRD, Germanwings, Iceland
Express, KLM, LOTUS, NORWEGIAN.COM, ONURAIR, SAS, SKY
AIRLINES, SPRINTAIR, SWISS, TAILWIND, TRAVEL SERVICE, WOW,
ALITALIA, CORENDON, Easyjet, FINNAIR, ICELAND EXPRESS,
TUNISAIR, UKRAINE INTERNATIONAL, VUELING, Wizz Air

Telephone: +48 22 650 43 85

e-mail: lost.found@was-handling.pl
Lost and found office (6 am – 10 pm)
Location: Departure level of Terminal A
Phone: +48 2 206 9540, e-mail:
bagaz@polish-airports.com,
BRZ@polish-airports.com
 Your job is to make the speaker under your care feel very
01 comfortable and welcomed. Mostly working with Gustaw Szelka
(Warsaw Room) and Andrzej Kozłowski (Chicago Room).

Your main role is to make sure that your assigned speaker is in

02 the Speakers Room at least 20 mins before their panel starts.

You will roam the conference space and keep an eye on your
speaker present there. Speakers will have their badges attached
03 to pink lanyards to make this task easier. Be aware of the agenda
and try to locate the Speakers participating in the upcoming
panels. There are maximum 5 people at panel. Each of you will
take care one person per panel.

If you see that a Speaker is engaged in conversation or some

04 other activity when he/she should be preparing for his/her panel,
interrupt them politely and inform about their agenda
obligations.

05 Assist speakers with any question they may have.

As room supervisors, you will be the ones in the spotlight at most
times, taking care of the rooms where the panel sessions will be
taking place, which are the heart of our conference. It will depend
on you, what impression of the Warsaw Security Forum the
participants will have, so you have to be attentive to what is going
on around. You will be preparing the stage between the sessions,
keeping eye on the situation during the panels, assisting the stage
manager to change the set up on the stage. You will also inform
the show director or his assistant that there are some questions
from the audience.

Please remember that during your shift you can NOT participate in
the panels other than ones you are working on. After your shift you
are more than welcome to participate in the panels.

The agenda of the Warsaw Security Forum includes a total of few

dozen open discussion panels divided into four thematic blocks:
Global Outlook Track, Defense Track, Energy Security&Climate
Track and Democratic Resilience Track.
 01 Chicago (Defence)
In the field of Defense Track issues of defense
cooperation, militaries, various aspects of polish
and european security as well as cybersecurity
and hybrid conflicts are discussed. Here the
guests also have the opportunity to learn more
about the potential and the latest solutions
proposed by the industry to the armed forces.
The supervisor of this room is Andrzej Kozłowski.

02
Warsaw (Global Outlook,
Energy Security and Climate,
Democratic Resilience)

Discussions in the Global Outlook Track concern broadly

understood geopolitics, cooperation strategies between
countries and international organizations, and the most
current and clear threats to national and international
security. The Democratic Resilience Track is dedicated to
debates aiming at strengthening democratic structures in
the countries of the region. This year the novelty is Energy
security and climate track. The supervisor of this room is
Gustaw Szelka.
 Stand by for all requests from the stage manager. that will be
01 presented to you on October 3rd.

Check the room if it is clean, if there is no litter on the floor and if

02 the chairs are not standing in a disorderly manner;

Make sure that before a panel starts the “RESERVED” signs are
03 placed on the seats in the front row for the VIPs;

When you see a VIP entering the room, do not hesitate to approach
04 him/her and help them to his seat in the front;

When the panel starts, stay in the back of the room and watch, if
05 everything is going fine during the session. It’s good to keep an eye
for empty seats, so you can quickly show them to the participants
who are coming late to the panel;

Pay attention to the temperature in the room: if you feel it is too hot
06 or (especially) you see the participants are sweating, let your
coordinator know;

07 After the panel ends, use the break to prepare the room for the
07 next session as mentioned above.

08
The VIPs are the Presidents, Ministers, Prime Ministers, Chief of
Defence and other important figures in the office. Our role here is to
make sure that their experience of the conference is as excellent so
they will return next year. Your supervisor is Michalina Perzanowska

Know the agenda, including which panel the VIP should

attend
Memorize the face of your VIP and other speakers;
Assist the VIPs in any way
Present yourself to them and follow them wherever they
go
Makes sure that the VIP speaker is in Speakers Room at
least 20 minutes before panel;
In case your VIP is going to have a private meeting
make sure that you got familiarize with bilateral rooms
Have your mobile phone close by and take calls from
the WSF team;
Be nice and polite, treat the VIPs with respect and they
will repay by being nice and polite themselves.

Make a selfie with the VIP. Just don’t;

Force a conversation;
Ask the VIP for their business cards;
Use your phone for other things other than the official
matters when you are assisting the VIP;
Share any information you might have access to
because of your contact with the VIP, especially the
private ones - for example if the VIP calls his/her spouse,
do not share any details of what he/she might be saying.
 Your main task will be to assist participants when registering for
WSF 2022 and giving ID (badges) for the participants after they
arrive at the venue. Greet guests and provide them with superb
customer service. Supporting the guest in finding their way
around the venue. Suzanne Rubach and Ihor Havrylyuk will be
your supervisors and provide all information.
This is one of the most important tasks during the conference. We
should aim to make a good first impression!
It is important to remember that the badges reflect the guests’
position. The categories are:
Business Partner;
Delegation;
Institutional Partner;
Media;
New Security Leader;
Participant;
Speaker/Moderator.
There are also 3 categories of staff with black badges:
Volunteer;
WSF Organizer;
Technical Staff.

You must learn the differences

between badges - remember the
colors.
Please, also remember that there
are separate registration desks for
different categories of guests,
including speakers and moderators,
delegations, media and business
partners.
 You should inform your coordinator about any problems
that may affect the registration process;
Keep the stand clean and tidy. The way the stand is
organized has a significant impact on participants’
perception of the WSF;
Make the registration process quick and clear for our
guests;
Do: Despite the fact you work in the registration team, you
should possess a general outlook on the WSF agenda, side
events etc.;
You should greet the WSF guests and thank them for their
participation: "A smile is the best way to get away with
trouble even if it's a fake one";
Keep an eye on the badges nearby you as they are
someone's personal data that requires protection.

You must not leave the stand unattended; You should

notify your coordinator and colleagues about any
temporary absence;
Be late. Come to Your shift 20 minutes before its officially
Don't: opens
During your shift you must not participate in the panels
unless Suzanne Rubach/Ihor Havryluk tells you to do so.
After your shift you are more than welcome to participate
in the panels
 The Warsaw Security Forum is the leading European security
conference devoted to transatlantic cooperation and focused on
elaborating shared responses to common security challenges. This
message has to be communicated in a clear and concise way to various
audiences before, during and after the Forum. For this reason we invite
representatives of the media and use our own communication channels.
Communication requires both effort and coordination of the dedicated
personnel. Sending posts and tweets on social media is just the tip of an
iceberg. That is why we encourage volunteers to contribute not only with
their time, but also with their ideas and best practices from the past.
The pool of tasks ranges from drafting social media posts for various
platforms (Twitter, Linkedin, Instagram, Facebook) through direct liaison
between Guests and the Media, to creating visual content, website
management, keeping VIPs interview schedule and many more.

freely share on your social media information which has

Do: already been published in one of the official WSF or
Casimir Pulaski Foundation communication channels;
invite others to follow WSF and CPF’s social media
channels;
forward and/or comment on the published content;
inform your community you are a part of the Warsaw
Security Forum.

publish any quotes from the Forum before their official

Don't: release;
publish selfies with WSF Guests before the official end of
the Forum (October 5, 6 PM);
publish any content which may seem
inappropriate/offensive in tone or form, etc.;

If in doubt if to publish or not - don’t publish!

The health and safety of our in-person participants is of the highest
priority at the Warsaw Security Forum. As the pandemic
reemergence cannot be excluded in Europe and elsewhere, we need
to take this risk into consideration. In this regard, all participants of
the 2022 Warsaw Security Forum shall be vaccinated against Covid-
19 with one of the vaccines approved by the European Medicines
Agency or the World Health Organization.
Furthermore, please be advised that at this point, major restrictions
on travel to the Republic of Poland have been lifted. However, we
strongly suggest monitoring the evolution of the rules, depending
on the future of the pandemic. Official information of the Polish
government is available at
https://www.gov.pl/web/coronavirus/outside-the-european-union-
schengen-area.
Although Covid-19 restrictions are lifted, the Warsaw Security team
has put the following procedures in place:
1. Masks will always be available for participants
2. Spacious seating is offered in different conference rooms
3. High-touch areas are regularly cleaned
Pay attention to whether the Hotel staff are disinfecting areas and
do not be afraid to ask them to do so whenever necessary.
According to statistics conducted for many years by the EU's
Eurostat agency, Poland ranks among the top countries with the
highest level of security.
Warsaw has been the safest city in Poland for many years.
Despite the above statistics, the importance of the event, the
subject matter of the speeches, as well as geopolitical and
international circumstances generate a number of significant
risks for the security conference.
In order to reduce the level of threats as much as possible, the
appropriate state forces and security services of the organizer
have been engaged. Therefore, during the Warsaw Security
Forum every volunteer can feel safe.

Nevertheless, volunteers, as the largest group representing the

organizer, will at all times have the greatest knowledge of the
current situation at the venue.

Therefore, their most important tasks will include:

- paying attention to any abnormal behavior of the participants,
- left bags, luggage, boxes, which should not be in a given place,
- quickly informing security personnel, state services and the
supervisor about emergency
situation to security staff and state services,
- assisting the services in the smooth implementation of
evacuation.
 The hotel area is covered by CCTV video surveillance. All places
where meetings are held as part of the conference are subject to
security checks. However, the places where people with VIP
status will be staying - special security control.

02 All WSF participants are required to wear badges, the colors of

which represent different
groups of participants. The badge authorizes entry to the
conference area.

In the hotel, as in any large facility, there are fire safety

procedures.
In case of an emergency, follow the instructions of those in
charge of evacuation. The building has many emergency exits.
You will be familiarized with their location before taking your seat.

A medical ambulance with qualified personnel is available for all

conference participants in case of emergency. If you have any
health problems do not hesitate to contact Volunteers
Coordinator (Magdalena Kurek, +48 573 291 242)
https://warsawsecurityforum.org/speakers/