2016 British Cycling National Circuit Race Championships
Birmingham
Event Management Plan
Thursday 28th July 2016
Contents
Section 1 - Introduction
This Event Management Plan has been compiled acknowledging the guidance contained in the ‘Event Safety Guide’ issued by the HSE and the Guide to Safety at Sports Grounds which have been adapted to suit this particular event.
The manual and safety statement, which is based on the principles of health and safety management and risk assessment, addresses the 2016 British Cycling National Circuit Race Championships to be held in Birmingham city centre on Thursday 28th July. It recognises that, in all considerations, the safety of the general public is of paramount importance.
The production of this document does not infer any increase to the perceived risk for the event but rather as an additional element of management should such an incident occur.
Please note that throughout this document the inference to the masculine gender shall impute that of the feminine and vice versa.
This document has been developed utilising the extensive knowledge and experience held by British Cycling and their contractors and the application of the relevant information from the following publications.
- The Event Safety Guide (The Purple Guide) HSG 195
- Guide to Safety at Sports Grounds (The Green Guide) 2008
- The Regulatory Reform (Fire Safety) Regulations 2005.
- HM Government Fire Safety Risk Assessment for Open Air Events and Venues
- IEE Regulations 17th Edition (BS7671: 2008)
- Temporary Electrical Systems for Entertainment (BS 7909: 2008)
- Temporary Demountable Structures Third Edition (IStructE 2007)
- Safe Use and Operations of Marquees and Temporary Structures (MUTA 2009)
- 5 Steps to Risk Assessment (INDG 163 (rev 2) 06/06)
It is however, recognised that these documents are not wholly applicable to this type of event and as such, a practical, pragmatic and realistic approach will be applied in respect of the health and safety arrangements.
Document Aim
The aim of this document is to inform of all matters relating to the management of the event and to ensure, so far as is reasonably practicable, the safety of the visitors in their enjoyment of the event and to promote a unified, co-ordinated response to any emergency arising from that event.
Objectives
To achieve this aim the objectives of the document are:
- To identify roles, duties and responsibilities for key personnel and each organisation.
- To identify clear lines of communication and control.
- To provide a working knowledge of the event.
- To identify safety measures and the implementation of them.
Working safely is an essential element of the performance of those engaged to deliver the Event. All those engaged to deliver the Event have a responsibility to work safely, report any incidents or injuries immediately, and participate in any accident/incident investigations. Individuals are held accountable for conducting themselves in such a way that their actions or inactions shall not cause injury to themselves, their co-workers or the general public.
Health & Safety Policy Statement
British Cycling recognises its responsibilities in relation to the health, safety and welfare at work of all employees, whether on our premises or carrying out British Cycling’s business elsewhere.
The organisers hereby undertake to:
- Appoint a competent person to assist with health and safety
- Give equal financial consideration to the provision of resources for health and safety
- Seek the co-operation of all persons engaged with the delivery of the event and visitors with a view to implementing the requirements of the Health and Safety at Work etc Act 1974 and any other relevant health and safety legislation.
- Raise public awareness of health and safety by publishing the following statement:
The organiser of the event has taken reasonable precautions to ensure the health and safety of everyone present. For these measures to be effective, everyone must themselves take all reasonable precautions to prevent accidents and must comply with the information provided and instructions given by the organiser, officials and stewards.
Section 2 - Background / Outline of Event
A criterium, or crit, isa bike race consisting of several laps around a closed circuit, the length of each circuit ranging from about 1 km to 2 km.
Race length can be determined by a number of laps or total time, in which case the number of remaining laps is calculated as the race progresses. Generally the event's duration (commonly one hour) is shorter than that of a traditional road race.
The National Circuit Race Championships is the highlight of the national elite circuit Road racing calendar in the UK. The championships is fiercely contested by the country’s top professional riders and teams and are open to elite British riders.
Many of the riders participating in the event are familiar faces to British Cycling fans and previous winners of the championships include 2011 Road World Champion Mark Cavendish and Olympic Games medallists Ed Clancy, Lizzie Armitstead, Joanna Rowsell and Dani King as well as former double Junior Road World Champion Lucy Garner.
The event will be broadcast live on Eurosport with the men’s race immediately following the women’s, a full event schedule can be found in Appendix A.
The event will be managed by British Cycling Events Ltd.
Section 3 – Event Organisers / Management Arrangement
Event Organiser
The event organiser is defined as the individual or organisation who promotes and manages the event.
In this case the event organiser is British Cycling Events Ltd. They are responsible for ensuring, as far as is reasonably possible, that all activities which take place at this event are conducted in such a way as to assure, so far as is reasonably practicable, the safety of all those involved with or attending the event.
Staffing and Management
The event will be delivered under the management of the following personnel:
- Event DirectorPhil Heselwood (dept. Stuart Tomlinson)
- Event ManagerStuart Tomlinson (dept. Beckie Kershaw)
- Marketing/Media ManagerJames Young (dept. Anna Flanders)
- Competition ManagementCarole Leigh/Carl Lawrenson
- Event Safety OfficerTBC
- Operations ManagersNicola Pye / Beckie Kershaw
- Local Authority LiaisonJohn Carrigan/Edward Wicks
The Event Site Management Team will be supported by a team of staff and volunteers – A full staffing structure is shown in Appendix B.
Key event personnel and key responsibilities:
Event Director
The Event Director has overall responsibility for the event and its capacity to meet the aims of the stakeholders.
Event Manager
The Event Manager is responsible for the delivery of the event to meet stakeholder objectives. They oversee the event delivery structure.
Health and Safety Officer
The health and safety officer is responsible for ensuring that delivery of event operations taking place do not expose people on site to undue risk by following planned delivery practices and procedures.The H&S Officer will work with the city H&S representative to fulfil their role.
Competition Manager
The Competition Manager is responsible for ensuring the sport operates smoothly in line with British Cycling regulations.
Marketing/Media Manager
The Marketing/Media Manager has overall responsibility for promoting the event as well as being main point of contact for local and national media.
Operations Managers
The OperationsManagersare responsible for leading delivery of various functional elements of the event.
Section 4 – Documentation, Communication & Briefings
All staff will be briefed by a member of the Management Team responsible for the management of that area. A series of briefings are scheduled in the production schedule but a synopsis, frequency and the person taking the briefing can be seen below:
- Event Management Team Meeting (Time TBC, Event Manager)
- Event Control All Agencies Update (Time TBC, Event Manager)
- Officials Briefing (Time TBC, Competition Manager)
- Team Mangers (Time TBC, Competition Manager)
- Volunteer Briefings (Time TBC, Operations Manager(s)
- Steward and Security Overview (Time TBC, Operations Manager(s)
Initial briefings will include an overview of role and responsibilitieswith relevant emergency procedures and protocols.
No member of staff is allowed to carry out their duties without being briefed. Staff have a responsibility to raise if they feel there are areas of work which they have not been provided with sufficient information to perform.
All staff will receive an event brief with essential information specific to their role along with a map of the venue, the emergency procedure, and contact details for their manager / supervisor on the day.
Event Manual
An Event Manual is produced and distributed to Teams, Staff and Volunteers. It gives the basic outline of the event and other areas of information for each user group. The Event Manual is available in Appendix C.
Media Manual
A Media Manual is produced and distributed electronically to registered media before the event and those in attendance at the event. It gives an outline of the event, facilities available to the media and competition information. The Media Manual is available in Appendix D.
Section 5 – Emergency Situations
There are two type of ‘emergency’ that may affect the event:
1)Involving people on site requiring evacuation (Immediate)
2)Involving reputation of personnel / organisation (Time delayed)
Flow of communications in emergency
To ensure a structured and coordinated response to an incident, the Cityrepresentative or Event Manager will instigate the formation an Incident Management Team (IMT). The IMT will be responsible for evaluating the extent of the incident, controlling the response of staff and will co-ordinate the flow of information out from the Event Organisation.
By example the Incident Management Team Can be called together in the instance of the following occurrences.
-Potential Sporting Incident e.g. Missed Anti-Doping Test
-Death or major injury
-Potential non-emergency evacuation
-Potential significant complaint against the Local Organising Committee
-Following an evacuation
The Incident Management Team will comprise of the following staff members:-
Birmingham City CouncilTBC
Event Director Phil Heselwood (dept. Stuart Tomlinson)
Event ManagerStuart Tomlinson (dept. Phil Heselwood)
Marketing ManagerJames Young (dept. Anna Flanders)
Competition ManagerCarole Leigh or Carl Lawrenson
Security Manager TBC
Event Safety OfficerTBC
In the event of a non-evacuation emergency situation, the IMT will meet at the Event HQ (exact location TBC)
Should this not be suitable the IMT will meet TBC
Press Response
Once the IMT is formed, any press response required / desiredto an incident affecting the event will be co-ordinated through this group to relevant press personnel from each organisation.
A number of statements to possible incidents have been prepared for completion in case of incident.
Section 6 – Course & Site Plan
Section 7–Traffic ManagementThursday 28th July 2016
British Cycling will contract Traffix UKto oversee all temporary traffic management. As part of their role they will submit the relevant local authority applications and design, prepare and present a traffic management plan for approval. Once agreed Traffix UK will implement this with qualified operatives, man closure points throughout and dismantle/clear the circuit to enable roads to be opened again. A full traffic management plan can be found in Appendix E.
Road Closures
Road / Close Time / Open Time / Intermediate AccessBroad Street / 10:00 / 23:00 / Controlled access for deliveries permitted until 14:00TBC. Vehicles walked in until time at which infrastructure build begins.
Granville Street / 10:00 / 23:00 / Controlled exit and access for deliveries until 14:00TBC. 10 minute window permitted for vehicle exit at 19:30.
Holliday Street / 10:00 / 23:00 / Controlled exit and access for deliveries until 14:00TBC. 10 minute window permitted for vehicle exit at 19:30.
Bridge Street / 10:00 / 23:00 / Controlled exit and access for deliveries until 14:00 TBC. 10 minute window permitted for vehicle exit at 19:30.
Gas Street / 10:00 / 23:00 / Controlled exit and access for deliveries until 14:00TBC. 10 minute window permitted for vehicle exit at 19:30.
Berkley Street / 10:00 / 23:00 / Controlled exit and access for deliveries until 14:00TBC. 10 minute window permitted for vehicle exit at 19:30.
Parking
In total there are 52 parking bays on the circuit that will need to be suspended from 00:00 on Thursday 28th July. Budget has been allocated to cover the cost of doing this at £20 per bay although a full quote is still to be obtained.
There are also a number of bays on Gas Street and Berkley Street that run across the circuit that do not necessarily need to be clear but will suffer restricted access after the final road closure.
The event organiser understands that there are a number of local businesses negatively impacted by the staging of the event, particularly hotels on Bridge Street. Alternative parking access controlled by a steward will be available along the East portion of Holliday Street and accessed from the A38.
Public Transport
Details of affected bus routes added here.
The road closures will restrict the movement of taxis around the city centre with 3 ranks in particular blocked in and no access to Broad Street. These are on Oozells Street next to Deutsche Bank and 24 hr Taxi ranks at the top of Bridge St and Granville St. All ranks could be reopened once the roads are clear.
Emergency Access
An emergency ‘blue route’ (TBC) will be identified following consultation with the relevant local authorities. Whilst precedent will be given to emergency services it is hoped that after the road closures are in place all calls for emergency vehicle attendance will be logged through event control. In the event of a call being made by a member of the general public the city’s control room should advise event control of this instance and advise of their ETA and point of arrival. If deemed necessary the sport function would be informed of the need to impact racing and the appropriate steward then briefed to manage the arrival.
Signage
TBC following further consultation with Traffix UK
Section 8 - Contractor management and documentation
Scope
To ensure the safety of all employees, those engaged to deliver the event and others who may be affected by contractors.
Arrangements
All persons to whom this section relates shall comply with all current health and safety legislation and any local safety rules established for stakeholders to minimise safety risks.
The contractor shall provide to British Cycling in advance of arrival at the venue:
- Public liability insurance
- Employees’ liability insurance
- Products liability insurance
- Professional indemnity (where appropriate)
- Comprehensive health and safety documentation - Risk Assessments, Safe Systems of Work and Method Statements
- Relevant certification for competency, equipment, plant etc.
Sub-contractors are required to supply the same documentation as the principle contractor.
The Sub-contractor shall be responsible to the principle contractor who is responsible for ensuring the sub-contractor carries out their undertaking safely and in compliance with all applicable legislation and any local safety rules.
All Contractors operating or installing on site under the instruction of British Cycling are required to provide RAMS which will be kept on file during the event.
Copies of RAMS will also be provided to Birmingham City Council before attending site. Contractors will not be allowed off site until work has been inspected and approved by the relevant Manager and Safety Officer.
All Contractors are expected to observe the relevant duties specified in the Health and Safety at Work Act 1974 and all other relevant statutory provisions for the services they supply; additionally to follow good safety practice as defined in Approved Codes of Practice or trade association guidance for their industry sector.
All contractors working at the event shall maintain a high standard of safety, working in co-operation with the Event Safety Officer and other employers.
Contractors should be aware of their obligations under Management of Health and Safety at work Regulations 1999 in relation to young and vulnerable persons and shall where such persons are employed have carried out a separate risk assessment for these persons and be able to provide copies upon request.
All contractors will receive a site briefing / orientation from a member of the British Cycling team on arrival which will include emergency evacuation procedures.
Contractors must ensure that their employees report to the person responsible for the event production on arrival and on departure and sign in and out.
All load in and bump out will occur on Thursday 28th July 2016 under the management of British Cycling. A build schedule detailing all contractor contact information is attached in Appendix A.
Temporary structures/offices/vehicles
All structures are to be sited and assembled/erected by capable staff and shall be checked and signed off as being correctly erected and safe for use by a competent employee of the supplying company, these will be reviewed by the safety officer prior to use.
Where appropriate a copy of the sign off documentation with contact details must be supplied to British Cycling before use of the structure may begin.
The following temporary structures will be utilised for the event. (locations can be seen on the site plan on Page 12).
Structure / No/Size / Use / LocationMarquees/gazebos / 2 (no) 3 x 3m gazebos / Shelter for commissaires and/or equipment. / Finish area
TV camera platforms / TBC / For possible elevation of TV camera / TBC
Broadcast vehicles / Expanding artic (15m x 2.5m). 3.5 tonne SNG tuck. / For TV production purposes / Oozells St
Commentary box / TBC / For race announcements / TBC
Pedestrian Barriers / 1200 / Identify boundary around route and additional for set up of viewing/team areas. / Both sides of entire circuit
BC Podium Truck / 7.5 tonne (8.5m x 3.65 when stage set up. / For medal ceremonies/presentations. / TBC
Mobile Screen / 25sqm plus trailer / To show live footage of racing. / TBC
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