Logo/image

NAME OF EVENT

Date

Venue

EVENT MANUAL

Date
Version
Review
Owner / Contact details of event organiser:
Address
Telephone number
Email address

Contents

No. / Chapter – issues to be addressed / Page
1 / Introduction
2 / Purpose of the Event Manual
3 / Event Manager
4 / Event Schedule
5 / Licensing Objectives
6 / Organisational Structure and Roles and Responsibilities
7 / Statement of Intent
8 / Site Design
9 / Site Access
10 / Capacity
11 / Fire Safety
12 / Crowd Management Plan
13 / Traffic Management
14 / Cleansing Plan and Sustainability
15 / Communications
16 / Temporary Structures
17 / Sanitary Facilities
18 / Medical and First Aid Management
19 / Concessions Plan
20 / Bars and Alcohol
21 / Barriers and Fencing
22 / Power and Electrical Installations
23 / Sound, Noise and Vibration
24 / Local Environment and Community
25 / Facilities for People with Disabilities
26 / Publicity
27 / Welfare and Lost Children
28 / Contractor Obligations and Performance
29 / Risk Assessment including fire risk assessment
30 / Transfer of Authority
31 / Emergency Procedures

Appendices: Examples of possible appendices

Appendix A / Lost Children
Appendix B / Lost property form
Appendix C / Challenge 21 /alcohol quidance
Appendix D / Incident reporting form
Appendix E / Noise management
Appendix F / Traffic Management plan
Appendix G / Any special accreditation/badges etc
Appendix H / Searches policy
Appendix I / Marquee paper work
Appendix J / Challenge 21 protocol
Appendix K / Stewards briefing
Appendix L / Stewards documentation
Appendix M / Medical Plan
Appendix N / Insurance
Appendix O / Incident management plan
Appendix P / Evacuation of the event
Appendix Q / Staging documentation
Event Telephone Directory

1. Introduction

General introduction to the event – is it free or ticketed, where it takes place, number of people expected, who is performing, what is happening, date, times – who, what, when, where how!

1.1 Facts and Figures

Numbers expected

1.2 Audience Profile

Type of audience, ages. Breakdown etc

2. Purpose of the Event Manual

This document relates exclusively to the planning of ………….insert event title. It is intended as a reference document for use by multiple agencies and presents a methodical approach to the overall planning of the event. Although every effort is made to ensure that this document is accurate, the organisers will adopt a flexible and fluid approach to dealing with any unforeseen circumstances, which may affect the details within this Event Manual. Should unforeseen circumstances arise the event manage or his deputy may see fit to exercise his judgement and break away from the planning in the document.

This Event Manual has been compiled acknowledging the guidance contained in the ‘Event Safety Guide’ (commonly known as the Purple Guide) issued by the HSE in November 1999, which has been adapted to suit this particular event. 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 preparedness should such an incident occur.

Name of event organiseracknowledges the assistance of the Event Planning Group, Middlesbrough Council and the emergency services in the compilation of this plan. Be sure that this is right!

It has been proved that by working together as a team it may be possible to prevent an incident occurring and thereby ensure that the population of the North East have an enjoyable and safe time at the event.

Please note that throughout this document the inference to the masculine gender shall impute that of the feminine and vice versa.

2.1 Aim

The aim of the Event Manual is to ensure, so far as is reasonably practicable, the safety of the guests in their enjoyment of the event and to promote a unified, co-ordinated response to any emergency arising from that event.

2.2 Objectives

To achieve this aim the objectives of the plan are:

  • To identify roles, duties and responsibilities for each organisation
  • To identify lines of communication and control

2.3 Contingency Arrangements

Contingency arrangements have been devised to allow a co-ordinated and effective response to unscheduled occurrences, which impinge on the safe running of the event. See Appendices.An full emergency plan is required for events over 5000.

3. Event Manager

Name:
Job Title:
Employer:
Signature:

4. Event Schedule

A break down of what is happening when – don’t forget the event build day (s) and the event itself and then tidying up after the event

5. Licensing Objectives

Event organiser intends to meet all statutory obligations under relevant legislation and that meets the standards of safety applied to all public events in Middlesbrough,as set out within the Open Spaces Licence MBRO/PRO410/020213(if relevant)

To prevent Crime and Disorder,address the issues raised in the licensing conditions

To ensure public safety,address the issues raised in the licensing conditions

To prevent public nuisance, address the issues raised in the licensing conditions

To protect children from harm, address the issues raised in the licensing conditions

6. Organisational Structure andRoles and Responsibilities6.1 Roles and Responsibilities

Review the information and update as appropriate –

Event Manager –
Insert name of person and their organisation /
  • Nominated officer with overall responsibility for the event
  • Overall responsibility for coordinating and managing health and safety in accordance with HASAWA 1974
  • Ensuring licensing objectives are met
  • Overall site safety
  • Liaison with Production Managerand to ensure health and safety policies are enforced
  • Responsibility for the suitability of the venue and its upkeep during the tenancy of the event
  • Liaison with Licensing Authorities
  • The management and deployment of security staff
  • Responsibility for contracting artists and artist payment
  • Overall responsibility for managing the event budget
  • The coordination of cleansing operations

Deputy –
Events Manager
Insert name of person and their organisation /
  • Working with the Event Manager in planning the infrastructure elements of the event
  • Working with the Event Manager in site planning and arranging for installation of the site to schedule
  • The management and training of bar staff

Production Manager
Insert name of person and their organisation /
  • Ensuring appropriate health and safety policies including risk assessments, working procedures and insurances are provided by contractors
  • Maintaining production schedule
  • Overseeing site build and breakdown
  • All infrastructure site crew
  • All technical aspects of the production ( lighting,sound, power)

Medical Management – insert name of provider / First aid cover for the event will be provided by [insert name of provider] In the event of a major incident occurring, Insert name of person] personnel and resources will come under the direction of the Ambulance Service.

Other roles may include head steward, event safety officer, stage manager etc

6.2 Roles of Partner Agencies – review and agree

Cleveland Police / The police role will, primarily, be the maintenance of public order and the prevention and detection of crime. The police will not be involved in the routine management of the event.
During the event the police will co-ordinate the response to any Emergency Situation impacting upon public safety and/or public order where it is deemed necessary to do so.
Cleveland Fire Service / The Fire Brigade will not implement any special arrangements for this event.
The event organisers will deploy adequate fire fighting and safety equipment to cope with untoward Incidents.
In the event of an Emergency Situation requiring Fire Brigade attendance, normal activation procedures will be implemented. On arrival, the Fire Brigade will assume control of any incident involving fire and will co-ordinate actions with the police and ambulance service.
North East Ambulance Service / The North East Ambulance Service will not implement any special arrangements for this event.
In the event of an Emergency Situation requiring NEAS, normal activation procedures will be implemented.

7. Statement of Intent

The Event Manager, on behalf of XXXXXXXXXXXXXXX insert company/organisation will endeavour to:

  • Create a safe event for all who attend
  • Set and maintain appropriate standards for health and safety
  • Take into consideration, where reasonably practicable, all recommendations made by professional partners
  • Comply with and promote the four licensing objectives in the licensing act 2003
  • Create an event that positively promotes Middlesbrough
  • Create an event that positively contributes towards the regional and local economy
  • Use the event to enhance the night time offering and boost the local night time economy

Review above and agree what is relevant

8. Site Design

8.1 Site Plan

Include a site plan of the event, including all relevant interventions on the site eg toilets, first aid, fencing, stage, concessions etc etc

8.2 Fountain (if in Centre Square)

How will this impact on the event – should it be fenced/stewarded, switched off etc?

9. Site Access

How will vehicles, performers, members of the public get on site?

10. Capacity

How many people are your expecting – is the site big enough for this or even way too big?

11. Fire Safety

A fire risk assessment is required for any event – a template is available for this.

12. Crowd Management Plan

A crowd management plan is required – refer to the ‘Event Safety Guide’, issued by the Health and Safety Executive. How will you manage the crowd?

Crowd management is not simply achieved by attempting to control the audience, but by trying to understand their behaviour and the various factors which can affect this.

12.1 Aids to Crowd Management

If there is a problem – how will you attendees know? PA/loud hailer etc

12.2 Security staff – number of stewards, how trained, what they will do, how you will brief them

12.3 Security staff Roles

The general duties of stewards:

  • To be the ‘eyes and ears’ of the event, identify any issues or concerns quickly and clearly to Event Control
  • To provide information to the public as to the layout of the site
  • To control access to restricted areas to ticket holders only
  • To monitor and report on crowd densities
  • To monitor crowd behaviour and welfare
  • Challenge instances of antisocial behaviour where appropriate by calming situations and audience members, or removing individuals from site.
  • To monitor the general site and be aware of suspicious packages
  • To minimise the risk of fire e.g. monitoring the build up of refuse etc.
  • To assist the Police and other emergency services in an emergency situation

12.4 Security staff deployment and numbers

Summary of number of stewards, overnight security etc. When on duty, roles if dedicated.

Specialist roles eg pit crew, staffing emergency gates

12.8 Level of Policing

Are the police involved, or do they just know about the event?

13. Traffic Management

The purpose of traffic management is not only to control traffic moving around the event site during the event, but also to enable the free flow of traffic, so far as is reasonably possible, outside the event site.

The priorities for the Traffic Management Plan are:

  • To create a safe event for the public attending
  • To minimise disruption to residents, businesses and traffic in the surrounding area
  • To encourage the use of public and sustainable transport

13.1 Off-Site Traffic Management

Are there any road closures? How will people get there?

13.2 Parking

Where will people park for your event?

13.3 Emergency Vehicle Access

You need to make arrangements for emergency vehicles to get on site, even if you are banning normal vehicle movements for the event. Also, allow space of 3 metres for them to gain access.

13.4 Pedestrian Access

How will people access the event on foot

13.5 Taxis

Will there be any effect on taxis? How will they know?

14. Cleansing Plan and Sustainability

How will you make sure the site is clean after your event? Bring in specialist people/use volunteers/more litter bins etc. The site should be left in the same state as you received it.

15. Communication

15.1 Event control

With a big event it is recommended to have an event control where all relevant people come together and manage the event from a distance to retain independence – normal reps would be police/event organiser, emergency planning, stewarding rep and first aid. Ideally this should have an overview of the event site. For smaller events this may not be practical and this may be done differently. Event control should log all occurrences and be able to respond to emergency situations. Opening times of event control, if relevant.

15.2 Are there any radio communications in place, or will you only be using mobile telephones. If so, remember that it is difficult to hear you phone in the midst of an event, so have them on loud and vibrate! All comms should be through event control if there is one.

15.3 Event Management

Who is managing the event – will they be on site – and when?

15.4 Security staff

How will stewards communicate? Own radios?

15.5 Emergency Services

How will you contact the emergency services if required – 999? And if so, who will do this?

15.6 Telephones

Need to list contact details for this – event telephone directory

15.7 Radio Channel List – if applicable

Job Title / Radio Channel
All staff / 1

16. Temporary Structures

You need to detail any temporary structures on site – these can include concessions, stages, marquees, inflatables, fairground etc etc. What they are, who is providing etc. Should also be in your risk assessments alongside relevant documentation inc insurance, method statements,

17. Sanitary Facilities

Number of toilets brought on site (if applicable) – eg portaloos – don’t forget disabled provision – or urinals if alcohol on site?

Numbers of toilets available in the vicinity.

Guidance In the Event Safety Guide – depends on length of the event as to how many required.

18. Medical and First Aid Management

Refer to the Event Safety Guide for the medical risk assessment to ensure adequate cover.

Your medical provider should provide a medical plan

18.1 Medical Provider

Contact details for your medical provider

First Aid Posts

Where first aid will be positioned.

19. Concession Plan

Will you be having concessions on site? If not, then just not applicable, if so, then you need proof of their food hygiene, public liability insurance etc

20. Bars and Sale of Alcohol

If you are having alcohol on site then this should be detailed here and how you will comply with the licensing conditions. You cannot serve alcohol without prior approval from the licence holder.

21. Barriers and Fencing

21.1 Site fencing

Are you having fencing for the site – of so, detail it here

21.2 Mojo Barrier

If you have a stage it can be advisable to have affront of stage barrier – if so, detail it here.

22. Power and Electrical Installations

Details of any power and electrical - eg generators etc

23. Sound, noise and vibration

How will you ensure that any workers are not affected by noise levels as per HASAW act?

If there are noise conditions on the licence, how ill you adhere to these? What are you putting in p[lace? A noise management scheme is a condition of the licence.

24. Local Environment and Community

How will you minimise effect on the local community? Examples below:

The following arrangements will be in place to help minimise the impact on the environment and community:

  • Traffic management plan
  • Crowd management undertaken by professional security staff
  • Planning liaison with Police and other Emergency Services
  • Event information to public via local media and websites
  • Inform local residents and businesses that may be affected

25. Facilities for People with Disabilities

What facilities are in place for people with disabilities?

26. Publicity

How have you publicised/will you be publicising your event? Brochures, posters, social media, websites etc?

27. Lost Children and lost property

How will you deal with lost/found children and lost property. Templates available.

28. Contractor Obligations and Performance

If you are using contractors to build stages, marquees etc then they should adhere to these conditions – delete as appropriate

  • The Contractor shall perform the services with all reasonable skill, care and diligence
  • All Contractors will co-operate with the Event Manager to ensure a safe and healthy workplace for all employees working on the site
  • The Contractors must bring to the attention of the Event Manager immediately any health and safety problems/hazards on site that could effect the safety of employees and the public visiting the site or affect the performance under the Contract
  • The Contractor shall provide all the necessary facilities, materials and other equipment and employees of appropriate qualifications and experience to undertake the services. All employees shall have appropriate competence and be properly managed and supervised
  • Accidents and near-miss incidents involving the public and/or the contractor’s employees must be reported immediately to the Event Manager
  • The contractor is reminded that under the Management of Health and Safety at Work regulations they must co-operate with other contractors sharing the workplace, and coordinate preventive and protective measures to undertake the operations in a safe manner. Such co-operation should include reference to the contractor’s method statement. SHOULD THERE BE ANY CONFLICT IN CO-OPERATION WITH OTHER CONTRACTORS THE EVENT MANAGER MUST BE INFORMED
  • The Event Manager reserves the right to immediately stop the contractor’s operation from proceeding, or continuing, for health and safety reasons where the operation departs from that of the method statement or where contractors and the general public may be at risk from this operation
  • The contractor will be advised of, and be expected to comply with the following site rules

28.1 Statutory Regulations

The Contractor shall perform the services in accordance with all relevant legislation and statutory requirements but in particular with regard to: