MoleValley Event Safety Advice Guidelines

JULY 2012INTRODUCTION

There are many different types of public events that take place, these can range from sporting events to musical concerts; some taking place indoors; some outdoors; some are large and some small.

It is important to remember that when large groups of people gather together a wide range of dangerous situations can occur. There are also many different factors that can influence crowds.

As an event organiser you are responsible for the health, safety and welfare of the people attending your event, as well as that of the employees, contractors and sub-contractors working there.

The Safety Advisory Group (SAG) provides a forum for local authorities and the emergency services to discuss ways in which those events not covered by existing legal arrangements for registration or licensing, can take place in a safe manner. The group also encourages event organiser’s to take advantage of the safety advice available and make sure that public safety at their event is always a major priority.

The aims and objectives of SAG are to provide the above information to event organisers and to foster good working relationships with them; to compile a comprehensive list of events occurring within Mole Valley and to promote best practice and encourage co-operation between members and to make sure that public safety is always in the minds of event organisers.

This booklet is a brief guide explaining what to do if you are organising a public event – the guidance is applicable to a wide range of events. The guidance can be applied equally to both licensed and non-licensed events. It is not a substitute for existing technical guidance documents.

Example of Event Plan:

1.Title of Event, Date and Location

2.Description

3.Aims

4.Objective

5.Organiser

6.Management Structure

7.Insurance

8.Schedule and programme

9.Safety Advisory Group members

10.Event Control

11.Communications

12.Emergency Management Procedures

13.Stewarding

14.Crowd Control

15.Site Plan

16.Disabled Access

17.Contractors Responsibilities

18.Medical Provision

19.Lost Children

20.Traffic Control

21.Noise

22.Catering and site clearance

Step 1 – Why submit an Event Application Form?

In order to ensure a request to hold an event in MoleValley is quickly processed, all Event Organisers are required to submit an Event Application Form to the relevant Land Manager to obtain permission, in principle, for the use of council land.

The Event Application Form must be submitted at least 3 months prior to the event taking place.

Submitting an early Event Application Form gives officers time to understand the basic details of the event and areas of planning that require additional advice from the SAG.

Once the Event Application Form has been submitted the Event Organiser may be invited to attend a SAG meeting to discuss the plans in more detail.

In addition, the Event Organiser may need to have further discussions with the Fire Safety Officer, Highways Officers, Food Safety Team, Noise Pollution Team and Building Control when appropriate.

Step 2 – Defining the Role of the Event Organiser

It is the responsibility of the Event Organiser to submit an Event Application Form to the Safety Advisory Group, at least 3 months prior to the date of the Event.

The responsibility for the safety of all persons working at or attending an event rests with the Event Organiser.

It is the duty of this person to exercise overall control of the event, and to ensure all reasonable precautions, as agreed by the Safety Advisory Group (See Step 6) are taken to maintain the safety of the people at the event.

This person must be able to demonstrate to the agencies an understanding of these roles and responsibilities and commitment to public safety.

The Event Organiser shall:

  • Submit an Event Application for consent to perform licensable activities on public land form where appropriate. This form is only required if the event is licensable. (See Step 4) within acceptable time limits;
  • Prepare an Event Manual (See Step 5) in consultation with the key Agencies;
  • If required, attend an initial Safety Advisory Group Meeting, and additional Safety Advisory Group Meetings if necessary;
  • Keep written records of issues/action points discussed at these meetings for future reference;
  • Submit all risk assessments for the event (See Step 7);
  • Appoint an Event Safety Officer who can provide who can demonstrate competency throughout the planning and the actual event;
  • Provide site plans indicating all relevant details;
  • Provide all other relevant information as deemed necessary;
  • Comply with the safety requirements of the Safety Advisory Group;
  • Seek Criminal Records Bureau checks on any staff working directly with children.

Step 3 - Where is the event taking place ?

Safety, at events where members of the public attend, is the responsibility of The Event Organiser. Always check who owns the land and obtain permission to use it.

The event organiser must ensure that they have carried out the relevant safety checks to ensure that the site is suitable for the events planned and the numbers of people attending.

Agreement (in principle) must be obtained from the relevant Land Owner before proceeding with the rest of the process.

If you are intending to hold your event on a public road please contact the Partnerships Co-Ordinator at Mole Valley District Council.

The Land License requires the Event Organiser to return the land to the Council after the event in the same condition they acquired it.

Please note: An additional permit is required if the event contains activities which now come under The Licensing Act 2003 (See Step 4)

Step 4 - Does your event's activities come under the Licensing Act 2003?

It is the responsibility of the event organiser to ensure that they have the relevant licensing in place for their event

Under The Licensing Act 2003 the following activities require a permit from the relevant Borough or District Council.

Any activity involves:

  • The supply of alcohol
  • The provision of late night refreshment
  • The provision of regulated entertainment (plays, films, indoor sporting events, boxing or wrestling, playing of recorded music, live music or performances of dance)

It is important that you check with Mole Valley District Council whether your event requires a permit. If the event requires a permit covering any of the above activities you will need to complete the application process with Mole Valley District Council. If your application is successful, you will receive a permit to hold your event's activities on the Council land from the Licensing Officer.

Step 5 - Producing an Event Plan

An Event Plan is a vital document which outlines all the elements of the event.

Events Plans can take many formats. The Safety Advisory Group (See Step 6) would like all event organisers to present a standardised version of their event manual for consideration.

For example of a smaller event - see Smaller Event Plan Appendix C .

It is important that a first draft of the Event Plan is made available prior to the Initial Safety Advisory Group (SAG) meeting, should one be necessary.

Below are the suggested areas the Event Plan should cover. A more detailed list of headings can be found above. (Event Plan contents headings).

The Event Plan should give positive consideration to matters such as:

  • event safety policy statement which would detail the structure of safety responsibility;
  • event risk assessment (See Step 7);
  • details of the event;
  • site safety plan;
  • crowd management plan;
  • transport management plan;
  • welfare plan;
  • emergency plan
  • medical plan;
  • communications plan.

Pre-event - Site inspections by members of the Safety Advisory group may be necessary leading up to the event with a final check on the morning of the event. Certificates, structural checks, electrical checks, lighting levels must all be made available for checking and approved prior to the event by the Land Manager.

During event - Some events may require an event control, housing key personnel from all relevant agencies, to allow those personnel to monitor and co-ordinate safety and respond as appropriate to any incident, which may impact upon safety at the event. The Event Organiser will clarify the requirement for and the location of an event control.

Post event - A debrief meeting involving all contributors will be required if necessary as soon as possible following the event. The Event Organiser must provide a debrief written report. The report must be circulated to the Land Manager, The Event Advisor and the Licensing Officer (when applicable). The purpose of the debrief will be to examine and address any problems encountered. It is fundamental that any experiences either good or bad are shared between all involved so that future events of a similar nature can benefit from the experience.

1. EVENT Plan (version 1) Each time event manual is updated change version number to ensure everyone is using the current version)

Name of Event

Date of Event

Location

Event organiser

Telephone number

2. Description of event

Time, date and location.

Description of main activities

Audience numbers and profile

3. Aim

The aim of the plan is to ensure, as far as reasonably practicable, the safety of spectators in their enjoyment of the event, and promote a unified, co-ordinated response to any emergency arising

4. Objectives

To identify roles, duties and responsibilities for each organisation

To identify lines of communication and control

To identify safety measures and their implementation

5. Organisers

The event is being organised by

The event organiser is

The event safety officer is .

6. Management structure

Event organiser is

Event safety officer is

Medical cover is

Police cover (if applicable) is

Head steward is (Name of company and contact)

Lost children officers are (There should always be more than one CRB checked person present with any lost child)

7. Insurance

A copy of the Public liability cover must be provided by Event organiser. All contractors and suppliers must carry their own insurance and have certificates available for inspection.

8. Proposed schedule and programme

Itemise all times and duties taking place throughout the day along with the name of the person(s) responsible for each task.

9. Contacts for planning advice

Event safety officer

Venue represenative (e.g. park manager)

Surrey Fire and Rescue

Surrey Police

Medical provision

Steward/Marshalling Company

10. Event control (if applicable)

This will be located in (give a location)

Event control be open from (time) and closed at (time)

The following named personnel will be situated in event control:

  • The Event Director
  • Surrey Police (if in attendance at event)
  • Head steward
  • Event safety officer
  • Medical representative
  • Fire service representative (if in attendance)
  • Lost children officers (CRB checked)

Event control will have radio/mobile phone contact with stewards and other relevant staff along with mobile phone numbers as back up.

The safety officer (name) will be responsible for the control of all safety aspects of the event and if there is a potential emergency situation the police will assume control. In the event of bad weather the safety officer will have the final say as to whether the event is cancelled.

11. Communication

When appropriate all stewards should have radios using same frequency. Radio link with Head Steward in event control should be maintained at all times. All stewards should have mobile telephones available as back up.

List of stewards and their mobile phone numbers must be given to event control:

Steward 1Telephone number

Steward 2Telephone number

Radio frequency for stewards is

Event control should have access to the Public Address system for any emergency announcements. (if a Public Address system is available at the event for entertainment reasons). Medical cover must have radio/mobile phone contact with event control at all times.

12. EMERGENCY MANAGEMENT PROCEDURES

The following definitions have been agreed with the Event Organiser: -

UNTOWARD INCIDENTS.

An untoward incident is defined as `a routine occurrence that impacts upon the safe running of the event, but does not require the Police to assume the coordination of its resolution'.

Despite effective planning, there may still be occurrences determined as untoward incidents. However, it is recognised that if Event Safety Officer/Event Control does not address such circumstances effectively, a more serious emergency situation may result.

Resolution of such routine occurrences is an intrinsic part of the management of the event. Given their predictability, appropriate contingency arrangements have been implemented to manage these situations by the Event Safety Officer/Event Control.

The Event Safety Officer/Event Control may retain responsibility for coordination of the response, even if Emergency Service assistance has been requested. However, the Police Liaison Officer in consultation with the Police Operational Commander may decide that circumstances warrant further intervention. The Event Safety Officer/Event Control will then provide assistance to the Police as required.

EMERGENCY SITUATIONS.

An emergency situation is defined as `an occurrence that poses a threat of serious injury, loss of life or a breakdown in public order and does require the Police to assume the coordination of its resolution'.

Whilst The Event Safety Officer/Event Control is responsible for dealing with untoward incidents, those involved must be aware of their own ability to cope and recognise the occurrence of emergency situations. In such circumstances, responsibility for coordination of the response will pass to the Police.

The Police Liaison Officer in consultation with the Police Operational Commander will be responsible for coordination of the response and will liaise with theEvent Safety Officer/Event Control. During emergency situations it is essential that The Event SafetyOfficer/Event Controlconsults the Police Operational Commander and seeks advice on the most efficient deployment of Stewards.

Steward Supervisors will remain in contact with the Event Safety Officer/Event Control through radio/mobile telephone links. All Stewards and Officials will have a thorough understanding of the appropriate contingency arrangements.

The Event Safety Officer/Event Control will utilise it’s Public Address System for emergency announcements, as determined in conjunction with the Police Liaison Officer in consultation with the Police Operational Commander. Back-up systems will be in place. In most emergency situations, the deployed resources available to the Emergency Services will be sufficient to ensure effective resolution. However, it is recognised that circumstances may be such that a major incident will have to be declared.

EMERGENCY SITUATION RESPONSE PLAN.

The following information is primarily for the information of the Stewards but it is essential that all Police Officers deployed on this event are aware of its content: -

On occurrence of an untoward incident, the Event Safety Officer/Event Control will manage the response of Stewards through normal radio/mobile telephone links. An untoward incident will require a localised response, which should not require general broadcast.

On occurrence of a potential emergency situation, the Police will require the assistance of the Event Safety Officer/Event Control in the communication of essential information to Stewards and members of the public. A flexible Emergency Situation Response Plan will be implemented as follows: -

1.Any Steward becoming aware of a potential untoward incident or emergency situation, must advise the Event Safety Officer/Event Control as soon as possible, preferably by radio. A concise location and situation report should be given.

2.On receipt of this information, the Event Safety Officer/Event Controlwill conduct an assessment in conjunction with the Police Liaison Officer and Police Operational Commander to determine if the circumstances do, in fact, amount to a potential emergency situation. If assessed as such, the Emergency Situation Response Plan will be implemented, otherwise the Event Safety Officer/Event Control will manage the occurrence of an untoward incident.

3.The Event Safety Officer/Event Controlwill halt any performances.

4.Although there are natural breaks in the performances, any unplanned stoppage could indicate a possible emergency situation.

5.The Event Safety Officer/Event Control will instruct the Public Address System Controller to make an announcement on the following lines, "COULD WE PLEASE ASK THE CROWD TO BE PATIENT. THERE WILL BE A SHORT DELAY".

6.Radio/mobile telephone traffic, unless essential, will be restricted to that between the initial caller and the Event Safety Officer/Event Control. Any deviation from this protocol will be instigated by the Event Safety Officer/Event Control.

7.The Event Safety Officer/Event Control will consult with the Police Event Liaison Officer and Police Operational Commander to determine the appropriate action plan required responding to the prevailing circumstances.

8.The Action Plan will then be relayed by radio/mobile telephone to Police Officers and Stewards.

9.The Event Safety Officer/Event Control will make a Public Address Announcement to the public, giving an appropriate message in a clear and concise manner.

10.Police Officers, Stewards and Stage Managers will act as per their issued instructions.

11.If evacuation of part or all of the Parade Route or the Festival Site is required, Stewards and Police Officers will prevent re-entry without specific permission from the Event Safety Officer/Event Control. This will be forthcoming following consultation between the Event Safety Officer/Event Control and the Police Liaison Officer in consultation with the Police Operational Commander.

12.The Event Safety Officer/Event Control will advise Stewards of their appropriate post Emergency Situation reporting procedure.

FIRE HAZARDS, BOMB THREATS, SUSPICIOUS PACKAGES / VEHICLES.

The following information has been given to the Stewards regarding these hazards. Police Officers should be aware of the guidelines; however, they should act in accordance with normal procedures that will normally be initiated with a situation report to the Event Safety Officer/Event Control.