Event Planning“from Personal Experiences”

Glynn GibsonCFIOSH, FIIRSM, RSP, MEPS, CBCI

Corporate Health & Safety Manager

A Local Authority Advisor – Not a FT Events Advisor

• Leisure Career until 2002 (organised events)• H&S Advisor until 2006 (incl. events)• H&S Manager – present (advisor to events)• Consultant (advisor to events)• Vice Chair IOSH (Essex) (events coordinator)• IOSH PSG (NSS organisers)• ESAG Chair (overview of events)

Council Events– Parades / Flag Raising– Royal Visits– Fetes / Street Parties / Markets– Bas Fest 40k over 2 days– Olympic Torch– Elections– Dale Farm

ESAG Chair– Carnivals– Festivals– Sporting Events– Fetes / Markets– Karting / Dragon Boating

Privately3 years at The Big Chill

I have been inspired !!!

150m x 100m = 15,0003 people per M2 = 45,000Sta

ge Bar

E-SAG – Events Safety Advisory GroupTerms of Reference• To ensure as far as possible that risk to public safety is minimised at

public events with crowds in excess of 500 people. • Reoccurring events will only need to attend a meeting every 3 years

or when there is a significant change to the event • Ideally event organisers will present to SAG at least 8 weeks ahead

of their event. However, notification of an event must be received from the organiser 6 months ahead and where a crowd size of more than 2000 are expected then a 12 month notification must be made. Confliction.

• There will be at least one extra meeting per year in regards to the Sporting village and its ‘safety certificate’.

E-SAG ToR - Again• To ensure as far as possible that risk to public safety is minimised at public events with crowds in excess of 500

people. Where events are of a sporting or parade nature, advice and guidance will be sent to the organiser and will not be required to attend SAG, unless a significant risk is identified.

• To maintain an overview of forthcoming events within the borough of Basildon• To act in an advisory capacity to both the organiser of an event and other agencies/individuals

involved.• To provide a forum within which the local authority and other agencies may develop a coordinated

approach to spectator safety.• To review each event through a formal debrief (including any significant incidents or• “near misses”) and make recommendations where appropriate for improving safety.• Reoccurring events will only need to attend a meeting every 3 years or when there is a significant change to the

event i.e change of venue, change of organiser, the event is high profile attraction unless specific issues are raised.

• Ideally event organisers will present to SAG at least 8 weeks ahead of their event. However, notification of an event must be received from the organiser 6 months ahead and where a crowd size of more than 2000 are expected then a 12 month notification must be made.

• If required to form an onsite SAG for major events.• To advise and develop generic risk assessments/best practice where appropriate.• To ensure that there are in existence agreed contingency plans for dealing with major incidents.• To monitor compliance with the standards agreed.• The Safety Advisory Group as such cannot take any decisions on behalf of the Local Authority, but is responsible

for raising any concerns with the appropriate management.

Who are E-SAG?• Police (and HQ)• Ambulance (and A&E)• Fire• County Council

• Highways• Trading Standards

• Local Council• EP• EH

– H&S & Licensing– Food & Noise

• Communications Officer– Land Owner?

Scary E-SAG!For Smaller / Community Events: -• Event Plan Template• Risk Assessment Template• Presenting to E-SAG Template• Advice

Larger Events are expected to have their own paperwork and advisors.

E-SAG - Common Issues

FIRE Capacity?• Ground• Car Park• Gates

RVP

POLICE

Both E-SAG & Council EventsPurple Guide (www.thepurpleguide.co.uk)

• the ‘build-up’, venue design, competent workers/contractors and construction of the stages, marquees, fencing, etc;

• the ‘load in’, safe delivery and installation of equipment and services

• the ‘show’, effective crowd management strategies, transport management strategies and welfare arrangements. Incident Responses.

• the ‘load out’, safe removal of equipment and services;

• the ‘breakdown’, infrastructure being dismantled and clean up.

Considerations

Know Your Event• Location Capabilities

– Traffic & Parking (park & ride / bus services)– Capacity Vs Exit Widths– Crowd Movement

• Performers • Audience Profiles• Signature (BGT)

SILVER COMMAND

POLICE SILVER OFFICER NHS AMBULANCE OFFICER EVENT DIRECTOR

BRONZE COMMAND

PYROTECHNICS SAFETY OFFICERS EVENT MANAGER

ELT CATERING OFFICER SECURITY Stewarding Team

Police

Fire

Medical

Security Team

Site ManagementControl Room

Town Centre Warden

Stage ManagerSafeguarding Head Steward

Services:- Police- First Aid: -Security

Communications Officer

Amusements

Car Parks

Apprentices X 3EastgateOther site users

Site Manager Health & SafetyEvent Manager

Welfare Facilities etc• Toilets• First aid• Access to food and drinks• Lost children & vulnerable

adults• Information point

Set-up / Break DownYesYesYes

Yes -Security of ‘worker’ bags, coats, changing rooms

Barriers and FencingPrevent unauthorised entry

- to the event- to some areas- to equipment

Manage flow of peopleCount numbers attendingBarrier Strength - crowd control

- pedestrian demarcation- vehicle demarcation- front of Stage

Event H&S File• Event issues log• Inspection check lists• Steward & radio logs• Accident / Personal Safety Incident forms • Event Plan & EAP• Fire risk assessment• Event risk assessments include those provided

by others• Inspection certs / sign offs, ADiPS, Specs etc…• Post event reports - event controller, steward

team, first aid \ medical etc…

Traders \ Displays \ Food VendorsCompetence & safe goods \ foodsPrevious events \ historyInsuranceHealth and safety policy?Procedures & risk assessments?

Exemption from Risk AssessmentThe only time Basildon Council will allow an exemption from producing a risk assessment is when Basildon Council provides the equipment for display (e.g. tables/chairs/marquee) and where the display simply provides advice and hand out leaflets. Note if the display hands out anything other than paper/card e.g. toys/balloons etc then a risk assessment will be required.

Fire Safety• FRA – keep it separate• Trained persons Steward/Extinguisher• Have a separate map• Have a site check list

• Exits & Routes• Extinguishers• Signs & Lighting

• Relying on catering units

StructuresErected by competent peopleDesigned for stated useInspection / sign offWind loadings and SWLH&S File

Amusement Devices & Bouncy CastlesInsurance & RA/MSCompetent Operators & AttendantsTest and examination

ADIPS - http://www.adips.co.uk/certification-4/PiPA - http://www.pipa.org.uk/findTag.asp

Pre use inspection, fenced off & anchored

Security and StewardingNumbers requiredWhat is their roleQuals \ SIA \ NVQVolunteersOver 18’sWho’s in chargeCommunicationHow can they be identifiedKnow the eventAnd most of all know what to do if it goes wrong !!!

Be Prepared - EAP• Evacuation / Partial Evacuation / Invacuation

Bomb/Suspect Package• First Aid• Electrical Failure (Incl. Lighting)• Structural Failure• Overcrowding• Disorderly Behaviour• Weather• Press

Now Do You Know Your Event ?The Event Attractions

• Artists• Flamboyant• The ambitious• The weird

Vs

H&S AdvisorA - AlertB - BalancedC - CreativeD - Dynamic

Can we take a ghost ship through a crowded town centre at night with all the street lights turned off and have an electronic orchestra playing on board?

• Built the ship away from public areas• Surrounded vehicle with marshals• Predefined area fenced off for the set

off point, turn around point and the show

• End of the show identified by the street lights coming back on

Can we have a drive in style cinema using scrapped cars that youths can graffiti first?

• Safest paints / coveralls / masks• Graffiti professional• Car batteries removed• Bonnets & boots• Sunroofs and windows removed• Increased security

Can we have a firework display in a crowded town centre that has no open space?

• Use of the top level of a multi storey carpark

• All exits have security• Closure of a road during the 5 minutes

display.• Use of small bore and full burn fireworks• Competent ‘firers’ (pyro.org.uk)

• Can we re-create the Billericay Zeppelin crash of 1916 in 2016?

• Can we have a Red Bull style karting event on a main connection road?

• Both we are currently working on for next year…but The

answer is “yes”

GuidanceHSG 195 The Event Safety Guide

“The Purple Guide”www.thepurpleguide.co.uk

HSG175 Fairgrounds and amusement parksHSG 154 Managing Crowds at Venues

HSG 150 Health and safety in constructionFire Guidance – Open Air Events and Venues

Temporary demountable structures. Guidance on procurementGuide to Safety at Sports Grounds (Green Book)

BS 8406:2009 Event Stewarding and Crowd SafetyPlus many more….

Thank YouGlynn Gibson CFIOSH, FIIRSM, RSP, MEPS, CBCIHealth & Safety Manager