Mole Valley Event Safety Advice Guidelines

JULY 2012

INTRODUCTION

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 Location2. Description3. Aims4. Objective5. Organiser6. Management Structure7. Insurance8. Schedule and programme9. Safety Advisory Group members10. Event Control11. Communications12. Emergency Management Procedures13. Stewarding14. Crowd Control15. Site Plan16. Disabled Access17. Contractors Responsibilities18. Medical Provision19. Lost Children20. Traffic Control21. Noise22. Catering and site clearance

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23.Step 1 – Why submit an Event Application Form?

In order to ensure a request to hold an event in Mole Valley 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.

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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.

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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

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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

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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 1 Telephone number

Steward 2 Telephone 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'.

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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 the Event Safety Officer/Event Control. During emergency situations it is essential that The Event Safety Officer/Event Control consults 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: -

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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 Control will 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 Control will 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.

Fire Hazards.

The risk of fire in the vicinity of the Event is always present, particularly where mobile catering facilities are located. Other high risk areas include locations where generators are deployed.

Fire Hazards.

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The risk of fire in the vicinity of the Event is always present, particularly where mobile catering facilities are located. Other high risk areas include locations where generators are deployed. .

Stewards trained in fire fighting procedures will be deployed in high risk areas and have access to relevant equipment. All such equipment has been sanctioned for use by the Fire Service.

However, Stewards should only tackle any fire provided it will not endanger life and only once the immediate area has been evacuated. It is essential that, even if extinguished, any fire is reported to the Fire Service.

Bomb Threats.

The Event Safety Officer/Event Control and the Stewards at their disposal must be aware of the potential, however negligible, of bomb threats and the ensuing actions that must be taken.

Bomb threats may be received by any agency and are likely to come by way of telephone. In the event of a bomb threat being received by the Event Safety Office/Event Control, the Police Event Liaison Officer and Police Operational Commander must be informed immediately.

The Police Event Liaison Officer in consultation with the Police Operational Commander will be responsible for the coordination of the response to a bomb threat in accordance with agreed Surrey Police procedures.

13. Stewarding (see appendix A)

At any organised fireworks display, it is required that a number of formally trained stewards are employed. These stewards should be positioned in the key evacuation points. Their positions should be identified on a site plan. In the event of an emergency evacuation the formally trained stewards will have sufficient experience to take control of the situation.

Additional volunteer stewards can be deployed in less critical areas.

Both volunteer stewards and formally trained stewards must receive a briefing before the event. Ideally each steward will receive written briefing notes which they can refer to at all times. All stewards should be easily identified wearing hi vis jackets. Each steward’s briefing note should indicate their position and responsibility at the event. (A copy of the briefing note distributed should be attached as an appendix ) All mobile phone number should be checked and radios (if applicable) allocated and set at the correct frequency. A list of mobile phone numbers must be given to event control.

14. Crowd control

The plan should contain the detailed operation of how crowd numbers will be managed. It is expected that events will be ticketed or have a similarly robust means of managing entry and egress on crowd numbers from the site.

The site plan must identify the position of each steward. At the key evacuation points, the formally trained stewards should be positioned. The stewarding company is (name). The number of trained stewards is (no’s). The number of volunteer stewards is (no’s). The Head Steward is (name).

The site plan must identify the main evacuation routes for each area.

Any barriers or roped off areas containing the crowd must be identified on the site plan.

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Ensure the crowd disperses safely. Remember that most of the crowd will be leaving the site at the same time. Ensure egress routes have been clearly identified and that both voluntary and trained stewards are aware of the routes.

15. The site plan

A scaled site plan must be attached to the event manual. The plan must show where the stewards are positioned. Any stages, fun fairs, catering units, toilets and any other structures must be shown on the plan. The lost children area (if not in event control), event control, medical area (if not in event control) must be shown on the plan. A designated area for disabled viewing should be clearly shown on the plan, along with a designated access route especially for wheelchairs. All main evacuation routes must be identified. All main entry points should be identified along with any designated car parking. Emergency vehicle access must be identified clearly on the plan. The area designated the viewing are for the public must be clearly identified on the plan and any barriers or cordoned off areas clearly shown. It will be necessary to calculate the area available to ensure that the expected numbers can fit in.

The designated area for the fireworks detonation must be clearly identified on the plan along with the “fall out” area.

16. Disabled access

Remember that the Discrimination Disabled Act requires all events to be accessible. Ensure that consideration is given to viewing areas and access routes through out the site.

17. Contractors responsibilities

To ensure safe working practice, all suppliers contracted to provide equipment on hire or professional services must be competent in the management of their own Health & Safety responsibilities whilst on site and must provide copies of Risk Assessments prior to the day.

All temporary structures and equipment installations relating to the event must be designed and built/installed/fit for purpose by a competent, qualified contractors and must provide signing off certificates on the day.

All electrical installations and equipment used will comply with the general requirements of the Electricity at Work Regulations 1989.

18. Medical provision

South East Coast Ambulance Service must be consulted on the level of medical provision required for the event.

They may recommend that further medical cover is required and will give you an indication of the number of first aide staff required at the event. Identify where the medical centre will be located. Make sure all staff especially stewards are aware of the location of the medical centre. Make sure all stewards are aware of the radio frequency or mobile number of the medical contacts in case of emergency.

19. Lost children (see appendix B)

A lost children area must be identified. (This may be within event control) Any lost child should be taken to the lost children area and handed over to the lost children officer. Another suitably qualified person must be present with the lost children officer at all times.

Lost children procedure and forms should appear as an appendix at the end of the manual.

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20. Traffic Control

Always be aware of the potential traffic issues which might arise. If the event takes place at a location near to a residential area then measures must be put in place to ensure local residents are not inconvenienced.

If there is a large number of people expected to attend the event encourage them to use public transport. If large number of people will be bringing cars then identify where the nearest car parks are and put this information on any publicity information. Any traffic management on the highways must be done by a professional company. Volunteer stewards must not be used to direct traffic on the highways. They can direct traffic once it enters the site.

21. Noise

It is important that any local residents are informed before the event takes place. This can be done by distributing a leaflet which indicates the date, time and duration of the event. It should also contain the contact details of someone in charge, so that if they want to make a complaint action can be taken straight away.

22. Catering

Any food provided (free or for sale) must be provided by a competent person or organisation with recognised certification in food safety. It is the responsibility of the Event Organiser to give details of any individual or company providing food at the event to Safety Advisory Group for inspection.

23. Site Clearance

Ensure that there are an adequate number of bins on site for litter. Please be aware the relevant Borough or Districts recycling policy which means there must be an adequate number of staff to clear the site at the end of the event.

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Appendix A

EXAMPLE OF STEWARD/VOLUNTEER BRIEFING NOTE:

All stewards should carry this briefing note with them. The operational Stewarding Details for Event Cover personnel are listed below:

1. The event runs from (insert start and finish times) on (insert date).

2. All stewards will wear florescent jackets and ID.

3. Event Cover will provide those stewards nominated within the schedule with a two-way radio to maintain contact through the Event Co-ordinator.

4. A briefing carried out by the Event Co-ordinator will take place for all stewards on (insert date). This briefing will include:

A copy of the detailed site plan indicating location of Information Tent, First Aid Facilities and Toilet Facilities (for volunteers), Event Control, and Evacuation Routes.

Guidance on emergency management procedures and explanation of untoward incident and emergency situations.

All stewards will be given these briefing notes on the (insert date) and asked to bring with them, and set aside a few minutes to familiarise themselves with their position / area once on site.

5. Remember – safety is your responsibility. Read and understand the instructions contained within this briefing pack.

6. Vehicle Access (Main Entrance):

There is/is no public car parking on site (insert details)

Be on the lookout for pickpockets or other criminal activity – report to your supervisor, do not attempt to “wade in” first. There will be a Police presence in the area. Be aware of your limited powers. If in doubt contact Event Control.

7. Be friendly and polite – conduct your duties in a calm and orderly manner.

8. Particular care should be taken when dealing with children – when at all possible any lost children (particularly the very young) should be put in the care of 2 x stewards, including one female staff member. Any lost children should be taken to the Information/Lost Children tent located at the (insert details).

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Appendix B

Lost children procedure

A lost children officer with full CRB clearance will be employed to cover the Lost Children’s Area (situated where). The worker will be responsible for looking after the welfare of any child delivered to the Lost Children’s Area. A form (attached) will be completed (in duplicate) giving details of the child’s name, age, address, time of arrival, and details of who he/she arrived with. This same form will be used to indicate the return of the child to his/her guardian. A copy of each completed form is to be given to the safety officer as soon as possible after the child is reunited.

The Procedure for Caring for a Lost Child will be as follows:

A child that is found out in the Park is usually presented to the Lost Children’s Attendant by a steward who will take the necessary details.

However, if the child is presented to the lost children officer by any other person, the safety officer needs to be informed straightaway and details obtained.

The child should be taken into the lost childrens area and reassured. The form completed in detail. The details are to be given to the safety officer as soon as possible so that they can begin looking for the parents. The child must not be left alone at any point.

Always take a written description of the child. The child remains in the lost childrens area until his/her guardians are found. The form is to be completed and signed by the Lost Children’s officer when a child has been

reunited and left the lost children area. A copy of the form is to be given to the safety officer as soon as possible after the child is

reunited. If there is any doubt as to the validity of the guardian claiming the child or if there is concern

that the child might be in danger – the safety officer should be consulted and the decision left to them.

Do not allow a child to go off with anyone under the age 16. Do not put yourself in danger or in any compromising situations. Do not give the child anything to eat or drink – except water.

The Procedure for dealing with a Parent Reporting a Lost Child will be:

Take the person immediately to event control where information regarding the missing child will be logged and transmitted to all stewards.

The person may wish to sit in the play centre to wait. Attempt to reassure them that the child will be safe and well.

Explain that it is better that they wait there for the child than to look for it in the park. If the child comes alone to the Lost Children’s area ensure that the safety officer is informed

so that they can conclude their paperwork. If the child is returned by a lost children officer, confirm that the paperwork has been

completed.

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