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