event management plan template may 13

7/25/2019 Event Management Plan Template May 13

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Appendix 5

Event Management Plan

Event Name

Event Date and Times

Owned by: ____________________________

Version: ____________________________

Date Submitted: ________________________

Review Date: ___________________________



NUI Galway Event Management Plan template d1 May 13

Contents

1. Event Overview

• Event description

• Location

• Dates and Duration

• Entrance and Exit points

• Attendance

• Audience ro!i"e

• #$e Event Or%anisers

• Ro"es and Responsibi"ities

• &ontacts

• &aterin% and 'ospita"ity

• Li(uid etro"eum )as

• Litter • Entertainment

• *arriers

• Security+Stewardin% &ompanies

• &&#V

,. &ommunications

• A System

• Radio

• Loud 'ai"ers

• #e"ep$one

• Si%na%e and ub"ic -n!ormation

• edia 'and"in%

/. #ra!!ic ana%ement

0. edica" and irst Aid &over

2. ire Ris3 Assessment

4. o"ice

5. Ris3 ana%ement

• Ris3 Assessments

• -ncident Recordin%

• 'ea"t$ and Sa!ety Aut$ority

• -nsurance

• 6eat$er

7. -ncident ana%ement

• Extreme 6eat$er • Emer%ency Ve$ic"e Access

,




• Event Evacuation "an

/




EVENT DESCRIPTION

LOCATION

DESCRIBE TE SITE AND SOME O! TES"RRO"NDIN# AREA

DATES AND D"RATION

0

$% Event Ove&vie'




ENTRANCE(E)IT POINTS

ATTENDANCE

A"DIENCE PRO!ILE

TE EVENT OR#ANISERS

2




TREE O! RESPONSIBILIT*+

ROLES AND RESPONSIBILITIES

CONTACTS

CATERIN# AND OSPITALIT*

4




LI,"ID PETROLE"M #AS

LITTER

ENTERTAINMENT

BARRIERS

5




SEC"RIT*(STE-ARDIN# COMPANIES

CCTV

7




PA S*STEM

RADIO

LO"D AILERS

TELEPONE

8

.% COMM"NICATIONS




SI#NA#E AND P"BLIC IN!ORMATION

MEDIA ANDLIN#

19




11

/% TRA!!IC MANA#EMENT




!IRE E)TIN#"ISERS

1,

0% MEDICAL AND !IRST AID COVER

5% !IRE RIS1 ASSESSMENT

2% #a&dai




RIS1 ASSESSMENTS

INCIDENT RECORDIN#

INS"RANCE

-EATER

1/

3% RIS1 MANA#EMENT




E)TREME -EATER

EMER#ENC* VEICLE ACCESS

EVENT EVAC"ATION PLAN

10

4% Inident Mana ement




Event Management Plan #6idane

12




o' to 6se t7is g6idane

A b"an3 temp"ate p"an is provided as a startin% point !oryour Event ana%ement "an. -t s$ou"d be remembered

t$at t$e $eadin%s in t$e temp"ate are by no meansex$austive and i! t$e or%ani;er considers a part o! t$eirevent ou%$t to be detai"ed in t$e p"an t$en it s$ou"d beadded. A"so note t$at not a"" parts o! t$e temp"ate maybe re"evant !or every event.

On comp"etion o! t$e document it is recommended t$att$e p"an is t$orou%$"y read t$rou%$ and per$apsc$ec3ed by a person w$o $as not seen t$e p"an be!ore.-n t$e event o! an incident at t$e event t$e event teamand t$e emer%ency services wi"" be re"yin% on t$e p"an to3now your event as we"" as t$e or%ani;in% team do.

6$en be%innin% t$e p"an t$e %uidance notes s$ou"d beread to ensure an understandin% o! w$at eac$ section isas3in% !or. #$e Summer air $as been used as anexamp"e t$rou%$out. A"so be!ore !i""in% in t$e b"an3s !oran event ma3e sure you 3now t$e answers to most o!t$e (uestions to avoid dup"ication "ater in t$e p"an.

14




Event Management Plan

Event Name

Summer Fair

Event Date and TimesJuly 3rd 2011, 10am –

10pm

Owned by: Vincent de Paul Society

Version: 4

Date Submitted: 2nd February 2011

Review Date: 16th February 2011

15




&ontents

1. Event Overview

• Event Description

• Location

• Dates and Duration

• Entrance and Exit points

• Attendance

• Audience ro!i"e

• #$e Event Or%anisers

• Ro"es and Responsibi"ities

• &ontacts

•

&aterin% and 'ospita"ity

• Li(uid etro"eum )as

• Litter

• Entertainment

• *arriers

• Security+Stewardin% &ompanies

• &&#V

,. &ommunications

• A System

• Radio

• Loud 'ai"ers

• #e"ep$one

• Si%na%e and ub"ic -n!ormation

17




• edia 'and"in%

/. #ra!!ic ana%ement

0. edica" and irst Aid &over

2. ire Ris3 Assessment

4. o"ice

5. Ris3 ana%ement

• Ris3 Assessments

• -ncident Recordin%

• R-DDOR

• 'ea"t$ and Sa!ety Executive

• -nsurance

• 6eat$er

7. -ncident ana%ement

• Extreme 6eat$er

• Emer%ency Ve$ic"e Access

• Event Evacuation "an

$% Event Ove&vie'

EVENT DESCRIPTION-nc"ude a brie! description o! w$at your event is. #$in3o! it as $ow you wou"ddescribe your event to someone w$o $as never been

to your event.

The ummer !air i an annual e"en that ha been held on the playin# !ielde"ery July ince 1$$$% The !air include ide ho& and tall, &hich ta'e placein mar(uee erected by the or#ani)in# committee% Some trader brin# theiro&n unit% *ntertainment ta'e place on a main ta#e in the centre o! the !ield,&ith pace in !ront !or the audience% *ntertainment i lo& 'ey and !eaturebra band and +rih dancin#%

There i a beer tent, operated by the tudent bar%

LOCATION

18




Describe t$e detai"ed "ocation inc"udin% t$e "oca"aut$ority area c"osest ma<or road=s>.

The Summer Fair ta'e place on the playin# !ield, o!! the 1234, -ity .oad%

Describe t$e site some o! t$e surroundin% area

Thi e"ent i located on playin# !ield &hich are not o"erloo'ed% There i anarea o! hard tandin# and a 2 acre !lat #reen !ield%

The area i bordered by a mi/ture o! local hop and reidential property%

!ull ite plan i included at ppendi/

INT+ ?ou may be ab"e to print aeria" views o! your site!rom t$e internet.

DATES AND D"RATION-nc"ude detai"s o! t$e bui"d up and brea3 downsc$edu"e o! t$e event as we""as t$e event itse"!. -! speci!ic $appenin%s are "i3e"y toattract a "ar%er number o! peop"e inc"ude in!ormation in t$is section.

ate 3rd July

Time 10am – 10pmther The Prince &ill be cro&ned at 3pm on Sunday%

ENTRANCE(E)IT POINTS-! your event $as comp"ex entrance+exit arran%ementse.%. separate

entrances !or tic3et or cas$ sa"es pre@so"d entrancepoints or is an enc"osedarea p"ease add more detai" to t$is section.

People &ill enter the Summer Fair throu#h the Playin# Field car par' and then throu#h a #ate meaurin# 3!t &ide and uper"ied by te&ard%

ATTENDANCE-nc"ude your expected attendance !i%ures. or an a""day+mu"tip"e day eventt$is s$ou"d inc"ude maximum expected+a""owedattendance and t$e maximumat any one time.

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The playin# !ield can only a!ely accommodate ,000 people at any time% Tic'et are retricted to 4,00% 5aed on pre"iou year and on up todate tic'et ale in!ormation, e/pected number !or the e"ent are 4,200%

ependin# on &hether tic'et ha"e old out be!ore the e"ent, tic'et may beon ale on the mornin# o! the e"ent%

Ste&ard &ill be on #ate &ith clic'er to count the number o! people on iteand mana#e attendance%

A"DIENCE PRO!ILEote t$at your audience pro!i"e wi"" $e"p you w$enp"annin% !or ris3s andensures t$at you put in p"ace contro" measures and

!aci"ities appropriate tot$e event. or examp"e B i! or%anisin% a tea dance it isnot "i3e"y t$at youwou"d need to provide baby c$an%in% !aci"ities buts$ou"d ensure t$at t$ereare p"enty o! rest areas avai"ab"e.

revious $istory entertainment type and tic3et sa"eswi"" a"" $e"p to indicatet$e audience pro!i"e.

Thi e"ent &ill attract a &ide ran#e o! people !rom youn# to elderly% For people&ith mobility iue, the hard tandin# ur!ace #i"e uitable acce to thee"ent%

TE EVENT OR#ANISERS"ease detai" w$o t$e event or%anisers are.

#$e event is or%anised by Vincent de au" Society.

-nc"ude a tree o! responsibi"ity:

The chairperon i Fred 5lo## &ho i reponible !or all matter o! a!ety at the e"ent and the e"ent coordinator, reponible !or the arran#ement and timin# o! the e"ent i nnette Smyth% The e"ent team comprie o! other member o! the Vincent de Paul Society &ho &ill be ituated in a mar(uee&hich i clearly identi!iable a *"ent -ontrol%

ROLES AND RESPONSIBILITIES-nc"ude t$e various ro"es o! t$ose invo"ved in t$e eventin t$e tab"e be"ow anddetai" w$at t$eir ro"e entai"s.

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brie! decription o! role and reponibilitie iincluded belo&

Sa!ety !!icer "erall mana#ement o! a!ety iue

relatin# to the e"ent%*"ent 7ana#er 7ana#ement o! incident on the

#round% 7ana#ement o! 'ey contractor, mana#ement o! iueand compliance, ite mana#ement,entertainment mana#e

*"ent Team

Security and Ste&ardin#-ompanie

-ro&d Sa!ety, earchin#, and admiion control, bad#e chec'in#%

Tra!!ic 7ana#er8Tra!!ic 7ana#ement -ompany

Tra!!ic 7ana#ement 9a peci!ied inTra!!ic 7ana#ement Plan:

Firt id Firtid . ; are contracted to pro"ide Firt id co"er in accordance%

Sa!ety o! "ulnerable adult and children

<arda "etted chec'ed peronnel &ill belocated in The Pa"ilion, and ta'ereponibility !or, any lot, !ound or "ulnerable people%

CONTACTS-! t$e user o! t$is p"an needs to %et in touc$ wit$anyone invo"ved in your event t$ey wi"" "oo3 $ere.

!ull contact lit i included at ppendi/ %

CATERIN# AND OSPITALIT*&aterin% sty"es durin% an event wi"" vary !rom mobi"ecaterin% units to a""inc"usive $ospita"ity pac3a%es.

Environmenta" 'ea"t$ o!!icers !rom t$e 'SE "iaise wit$a"" contactors around !ood $ea"t$and sa!ety be!ore t$e event and conduct monitorin%visits durin% t$e event. -tis t$e responsibi"ity o! t$e event or%aniser to advise t$eEnvironmenta" 'ea"t$o!!icers o! a"" contractors as soon as t$ey are

,,




-! app"icab"e describe t$e caterin% !aci"ities you areo!!erin% and w$ere t$eyare "ocated on your site map.

There &ill be caterin# "an o!!erin# li#ht re!rehment, and 3 ice cream "an

on ite% Thee are ho&n on the ite map%

LI,"ID PETROLE"M #AS A"" p"ans o! caterin% "ayouts s$ow w$ic$ traders $avedec"ared t$e use o! L)%as. A "ist o! sta""$o"ders to%et$er wit$ p"ans are %ivento Environmenta"'ea"t$ sta!! !or inspection and issued to SectorStewards and ire and Rescue.

plan indicatin# ite uin# =P< i ho&n in ppendi/

LITTER&onsideration needs to be made !or "itter durin% anda!ter t$e event. #$is maybe provided by t$e "oca" vo"untary %roups or bycompanies.

=itter collection and treet cleanin# er"ice are pro"ided by "olunteer%

Thi include the pro"iion o! bul' re!ue 'ip, upply and emptyin# o! litter bin, litter pic'in# and mechanical cleanin#%

S'ip and collection point are ho&n on the !ull ite plan%

ENTERTAINMENTVarious types o! entertainment may ta3e p"ace at anevent. "ease detai" $eret$e types o! entertainment w$ic$ are p"anned !or yourevent inc"udin% t$etimes and "ocations.

There &ill be li"e muic throu#hout the day !rom local band on the mainta#e ho&n on ite plan% The Prince &ill be cro&ned on themain ta#e at 3pm% t >pm, there &ill be a t&o hour talent ho& !or competitor o! all a#e%

BARRIERS"ease indicate w$ere barriers wi"" be used and $owmany wi"" be on@site.

,/




-nc"ude detai"s o! t$e type o! barrier and w$o isinsta""in% t$em.

upply o! cro&d control barrier &ill be a"ailable at 'ey location around theite, and their deployment and a"ailability i lod#ed &ith the *"ent -ontrol%

5arrier that are already planned to be ued can be een on the ite plan%

SEC"RIT*(STE-ARDIN# COMPANIESStewardin% or security sta!! wi"" be needed !or t$e!o""owin% types o! duties:

• Searc$in% at entrances

• *ad%e c$ec3in%

• Rapid response

• &rowd monitorin%

• Emer%ency evacuation

• &ontro" and direct t$e pub"ic as re(uired

• onitorin% !ire exits and !ire e(uipment in t$eir

areas

• ire pane" monitorin%

Ste&ard &ill be preent at the Fair% They &ill be identi!ied by hi"i ?ac'et,and be reponible !or tic'et chec'in# and earchin# at entrance, rapid repone, cro&d monitorin#, emer#ency e"acuation, controllin# and directin# the public, and monitorin# !ire e(uipment% The te&ard are !ully trained, and &ill recei"e a brie!in# at 0$00 on the day%

CCTV

-! &&#V is avai"ab"e at t$e event t$e covera%e s$ou"dbe detai"ed $ere.-nc"ude w$o is responsib"e !or operatin% and w$et$ert$ey are or re(uire tobe S-A re%istered.

The playin# !ield are co"ered by --TV and the operator ha"ebeen made a&are o! the e"ent ta'in# place% n o!!icer &ill be a"ailable in the--TV room on the day o! the Fair, and a contact number ha been pro"ided%

,0




.% COMM"NICATIONS

PA S*STEM#$is section s$ou"d detai" any A systems in use atyour event. -! t$e entiresite is not covered p"ease detai" w$ic$ parts are notcovered and $ow t$eseareas can be communicated wit$.

There &ill be a P ytem on the ta#e to #i"e any announcement to "iitor%+t i currently aumed that thi &ill be uitable to pro?ect mea#e to theentire e"ent ite% Thi &ill be teted prior to the e"ent, and the plan updated accordin#ly%

RADIOCse o! radios s$ou"d be considered and detai"s o! t$eir use recorded in t$isp"an =!or examp"e B w$o $as t$em and w$at c$anne"t$ey are bein% a""ocated>

.adio are pro"ided !or the e"ent and are allocated to all appropriate ta!! and contractor% n *"ent -ontrol channel &ill be acceible !rom all radio%

ll ta!! &ill be brie!ed by the e"ent or#anier to enure that all incident,operational or a!ety, hould be communicated to the *"ent -ontrol &hereincomin# call &ill be lo##ed and dele#ated8communicated to the appropriate people%

.adio co"era#e &ill be teted on 3rd June, to allo& time !or any chan#e to bemade i! re(uired%

LO"D AILERSDetai" $ere w$ere "oud $ai"ers can be "ocated i! in useat t$e event and "istt$ose trained and con!ident in use.

=oud hailer are pro"ided at the entrance, and at the ta#e, in cae o! Pytem !ailure% The e"ent or#anier and te&ard are trained and con!ident in the ue o! a loud hailer%

TELEPONE

,2




#$is section s$ou"d contain detai"s o! any "and"ines orany 3nown di!!icu"tieswit$ mobi"e p$one networ3s in t$e area o! t$e event.

#$ere are two "and"ines in p"ace at Event &ontro".

$ere are no 3nown mobi"e p$one networ3 di!!icu"ties in t$e area.

A !u"" radio and te"ep$one "ist can be !ound in Appendix ,

SI#NA#E AND P"BLIC IN!ORMATIONDetai" $ere any si%na%e or pub"ic in!ormation !aci"itiesbein% used.

Temporary e"ent i#na#e i a"ailable acro the ite, #i"in# direction to thee/it point, toilet !acilitie and !irt aid point%

MEDIA ANDLIN##$e event may attract media attention and seniormembers o! t$e teams$ou"d be ready and prepared to %ive statementsabout t$e event.

Preprepared media tatement, &ith #ap !or attendance number etc &ill be&ritten by the Vincent de Paul Society team prior to the e"ent%

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/% TRA!!IC MANA#EMENT

#$e tra!!ic mana%ement o! an event is t$eresponsibi"ity o! t$e eventor%aniser. #$ey wi"" "iaise wit$ t$e "oca" )ardai and anystewardin% company invo"ved in mana%in% t$e road towrite a tra!!ic mana%ement p"an !or t$e event.

@o road ha"e had to be cloed !or thi e"ent, a it all ta'e place on !ield%There i car par'in# a"ailable on ite, but te&ard &ill be directin# car topace to aid the mo"ement o! "ehicle on the 1234%

The or#anier are in contact &ith the <ardai and the te&ardin# company to!ormalie a tra!!ic mana#ement plan% The ne/t meetin# i on 14th February, andthe plan &ill be updated by the 16 th February%

0% MEDICAL AND !IRST AID COVER

Detai"s o! t$e irst Aid and medica" cover !or yourevent s$ou"d be detai"ed int$is para%rap$.

#$is para%rap$ a"so a""ows !or detai"s o! w$ere eac$medica" !aci"ity is "ocatedon your site.

Firt id co"er !or the Summer Fair i bein# pro"ided by Firtid

. ;% They &ill be located at the main ta#e and at the *"ent 7ana#ement Tent% The !irt aid point &ill be #i"en o"er the P ytem, and aloi#npoted around the ite% Ae ha"e alo made the mbulanceSer"ice a&are o! thi e"ent% The nearet hopital i located at Villa#eto&n%

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5% !IRE RIS1 ASSESSMENT

A ire Ris3 Assessment must be carried out !or a"""ocations and detai"s o! anyris3s identi!ied and t$e way t$at t$ey are to bemana%ed s$ou"d be writtenwit$in t$is para%rap$.

The !ire ha)ard that ha"e been !ound are the caterin# "an 9&ho ha"e all pro"ided their o&n ri' aement – ee ppendi/ :, and li#htin# on theta#e !or the e"enin# entertainment% Ae aim to miti#ate the ri' o! the ta#eby uin# teted e(uipment%

!IRE E)TIN#"ISERSire extin%uis$ers s$ou"d be "ocated at 3ey positionsacross t$e site.

There &ill be 3 !ire e/tin#uiher by the ta#e, all o! the caterin# "an pro"ide

their o&n e/tin#uiher, and 2 by the entrance8e/it% Ste&ard are trained intheir ue% =ocation o! !ire e/tin#uiher are ho&n by a red dot on the itemap%

2% #a&da8(Se6&it9

#$is para%rap$ s$ou"d inc"ude w$ere )arda orSecurity are invo"ved in any o! t$e tra!!icmana%ement o! t$e event as we"" as i! t$ey are presentdurin% t$e event or i! t$e "oca" o!!icers $ave been made aware o! t$e event

ta3in% p"ace.

The Vincent de Paul Society ha"e made <ardai a&are o! the e"ent ta'in# place, and ha"e included them on the email circulation lit !or e"ent plannin#and update%Security ta!! &ill pro"ide aitance%

3% RIS1 MANA#EMENT

RIS1 ASSESSMENTS

-ndicate w$ere ris3 assessments can be !ound and anysi%ni!icant issues

,7




arisin%.

Pleae ee ppendi/ !or complete ri' aement% Thi ha been made inaccordance &ith the .i' ement document%

INCIDENT RECORDIN##$e Event &ontro" s$ou"d maintain a record o!everyt$in% t$at occurst$rou%$out t$e event. Describe w$at met$ods wi"" beused.

ll radio mea#e &ill be captured on a laptop at e"ent control by adedicated incident reporter, &ho ha &or'ed on e"ent !or 3 year%

EALT AND SA!ET* A"TORIT*#$is para%rap$ s$ou"d detai" w$o is to contact t$e 'SAi! t$ere is an incident.

The Sa!ety !!icer &ill contact the BS i! re(uired uin# the number inthe contact lit%

INS"RANCE#$is is w$ere detai"s o! t$e insurers wi"" be !ound andwi"" inc"ude t$e "eve" o! &over

-EATER#$is para%rap$ s$ou"d cover w$o is responsib"e !ormonitorin% weat$er !orecasts in advance and durin% t$e event w$o t$isin!ormation wi"" be passedto and w$ere t$e in!ormation wi"" be obtained.

The &eather !orecat &ill be monitored by 5ill Victor and the in!ormation &ill be paed to Fred 5lo## !or any rele"ant action% The in!ormation &ill beobtained !rom the 7et *ireann &ebite%

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4% Inident Management

#$is section a""ows !or detai"s o! t$e mana%ement o!t$e event under norma"circumstances as we"" as detai"s o! $ow t$e event wi""be mana%ed s$ou"d anun!oreseen incident occur.

The e"ent &ill be mana#ed !rom an *"ent -ontrol .oom, &hich includerepreentati"e o! the e"ent or#anier and the emer#ency er"ice%

*"ent -ontrol monitor e"ent a!ety and coordinate and direct the role o! the "ariou a#encie in"ol"ed%

Ext&eme -eat7e& Extreme weat$er may cause ot$er actions to be ta3ento prevent in<ury or dama%e. "ease detai" $ere i! t$ere are any issuesre%ardin% t$is event.

+! e/treme &eather a!!ect the Fair, Fred 5lo## &ill ta'e appropriate action to pre"ent in?ury or dama#e% thi i an open ite, tron# &ind may becomean iue, epecially &ith electrical e(uipment on the ta#e% The deciion o! cancellation8amendment to the e"ent lie &ith the e"ent or#anier%

EMER#ENC* VEICLE ACCESS RO"TES#$is para%rap$ s$ou"d detai" any dedicated emer%encyve$ic"e access routesand rende;vous points or any pub"ic routes or"ocations t$at may be used !or emer%ency ve$ic"es.

/9




#$ese are more easi"y s$own wit$ re!erence to t$e sitemap.

There are t&o loc'ed #ate onto the playin# !ield, &hich can be unloc'ed by either the e"ent or#anier or the emer#ency er"ice, and &hich &ill pro"ide

direct acce to the playin# !ield% Thee route are mar'ed on the ite map%

EVENT EVAC"ATION PLANDetai" $ere emer%ency evacuation !or visitors as we""as t$e event team andcontractors inc"udin% car par3s.

Plan !or the e"acuation o! the ite or ditinct part thereo!, are contained inthe 7a?or +ncident Plan, at ppendi/

event management plan template may 13

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