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Event Safety
Management
Plan
Eroica Britannia 2017 The Festival
Friden Grange
Friden
Buxton
Derbyshire
SK17 0DY
15 – 18 June 2017
Prepared by
Britannia Ahoy Ltd
By Jo Mulvey;
01/12/2016
Version 1.0
Eroica Britannia 2017 The
Festival Friden Grange
Friden
Buxton
Derbyshire
SK17 0DY
15 – 18 June 2017
Prepared by
Britannia Ahoy
Ltd
By Jo Mulvey;
01/12/2016
Version 1.0
Document Control
THIS DOCUMENT IS LIVE AND IS SUBJECT TO REVISION.
PLEASE ENTER REFERENCES IN THE TABLES BELOW.
AUTHOR CONTROL
Name Version Action Sections Date
Jo Mulvey V1.0 First Draft All 01/12/2017
RELEASE CONTROL
Name Version Release Date Released to?
Jo Mulvey V1.0 05/12/16 DDDC Licensing
3
Contents
Contents .............................................................................................................................. 3
Section 1 .............................................................................................................................. 9
1.0 Definitions and Terminology ................................................................................. 9
Section 2 ............................................................................................................................ 14
2.0 Event Information ................................................................................................ 14
2.1 Event Overview ................................................................................................... 14
2.2 Britannia Ahoy Overview .................................................................................... 14
2.3 Audience Profile .................................................................................................. 14
2.4 Key Event Emergency Contact Details ............................................................. 15
Section 3 ............................................................................................................................ 17
3.0 Location ............................................................................................................... 17
Section 4 ............................................................................................................................ 18
4.0 Principal Legislation ............................................................................................ 18
4.1 H&S Management Statement............................................................................. 18
4.2 Health and Safety Goals..................................................................................... 20
4.3 Key Roles and Responsibilities ........................................................................... 21
4.3.1 Event Director ................................................................................................... 21
4.3.2 Event Manager ................................................................................................ 23
4.3.3 Health & Safety Advisor .................................................................................. 24
4.3.4 Production Manager ....................................................................................... 25
4.3.5 Facilities Manager ............................................................................................ 25
4.3.6 Power Manager ............................................................................................... 25
4.3.7 Water Manager ................................................................................................ 26
4.3.8 Food Vendor Manager ................................................................................... 26
4.3.9 Security Manager ............................................................................................ 26
4.3.10 Medical Manager ............................................................................................ 27
4.3.11 Traffic Manager ................................................................................................ 27
4.3.12 Volunteer Staff Supervisor ............................................................................... 28
4.3.13 Camping Manager ......................................................................................... 28
4.3.14 Dark Hours Contact ......................................................................................... 28
4.3.15 Waste Manager ............................................................................................... 28
4.3.16 Trader and Exhibitor Manager ....................................................................... 29
4
4.3.17 Fairground Manager ....................................................................................... 29
4.3.18 Contractors ....................................................................................................... 29
Section 5 ............................................................................................................................ 30
5.0 Event Staffing and Management Structure ....................................................... 30
5.1 Safety Advisory Group ............................................................................................. 31
Section 6 ............................................................................................................................ 32
6.0 Construction Phase Plan ..................................................................................... 32
Section 7 ............................................................................................................................ 33
7.0 Medical Provision ................................................................................................ 33
Section 8 ............................................................................................................................ 34
8.0 Live Event Arrangements .................................................................................... 34
8.1 The Festival Site ................................................................................................... 34
8.2 Security and Stewarding .................................................................................... 34
8.3 Medical ................................................................................................................ 34
8.4 General Customer Service, Bar & Cleaning Staff ............................................. 35
8.4 Temporary Structures/ Infrastructures ................................................................ 35
8.5 Catering ............................................................................................................... 36
8.6 Sanitary Provision ................................................................................................ 37
8.7 Temporary Water Supply .................................................................................... 38
8.8 Generated Power Supply ................................................................................... 38
8.9 Fairground Rides and Attractions ...................................................................... 38
8.10 Licensing .............................................................................................................. 38
8.11 Entertainment and Activities .............................................................................. 39
8.12 Lighting ................................................................................................................ 39
8.13 Power ................................................................................................................... 39
8.14 Signage ................................................................................................................ 40
8.15 Event Control ....................................................................................................... 40
8.16 Public Address System........................................................................................ 40
8.17 Dark Hours Contact ............................................................................................ 40
8.18 Sponsors ............................................................................................................... 40
Section 9 ............................................................................................................................ 42
9.0 Crowd Management .......................................................................................... 42
9.1 Time ...................................................................................................................... 42
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9.2 Space ................................................................................................................... 42
9.3 Information .......................................................................................................... 42
9.4 Energy .................................................................................................................. 43
9.5 Crowd Management .......................................................................................... 43
9.6 Processing Rates ................................................................................................. 43
9.7 Occupancies ...................................................................................................... 43
9.8 Architectural Design ........................................................................................... 44
9.9 Communication .................................................................................................. 44
9.10 Event Fencing ...................................................................................................... 44
9.11 Wristbands .......................................................................................................... 44
Section 10 .......................................................................................................................... 46
10.0 Security Provision ................................................................................................ 46
10.1 General Security Duties ...................................................................................... 48
10.2 Terrorist / Bomb Threat ........................................................................................ 48
10.2.1 5C’s .................................................................................................................... 48
9.2.2 5W’s .................................................................................................................... 48
10.3 Dealing with Firearms Incidents ......................................................................... 50
Section 11 .......................................................................................................................... 52
11.0 Waste Management ........................................................................................... 52
Section 12 .......................................................................................................................... 53
12.0 Protecting Children / Young Persons from Harm .............................................. 53
12.1 Lost Child Policy (Adult Reporting) .................................................................... 53
12.2 Lost Child (Child Reporting) ............................................................................... 54
Section 13 .......................................................................................................................... 56
13.0 Noise Management ............................................................................................ 56
13.1 Noise Monitoring ................................................................................................. 56
Section 14 .......................................................................................................................... 57
14.0 Camping .............................................................................................................. 57
14.1 Management ...................................................................................................... 57
14.1.1 Camping Manager ......................................................................................... 57
14.1.2 Communication ............................................................................................... 57
14.2 Camping Arrangements .................................................................................... 57
14.2.1 Area ................................................................................................................... 57
6
14.2.2 Water ................................................................................................................. 57
14.2.3 Power ................................................................................................................. 58
14.2.4 Facilities ............................................................................................................. 58
14.2.5 Toilets and Hand-Washing Facilities .............................................................. 58
14.2.6 Showers ............................................................................................................. 58
14.2.7 Waste management ....................................................................................... 58
14.2.8 Valuables .......................................................................................................... 58
14.2.9 Children ............................................................................................................. 58
14.2.10 Pets ................................................................................................................. 58
14.3 Fire Safety ............................................................................................................ 59
14.3.1 Camp Fires and Barbeques ............................................................................ 59
14.3.2 Fire Exits .............................................................................................................. 59
14.3.3 Fire-Fighting Equipment................................................................................... 59
14.3.4 Fire Points ........................................................................................................... 59
14.3.5 Fire Marshals ...................................................................................................... 59
14.3.6 Escape Routes/ Emergency Access Route .................................................. 59
14.3.7 Evacuation Procedure .................................................................................... 60
14.3.8 Extreme Weather Contingency ..................................................................... 60
14.3.9 No Smoking ....................................................................................................... 60
14.3.10 Lighting .......................................................................................................... 61
14.4 Medical Provision ................................................................................................ 61
14.5 Security Provision ................................................................................................ 61
Section 15 .......................................................................................................................... 62
15.0 Fire Safety ............................................................................................................ 62
Section 16 .......................................................................................................................... 64
16.0 Emergency Procedures and Emergency Action Plans .................................... 64
16.1 Emergency Evacuation Plan .............................................................................. 65
16.1.1 Definitions .......................................................................................................... 65
16.1.2 Pre-Event .......................................................................................................... 66
16.1.3 During Event...................................................................................................... 66
16.1.4 Post Event .......................................................................................................... 69
16.2 Death or Serious Injury ........................................................................................ 69
16.2.1 Pre-Event ........................................................................................................... 70
7
16.2.2 During Event...................................................................................................... 70
16.2.3 Post-Event .......................................................................................................... 73
16.3 Severe Weather ................................................................................................... 74
16.3.1 Common steps for all types of severe weather ........................................... 74
16.3.2 Lightning ............................................................................................................ 76
16.3.2 Heavy Rain or Hail / Snow Storms .................................................................. 78
16.3.3 Strong winds ...................................................................................................... 79
16.3.4 Extreme Heat/Humidity ................................................................................... 80
16.3.5 Extreme Cold .................................................................................................... 82
16.3.6 Post-Event .......................................................................................................... 83
16.4 Non-Controlled Fire ............................................................................................ 83
16.4.1 Pre-Event ........................................................................................................... 83
16.4.2 During Event...................................................................................................... 84
16.4.3 Post-Event .......................................................................................................... 85
16.5 Security Threat ..................................................................................................... 86
16.5.1 Pre-Event ........................................................................................................... 86
16.5.2 During Event...................................................................................................... 86
16.5.3 Suspicious Packages ....................................................................................... 88
16.5.4 Bomb Threats .................................................................................................... 89
16.5.5 Post-Event .......................................................................................................... 89
16.6 Marquee Evacuation .......................................................................................... 89
16.6.1 Capacity ........................................................................................................... 91
16.6.2 Access for Emergency Services ..................................................................... 91
Section 17 .......................................................................................................................... 92
17.0 Traffic / Transport Management ........................................................................ 92
Section 18 .......................................................................................................................... 93
18.0 Licensing .............................................................................................................. 93
18.2 Licensable Area Map ......................................................................................... 95
Section 19 .......................................................................................................................... 96
19.0 Communications Plan ........................................................................................ 96
Section 19 .......................................................................................................................... 98
19.0 Site Plans .............................................................................................................. 98
Section 20 .......................................................................................................................... 99
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20.0 Event Risk Assessment ........................................................................................ 99
Section 21 ........................................................................................................................ 135
21.0 Fire Risk Assessment ......................................................................................... 135
Section 22 ........................................................................................................................ 145
22.0 References ......................................................................................................... 145
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Section 1
1.0 Definitions and Terminology
Event safety
management file
A full set of documentation covering all
aspects of design, build phase, live
event and de-rig phases. This will
include all RAMS, insurance
documentation and all other
documents relevant to the specific
undertaking.
To be kept in the Management Office.
Event Director Simeon Aldred
(Britannia Ahoy
Limited)
Responsible for the coordination of the
management of the event throughout
all phases.
Responsible for ensuring all major
incidents receive an appropriate
response including co-ordination of the
evacuation procedures for the site.
Responsible for managing all major
incidents and that they receive an
appropriate response including co-
ordination of the evacuation
procedures for the site.
Head of the Emergency Response
Team (ERT).
Investigating officer for any major
incident onsite if Health & Safety Advisor
is not present.
Event Manager Jo Mulvey
(Britannia Ahoy
Limited)
Responsible for the management of the
event throughout all phases.
Responsible for managing all major
incidents and that they receive an
appropriate response including co-
ordination of the evacuation
procedures for the site in the case of the
absence of the Event Director
Deputy Head of the Emergency
Response Team (ERT).
Responsible for coordinating the safe
management of all the onsite work.
10
Responsible for overseeing the build
and de-rig of the infrastructure of the
event site.
Responsible for collecting all “build
complete” sign-offs from all relevant
suppliers
Lead Health & Safety
Advisor
Hitesh Patel
(Gallowglass
Health & Safety LLP)
Responsible for co-ordinating Health
and Safety Management of the site for
the event and the compilation of the
Event Safety Management Plan (File)
during planning stages.
Assist in the collection of all “build
complete” sign-offs from all relevant
suppliers
Ultimate sign-off that event is ready to
open to the public. Investigating officer
for any major incident onsite during live
event and the requested times during
build and de-rig.
Assistance with the evacuation
procedures as part of the Emergency
Response Team (ERT).
Health & Safety
Advisor
TBC
(Gallowglass
Health & Safety LLP)
Responsible for relieving the Lead
Health & Safety Advisor in the evenings
and all duties that are entailed.
Will be the Dark Hours Contact for the
site once all event operations have
ceased for the evening.
Production Manager Alex Bingham
(Full Circle)
Responsible for the management and
installation of all production equipment.
Responsible for managing the Noise
Management Plan.
Assistance with the evacuation
procedures as part of the Emergency
Response Team (ERT).
Site Manager Ryan Essen
(Freelance)
Responsible for managing and onsite
co-ordination of the infrastructure
suppliers, such as water, power, site
lighting, PA system, Fencing and
Trackways.
Power Manager Neil Rounding
(Templec)
Responsible for the safe installation and
maintenance of all power supplied to
11
the event site as commissioned by the
Event Organisers.
Responsible for producing ‘sign off’ that
all power supplied has been fitted
according to plan and is safe to use. To
be available via telephone at all stages
of the event.
Power Provider Templec Responsible for supplying all power
equipment.
Responsible for providing suitably
trained and qualified staff to complete
the works required.
Responsible for maintaining all site
lighting.
Water Manager Kieran Gerred
(Watermills)
Responsible for the safe installation and
maintenance of all drinking water
supplied to the event site as
commissioned by the Event Organisers.
Responsible for producing ‘sign off’ that
all drinking water supplied is for
consumption. To be available via
telephone at all stages of the event.
Water Provider Watermills Responsible for supplying all water
supply equipment.
Responsible for providing suitably
trained and qualified staff to complete
the works required.
Event Assistant Jess Webb Responsible for overseeing Event staff
on site and support to Event Manager
Security Manager Oliver Gardiner
(Vespasian)
Responsible for producing and
enforcement of the Security Plan across
the site for the event.
Responsible for the management of SIA
resources and crowd management.
Responsible for managing the fire
marshalls / wardens under his direction.
Responsible for assisting with
emergency evacuation procedures by
managing all staff under his direction as
part of the Emergency Response Team
(ERT). Ensure well-being and welfare of
all security and stewarding staff.
Security Provider Vespasian Security Responsible for the providing suitably
trained staff security staff and stewards.
12
Responsible for providing suitably
trained fire marshalls / wardens.
Medical Manager John Cooper
(Chase Medics)
Responsible for writing and updating
the Medical Operations Plan and for
specifying the medical staffing and
equipment levels on site.
Responsible for co-ordination of
medical resources throughout the
event. Responsible for ensuring that the
medical tent is kept fully stocked and
any used stock replenished.
Co-ordination and assistance of
evacuation procedures as part of the
Emergency Response Team (ERT).
Ensure well-being and welfare of all
medical staff.
Medical Provider Chase Medics Responsible for providing suitably
trained staff and equipment specified
by the Medical Manager. Responsible
for the immediate reaction to any
medical incident.
Traffic Manager TBC Responsibility for creating the traffic
management plan (TMP) and the
routing and parking of all the event
traffic.
Responsible for managing all traffic
during all stages of the event
management staff. Ensure well-being
and welfare of all traffic management
staff.
Traffic Management
Provider
TBC
Responsible for providing suitably
trained staff for traffic management
duties.
Responsible for providing and
maintaining all traffic management
equipment at all stages of the event
Deputy Event
Manager
Jess Webb
(Freelance)
Responsibility for implementation of the
event volunteer staff plan as well as
operational control of volunteer staff.
Ensure well-being and welfare of all
volunteer staff.
Assisting the Emergency Response
Team with the evacuation procedures.
13
Camping Manager TBC Responsible for the management of the
Eroica Campsites.
To ensure that camping rules are
adhered to at all times.
Responsible for ensuring that all
arrangements for fire procedures are
maintained on the campsite.
Responsible for handover to security
personnel and Dark Hours Operations
Contact.
Dark Hours Contact TBC
(Gallowglass
Health & Safety LLP)
To act as the main point of contact for
all on site staff, campers and
emergency services once all event
activities have ceased for the evening.
Will manage all incidents on site in the
dark hours and to escalate to senior
management where required and as
briefed.
Waste and Cleaning
Manager
TBC In control of the implementation of the
waste management plan.
Rider Registration and
HQ Manager
Nick Cotton
(Birtannia Ahoy
Ltd)
Responsible for managing registration
of riders and Eroica Britannia HQ
Trader / Exhibitor
Manager
Vicky Cotton
(Britannia Ahoy
Limited)
Responsible for managing all traders
and exhibitors.
Designated Premises
Supervisor
Gian Bohan
(Britannnia Ahoy
Limited)
Responsible for managing all licensable
activities, and ensuring all conditions of
the licence are in place and managed
as stipulated in the Premises licence
Fairground Manager TBC
Responsible for managing the safe
installation, maintenance and use of all
fairground rides and attractions.
Steward and Event
Staff Manager
TBC
(Flair Event
Satffing)
Responsible for managing the stewards
and event staff.
Signage Supervisor TBC
Responsible for the installation,
maintenance and removal of all site
signage
14
Section 2
2.0 Event Information
Construction Phase: 1st – 15th June 2017
Live Event Phase: 15th – 18th June 2017
De-Construction Phase: 19th– 25th June 2017
2.1 Event Overview
Eroica Britannia 2017, is a family festival that is associated with the vintage cycling and
vintage scene. The festival will be the start and end point where the organised cycle
rides across Derbyshire on the Sunday will all begin and finish. This is the fourth time that
the festival has been staged in the UK and new for 2017 it has chosen Friden Grange
near Buxton as the ideal location for such an event. The trail that the bikes use runs
directly through the new site giving the riders great access not only on the Sunday but
across the weekend for riding.
The main festival site will consist of sponsors, traders and vendors who are associated
to the vintage cycling and vintage scene. There will be two stages and an Arts style
Tent providing music to entertain the visitors and guests as well as a small fairground,
and various food and drink retailers.
All entertainment shall fit in with the family festival image and will be made accessible
for all.
2.2 Britannia Ahoy Overview
Britannia Ahoy are an innovative live event company that believes in creativity,
professionalism and good old-fashioned service. They have a wealth of experience in
delivering world class live events as well as local connections within Derbyshire and
the Peak District. The Eroica Britannia Event is now globally recognised as a market
leader in the cycling world. The event management team at Britannia Ahoy have over
20years experience in delivering safe working and best practice events.
2.3 Audience Profile
Based on the event profile, using previous attendance the expected profile is:
Previous experience has shown this type of event to be peaceful and the
audience good-natured.
The audience mainly consists of families and small groups of cycling enthusiasts.
The attendance at the event is not expected to exceed 14,999 at any one time.
A Crowd Management and Security Management system is in place to assist in
their management.
2.4 Key Event Emergency Contact Details
Name Position Mobile Phone Email
Simeon Aldred Event Director 07951 096 059 [email protected]
Jo Mulvey Event Manager 07966 646 750 [email protected]
Jess Webb Deputy Event Manager [email protected]
Gian Bohan Designated premises
Supervisor 07795 143 319 [email protected]
Nick Cotton HQ Manager 07976 419 047 [email protected]
Vicky Cotton Trader Manager 07966 416 050 [email protected]
Marco Mori Ride Manager 07515 941 879 [email protected]
Sam Kantorowich Ride Assistant 07906 251 526 [email protected]
Hitesh Patel Lead H&S Advisor (Days) 07826 913 752 [email protected]
TBC H&S Advisor (Nights) and Dark
Hours Contact
Ian Hyde Event Control 07980 830 404 [email protected]
Richard Joy Entertainment Manager 07949 190 551 [email protected]
Alex Bingham Production Manager 07947 898 666 [email protected]
Ryan Essen Site Manager
Neil Rounding Power Manager 07970 163 571 [email protected]
Kieran Gerard Water Manager 07507 641 270 [email protected]
Oliver Gardiner Security
16
John Cooper Medical Manager 07834 560439 [email protected]
TBC Traffic Manager
TBC Camping Manager
TBC Waste and Cleaning Manager
Patrick McGeough Fairground Manager 07890 032 839 [email protected]
Clare Peckham Steward Manager 07769 651 678 [email protected]
Emma Stocks Event Staff Manager 07900 318 800 [email protected]
TBC Signage Supervisor
Section 3
3.0 Location
The Event Site in Friden Grange is where the heart of the festival is and where the
ride starts and finished. culminates. Friden grange is situated in the heart of the
Peak District between Bakewell, Buxton & Matlock and has great access to the
trails. The Event Site is over 100 acres. Below is an aerial of the site and surrounding
areas. Please also see the attached Site Plan for more detail.
18
Section 4
4.0 Principal Legislation
4.1 H&S Management Statement
This document is provided as a supplement to the requirements placed on
individuals and organisations by current health and safety legislations and
contractual agreements.
Compliance with this document should therefore not be regarded as fulfilling all
the relevant statutory obligations pertinent to a particular individual or
organisation, which remains their own responsibility.
In keeping with its overall objectives and in accordance with the requirements of
the Health and Safety at Work etc. Act 1974 and the Management of Health and
Safety at Work Regulations 1999, Britannia Ahoy Ltd will take all reasonably
practicable steps to ensure the health, safety and welfare of its employees and
sub-contractors.
A high standard of performance in this respect is one of the Company’s principal
objectives and an integral part of its approach to service delivery.
The involvement and co-operation of all employees and sub-contractors on both
an individual and collective basis are crucial to the achievement of these aims. In
all its activities the Company acknowledges and will seek to meet its responsibilities
for health and safety in respect of those who are not its employees and the
environment in which it operates.
The Health and Safety at Work etc. Act 1974
S.2 (1) “It shall be the duty of every employer to ensure, as far as is reasonably
practicable the health, safety and welfare of all his employees”
S3 (1) “It shall be the duty of every employer to conduct his undertaking in such a
way as to ensure, as far as is reasonably practicable, that persons not in his
employment who may be affected thereby and are not exposed to risks to their
health and safety”
The Management of Health and Safety at Work Regulations 1999
Regulation 3 (1) “Every employer (and self-employed) shall make a suitable and
sufficient assessment of -:
a) The risks to the health and safety of his employees to which they are
exposed whilst they are at work, and
b) The risks to the health and safety of persons not in his employment arising
out of or in connection with the conduct of him or his undertaking, for the
19
purpose of identifying the measures he needs to take to comply with the
requirements and prohibitions imposed on him by or under the relevant
statutory provisions”
Britannia Events will seek to achieve its aims by:-
a. Creating and maintaining a positive health and safety culture which
secures the commitment and participation of all employees / sub-
contractors.
b. Meeting its responsibilities to employees, to other people and to the
environment in a way which recognises that legal requirements are only a
minimum standard.
c. Adopting a planned and systematic approach to the implementation of
the Company's H&S policy, to ensure:-
i. the provision and maintenance of plant and systems of work that
are, so far as is reasonably practicable, safe and without risk to
health;
ii. arrangements for ensuring, so far as is reasonably practicable, safety
and the absence of risks to health in connection with the use,
handling, storage and transport of articles and substances;
iii. the provision of such information, instruction, training and supervision
as is necessary to ensure, so far as is reasonably practicable, the
health and safety at work of its employees;
iv. the maintenance of any place of work under the Company’s control
in a condition that is safe and without risks to health and the provision
and maintenance of means of access to and egress from these
places of work that are safe and without such risks so far as is
reasonably practicable; and
v. the provision and maintenance of a working environment for
employees that is, so far as is reasonably practicable, safe, without
risks to health and adequate as regards facilities and arrangements
for their welfare at work
d. Identifying and assessing the risks associated with all activities of the
Company with the aim of eliminating or controlling the risks, so far as is
reasonably practicable.
e. Allocating resources to meet the requirements of the Company's health
and safety policy.
20
4.2 Health and Safety Goals
Britannia Ahoy Ltd will proactively manage health and safety on this site as they
do on all other sites. Consequently accident rates are generally below the industry
norm.
Britannia Ahoy Ltd has set the following health and safety goals for the project:
The project will aim for a ‘Zero’ accident rate whilst this project is on-going
and all contractors shall be encouraged to aim for this
All accidents, incidents and near misses will be reported and properly
investigated by the onsite Event Safety Advisor and remedial actions taken
where appropriate.
All accidents, however minor, will be recorded in the ‘on site’ accident
book and be reported to the Event Director and Event Manager,
applicable within 24 hours.
Any serious accidents or incidents, or those reportable under RIDDOR, will
be reported to the Event Director and Event Manager, applicable
immediately. All work will stop until the investigation is complete and the
corrective action in place to prevent reoccurrence.
All near misses will be investigated by the onsite Event Safety Advisor
recorded and reported to the Event Director and Event Manager on a daily
basis.
Gallowglass Health and Safety will amend the Event Safety Management
Plan as necessary to take account of the findings of any accident or near
miss investigations.
21
4.3 Key Roles and Responsibilities
4.3.1 Event Director
Ensure health and safety, site rules and regulations are a major
consideration when planning the event
Remote management of the site in respect of organisational and financial
matters
Attending local SAG meetings
Liaison with emergency services and to assist the emergency services with
routine requests when required
Liaison with the security and stewarding contractor
Liaison with Health & Safety Advisor on all H&S related issues
Liaison with the Traffic Management Supervisor
Arranging and chairing emergency, general and team meetings and
briefings
Daily briefings to heads of all departments onsite
Daily de-brief with all department heads on site at end of each day
Co-ordinate and manage all contractors and Eroica Britannia 2017 staff
during event build, live event and break-down phase
Making sure all staff and contractors have received all site specific
information and site rules in conjunction with the Event Manager and Health
& Safety Advisor
In conjunction with the Health & Safety Advisor, ensure all staff and
contractors are briefed on safe working practices and driving rules
Ensuring all aspects of the build and break-down are safety inspected by a
competent and qualified person and are placed in accordance with pre-
approved site plans
Direct personnel and public as part of the ERT in the event of an emergency.
In conjunction with the Event Manager and Safety Advisor, inform all
persons onsite of emergency procedures/protocols and bring the
emergency fire routes, evacuation areas and assembly points to their
attention
Encourage good housekeeping in order to reduce the risk of trip/slip
hazards and fire risks
Production and circulation of site maps
Ensure staff under their control, including freelance workers and contractors,
are competent and fully aware of any potential hazards
Ensure Personal Protective Equipment (PPE) required is suitable and worn by
all employees; and by all persons deemed to be at risk
With the assistance from the Event Manager, inform all persons onsite of
emergency procedures/protocols and bring the emergency fire routes and
evacuation areas to their attention
Maintain good housekeeping in order to reduce the risk of trip/slip hazards
and fire risks
22
Ensuring any incident or accident is appropriately reported, logged and
investigated
Carrying out safety inspections prior to and after the installation and de-rig
phases
Ensuring, where necessary, that before each area is segregated with the
use of temporary barrier or hazard tape that no public access is possible
whilst works are taking place.
To act as the head of the Emergency Response Team (ERT) during an
emergency situation
Liaison with emergency services during an emergency situation
Responsible for all event critical decisions such as changes to the running
order, hours of operation (in accordance with the License conditions) and
event cancellation or curtailment
Ensure adequate medical provisions are in place and that all workers are
aware of provisions and to oversee medical and provision in conjunction
with the Medical Director
4.3.2 Event Manager
Responsible for taking on all duties of the Event Director in the event that
the Event Director has to leave site due to unforeseen circumstances.
Responsible for overseeing the build of the event site during the Build Phase
and control of all construction contractors onsite
Responsible for all “build complete” sign-offs before going into “Live Event”
phase
Liaison with the Event Director and the Health & Safety Advisor
Responsible for the maintenance and repair of the event infrastructure
through the live event
Assistance with evacuation procedures of the event site as part of the
Emergency Response Team (ERT) or as Head of ERT in the absence of the
Event Director.
Attending daily safety and de-brief meetings
Responsible for the de-rig of the event infrastructure during Break-down
Phase
4.3.3 Health & Safety Advisor
Co-ordinate inspections carried out by himself and the Health and Safety
Advisors of the statutory authorities
To advise and assist the Event Director and Event Manager on issues relating
to the health and safety of contractors, employees, vendors, traders,
exhibitors and the general public
To co-ordinate the compilation of the Event Safety Management Plan
Ensuring any incident or accident is appropriately reported, logged and
investigated
Assisting the Event Operations Team in carrying out the required event risk
assessments, including Obstacle Risk Assessments
Carrying out safety inspections prior to, during and post the live event
Co-ordination and implementing safety inductions to all staff and
contractors attending site including the emergency action procedures and
protocols
Inform all persons on site of emergency procedures/ protocols and bring the
emergency fire routes, evacuation areas and assembly points to their
attention
Ensure all contractors have received all site specific information and site
rules in conjunction with the Event Operations team
Ensure Personal Protective Equipment (PPE) required is available for
employees and persons deemed to be at risk
Assist the Eroica Britannia 2017 Management Team to ensure that all
activities take place within the times and locations in accordance with the
premises licence and conditions
Encourage good housekeeping in order to reduce the risk of trip/slip
hazards and fire risks
Direct personnel and public as part of the ERT in the event of an emergency
evacuation and in line with the evacuation. Emergency Action Plans
Ensure health and safety, site rules and regulations are a major
consideration when planning the event/ installation
Undertake suitable and sufficient risk assessments posed by work activities
onsite, including fire risk assessments
Liaison with the Event Director and Event Manager during the live event
phase
Assess contractor compliance with their company’s Health and Safety
Documentation including Method Statements and Risk Assessment
4.3.4 Production Manager
Co-ordinate and manage the production contractors during build phase.
Ensure staff under their control, including freelance workers and contractors,
Ensuring all aspects of the production build are safely installed and are
placed in accordance with pre-approved site plans
Ensure that all aspects of the Noise Management Plan are adhered to at all
times
Ensure that all sound levels are kept below the agreed levels at all stages of
the event.
Responsible for ensuring the Public Address System / Tannoy is installed,
tested and maintained at all stages of the event
Assistance with evacuation procedures of the event site as part of the
Emergency Response Team (ERT)
4.3.5 Facilities Manager
Ensure that all toilets, showers, drinking water, waste water and event waste
provisions are positioned according to the site plans.
Manage all facilities suppliers / contractors at all stages of the event.
Ensure that all facilities are maintained and are fit for purpose at all stages
of the event
Be available by phone over the whole duration of the event.
Liaise with the Event Director, Event Manager and Health & Safety Advisor
at all stages of the event.
4.3.6 Power Manager
Ensure that all power equipment is installed and maintained according to
the plans submitted and according to manufacturers’ instructions.
Ensure that all cables do not present a hazard.
Complete the sign off that all electrical installations are safe to use
Be available by phone over the whole duration of the event.
Liaise with the Event Director, Event Manager and Health & Safety Advisor
Ensure that all refuelling of generators is controlled and all spillages
managed appropriately.
4.3.7 Water Manager
Ensure that all drinking water and waste water equipment is installed and
maintained according to the plans submitted and according to
manufacturers’ instructions.
Complete the sign off that all drinking water is safe for human consumption
Be available by phone over the whole duration of the event.
Liaise with the Event Director, Event Manager and Health & Safety Advisor
4.3.8 Food Vendor Manager
Ensure that food vendors are positioned according to the site plans.
Manage all Food Vendors at all stages of the event.
Be available by phone over the whole duration of the event.
Liaise with the Event Director, Event Manager and Health & Safety Advisor
at all stages of the event.
Assist Event Manager and Health & Safety Advisor in conducting on site
inspections of food vendors.
Assistance with evacuation procedures of the event site as part of the
Emergency Response Team (ERT)
4.3.9 Security Manager
Ensuring the Security Supervisors and Stewards operate in accordance with
the Security Brief prepared by the Security Manager with input from the
Event Director, Event Manager and Health & Safety Advisor.
Assisting the Event Management Team to ensure that all activities take
place within the times stipulated in the premises licence
Direct personnel and public as part of the ERT in the event of an emergency
evacuation and in line with the evacuation Emergency Action Plan
To protect public safety
To provide information to the general public where necessary
To act as a readily identifiable point of central/local contact for the guests
and general public
To provide intelligence and feedback to the Event Management Team
relating to activities on the site
To assist in carrying out agreed emergency procedures
To assist in the reporting of incidents and the taking of witness statements,
securing of incident sites
To assist the Police or other statutory body in the carrying out of their duties
To control crowd management
Assist Traffic Management of vehicles within the site where Emergency
Vehicle access is required.
To act as Fire marshalls / wardens continually monitoring the site and to assist
in emergency situations by following instructions from the Emergency
Response Team (ERT)
4.3.10 Medical Manager
Responsible for planning the necessary medical provision for the event
weekend to include staffing numbers and positioning, medical
infrastructure and supplies, water safety, medical transportation
Writing and compilation of the Medical Operations Plan
Consulting and advising Eroica Britannia 2017 on all matters of participant
and spectator safety and liaising with the Health & Safety Advisor
To liaise with the Eroica Britannia 2017 Event Management Team on all
medical accidents and incidents.
Pre-Briefings for all medical staff prior to the event
Liaison with the Event Director, Event Manager and Health & Safety Advisor.
Attend the pre-event medical meeting and the post-event medical de-
brief
To make sure the onsite medical supplies are fully stocked and replenished
prior to and after each event
Liaison with local hospitals and medical providers including identifying a
suitable helicopter landing site and communicating this with the Event
Director And Health & Safety Advisor
Attending daily safety and de-brief meetings
Assisting with incident investigations, reports as the medical subject matter
expert onsite
Ensure that all patient contacts and hospital transports are tracked and
logged
4.3.11 Traffic Manager
Creation of the Traffic Management Plan (TMP) to include analysis of traffic
ingress directions and flows during the live event phase
Responsible for planning and arranging any necessary road closures, traffic
calming measures, roadside messaging or other such measures
Planning and documenting the parking plan to include ingress routes,
parking capacities, internal flows, drop-off points, mobility impaired parking
and event staff parking
Maintaining all emergency routes and fire lanes are kept clear at all times.
To liaise with the Eroica Britannia 2017 Management Team on all traffic
related concerns and to liaise with local agencies to ensure TMP is
achievable and effective
Responsible for safely marking the construction traffic routes during the build
phase and the event traffic routes prior to the live event
Attending daily safety and de-brief meetings
To liaise with the Eroica Britannia 2017 Event Management Team on all traffic
and parking related accidents and incidents
Attending daily safety and de-brief meetings
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4.3.12 Volunteer Staff Supervisor
Managing the volunteer staff allocated ensuring they operate in
accordance with the Security Briefing held by Volunteer Staff Supervisor
Ensure the welfare and well-being of all volunteer staff
Liaise with Event Director and Event Manager regarding any problems
arising throughout the event periods
Direct personnel and public as part of the ERT in the event of an emergency
evacuation and in line with the evacuation Emergency Action Plan
Attending daily safety and de-brief meetings
4.3.13 Camping Manager
To manage the check in and placement of campers and tents
To ensure that camping rules are adhered to at all times
Responsible for ensuring that all arrangements for fire safety are maintained.
To liaise with the Eroica Britannia 2017 Event Management Team on all
camping related accidents and incidents
Liaising with the security personnel situated at strategic positions throughout
the camping area
Handover to the Dark Hours Contact and Security once all event activities
have ceased in the evenings
4.3.14 Dark Hours Contact
To act as the point of contact for all night staff, campers and emergency
services once all activities have ceased and the core Management Team
are off site.
Ensure that all emergency procedures are followed in the event of an
emergency during the nights
To liaise with the emergency services during dark hours as required
To contact the Event Director, Event Manager and Health & Safety Advisor
if an incident has a broad impact on the event immediately,
4.3.15 Waste Manager
To manage the removal and / or safe storage of all waste from the whole
of the event site.
Liaise with the facilities manager at all stages of the event
4.3.16 Trader and Exhibitor Manager
Ensure that Traders and Exhibitors are positioned according to the site plans.
Manage all Traders and Exhibitors at all stages of the event.
Be available by phone over the whole duration of the event.
Liaise with the Event Director, Event Manager and Health & Safety Advisor
at all stages of the event.
Assist Event Manager and Health & Safety Advisor in conducting on site
inspections of Traders and Exhibitors.
Assistance with evacuation procedures of the event site as part of the
Emergency Response Team (ERT)
4.3.17 Fairground Manager
To manage the installation and maintenance of all the fairground rides and
attractions. Provide all relevant documentation as required under current
UK Legislation and Guidance.
Manage all the fairground operatives at all stages of the event.
Ensure that all safety information is clearly communicated to all who wish to
use the rides and attractions
Ensure refuelling of generators is controlled and all spillages managed
appropriately.
4.3.18 Contractors
Contractors have the following responsibilities and duties:
All work activities must be undertaken as per contractors risk assessment and
carried out as per method statements, any work carried out that is deemed to be
unsafe or unsatisfactory by the Health & Safety Consultant or Health & safety
Advisor will be terminated immediately (see Management of Health and Safety at
Work Regulations 1999, regulation 3).
The provision of a safe working environment without risks to health and with
adequate facilities and arrangements for welfare at work
The provision and maintenance of safe plant
The provision of safe systems of work
The safe use, handling and storage of hazardous materials / equipment
The provision of information, instruction, training and supervision
The maintenance of the workplace in a safe condition and the provision
of safe entrances and exits
The preparation of a written statement of Policy on Health and Safety
This information must also be given to any agency that must pass this
information to its employees who will work for the client.
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Section 5
5.0 Event Staffing and Management Structure
There will be a number of different companies and agencies working under the
direction of Britannia Events to deliver The Festival. The following is a list of
services provided and the company providing the services for Britannia Events
during build, live event and de-rig.
Simeeon Aldred - Event Director - Britannia Events
Jo Mulvey - Event Manager
Alex Bingham - Full Circle -Production
Ryan Essen- Facilities Manager
Watermills - Water
TBC- Waste
UK Loos- Toilets
UK Loos- Showers
Neil Rounding- Templec -Power
Snowdens - Marquees
Chase Medica - Medical
Vicky Cotton - Food Vendors Manager
All Food Vendors
Vicky Cotton - Traders and Exhibitors Manager
All Traders and Exhibitors
Oliver Gardiner- Vespasian-Security
TBC- Traffic Management
Patrick McGeough- Fairground Manager
- Steward and Event Staff Manager - Flair Event Staffing
- Camping Manager
Hitesh Patel - Health and Safety Advisor - Gallowglass
Health and Safety LLP
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5.1 Safety Advisory Group
Eroica Festival
Event Management
Team
Police
Fire Service
Ambulance Service
Showground Management
Peak District Council
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Section 6
6.0 Construction Phase Plan
The Construction Phase Plan shall be produced as a separate document. For
reference purposes it will be known as Appendix 1 Eroica Britannia 2017
Construction Phase Plan.
The Construction Phase Plan shall fulfil all requirements for CDM 2015
Regulations.
The Construction Phase Plan shall also contain all required overlay structure
and infrastructure schematics. All schematics shall also be available in Event
Control during live phases.
Particular attention shall be given to the co-ordination of all contractors and
the space only stands and sponsors who will be providing their own
Construction Phase Plans
Copies will be made available upon request for all relevant authorities form the
Event Manager or Lead Health & Safety Advisor.
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Section 7
7.0 Medical Provision
Medical provision will be supplied by competent and qualified medical
personnel. All medical personnel will be supplied by Chase Medics and will be
onsite throughout all phases of the live event.
All accidents/ incidences will be reported and recorded appropriately.
RIDDOR reportable incidents will be recorded and reported to the local
authority within 7 days of the date of the incident.
Chase Medics will document all arrangements in the Medical Operations Plan
and will be adhered to at all times. A copy is available upon request from the
Event Manager or Lead Health & Safety Advisor.
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Section 8
8.0 Live Event Arrangements
8.1 The Festival Site
The Festival Site area is the main hub of activity for cyclists, campers and visitors,
the site includes the following facilities:
Eroica Britannia 2017 Headquarters
Participant and spectator registration
Campsite Check In
Food and Beverage stalls and facilities
Thornbridge Tavern
Start & Finish Line
Traders and Vendors
Bike Jumble Sale
Toilets
Medical Centre
Welfare Point
Various sponsor activations
Information point
Band Stands
Fairground
8.2 Security and Stewarding
Security will be provided by Vespasian Security, all operatives shall be SIA
badged as a minimum. There main brief will be to assist in the management of
the Licensable Activities, Public Safety and Crime Prevention. They will be
briefed on their roles and responsibilities in an emergency situation.
Stewards shall be provided by Flair Event Staffing as well as Vespasian Security.
There man brief will be in providing information, checking wristbands, assisting
with marshalling on the ride day, and assisting in directing people in an
emergency situation according to the brief provided.
8.3 Medical
Medical will have 2 permanent positions and staff patrolling the Festival site.
The Primary Medical centre will be on the main event site, this will be staffed
during all operational hours of the festival. The secondary permanent position
will be the info desk at the campsite and this will have a minimum of a first aider
24 hours a day. All operative and equipment shall be provided by Chase
Medics.
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8.4 General Customer Service, Bar & Cleaning Staff
Bar staff are provided by the approved Eroica Britannia 2017 bar partner with
the Health & Safety Advisor approving their training, certification and RAMS.
Cleaning and Waste clearance staff are provided by the approved Eroica
Britannia 2017 Waste partner with the Health & Safety Advisor approving their
training, certification and RAMS.
All staff members and contractors shall be thoroughly briefed on the roles they
are undertaking, and will be advised to dress appropriately (e.g. wet weather
clothing).
In all, team members will be conversant with the required health, safety and
environmental requirements for the site in addition to being made fully aware
of the rules governing the sale and supply of alcohol within the event areas.
8.4 Temporary Structures/ Infrastructures
All key structures are to be provided by Snowden’s, a competent supplier and
will be constructed using manufacturers designed components.
All temporary structures and equipment installations will be designed and built/
erected by competent vetted Eroica Britannia 2017 appointed contractors.
All main contractors shall submit safety risk assessments and method of working
to the Eroica Britannia 2017 appointed Health & Safety Advisor in respect of
their onsite activity; these will include details of employee /subcontractors
competencies and training in respect of their ability to operate equipment.
The Eroica Britannia 2017 appointed Health & Safety Advisor will ensure that
contractors and site personnel follow safe working practices and erect the
temporary structures as detailed in the specification and monitor all activities
at the event arena relating to the erection and construction of the structures.
All structures will be checked by a competent person and certified as being
safe before they are used and therefore structures erected and certificated for
this event shall provide completion certificates to the Eroica Britannia 2017
Health & Safety Advisor.
All marquees shall be provided with suitable and sufficient means of access
and egress. Barriers and demarcation lines should be provided where
appropriate to all structures. Where relevant, all structures and frames shall be
earthed.
A structural sign-off will issued by the Marquee provider to Eroica Britannia
2017’s Event Management Team on completion of the build of the Marquees.
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This sign-off document should identify that the structure has been built
according to all manufacturer’s instructions.
On no account must the structural fabric of the Marquees be used to support,
brace, or anchor any equipment, fixings or apparatus except to approved
anchorage and fixing points which have been identified by a Safe System of
Work for the purpose intended. Similarly, on no account must any part of the
fabric be used to assist hauling or lifting, unless designed for this specific
purpose.
All the tent fabrics, inner linings and floor coverings (where appropriate) used
by the contractor, in the construction of the structure meet the standards laid
down by THE MADE-UP TEXTILES ASSOCIATION Code of public Safety and Home
Office requirements expressed in circular DCOL/14/1995 to Chief Fire Officers.
There will be a number of smaller gazebo style structures that will be owner
supplied, especially in the jumble sale area. All structures of this type will be
inspected by the Health & Safety Advisor and the Event Director for suitability.
The Event Director shall have the final decision upon advice from the Health &
Safety Advisor on all owner supplied structures.
8.5 Catering
Eroica Britannia 2017 will be hiring out space to approximately 30 food and
drink vendors.
All Catering facilities / outlets will provide the Health & Safety Advisor with:
Full name and contact details for all suppliers
Relevant up to date HACCP
Copies of all Safety / Environmental certification
Copies of Gas Safe certification (where required)
Specific Risk Assessments / Method Statements for all activities
Copies of Public Liability Insurance certificates
In order to provide food, which is safe, all Catering facilities/ outlets will ensure
that the following arrangements are made:
Each stage of the catering operation from preparation to consumption
will be constantly monitored;
Food handlers will be trained in food safety and hygiene to a recognised
standard;
The highest possible standards of cleanliness will be maintained for
equipment and premises;
Clean protective clothing will be required for all food handlers;
Equipment checks made by the Caterer before use to ensure that there
are not visible defects. Do not use anything where a defect has been
37
found or is suspected. Report any defects or problems to the Health &
Safety Advisor.
Read and comply with all safety instructions relating to the equipment
used;
Do not touch plugs or other electrical equipment whilst hands are wet
or when the equipment is in contact with a wet surface;
Clean up any spillages from floors and work surfaces immediately;
Do not over fill any kettle or other receptacle;
Do not leave any cooking equipment unattended whilst in use;
Cover any open wounds, cuts, and abrasions with suitable waterproof
dressings;
Leave the area in a clean and tidy condition;
Ensure that any illness or infectious condition transmitted by food is
reported to a responsible person;
Comply with all instruction and information provided
Provide all staff and operatives suitable hand washing facilities.
All catering outlets will operate at a minimum 4 star food hygiene rating.
8.6 Sanitary Provision
Adequate numbers of toilets, showers and washbasins and hand-sanitising
points will be provided by an external approved provider. These facilities shall
be maintained to ensure that they are kept in a clean and serviceable
condition throughout the duration of the event and maintained to a high
standard of hygiene.
These facilities will be split between those in the main event site and the
different camping areas.
The sanitary facilities shall be provided in accordance with “The Event Safety
Guide”. Including access features, lighting and hand-wash facilities.
A number of lockable disabled toilet units will also be provided.
The proposed locations of toilet facilities are detailed on the site layout plan.
A Hot Wash area will be provided for the use of Food Vendors only. This will be
suitable for the cleaning of equipment and for staff hygiene. All vendors shall
be briefed on the use of the area and that at no stage are oils and other
substances that must be controlled, disposed at the facility.
All toilets and showers will be provided by UK Loos. They will implement a service
schedule which will be agreed with the Event Management Team, to minimise
the impact of vehicle movements on site. The Event Management Team will
ensure that access is available for vehicles to all facilities.
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8.7 Temporary Water Supply
All water points will be tested and commissioned by a competent contractor,
Watermills, prior to supplies being used onsite during the live event. All test
results will be appropriately recorded, logged and made available upon
request.
All black water shall be collected in dedicated vehicles and will be emptied at
the location as advised by the Event management Team.
Watermills shall ensure that a technician is available at all times during the
Festival and campsite opening times.
8.8 Generated Power Supply
Where generators are installed they shall not present any fire or electrical
hazard to the rest of the event site. This is the responsibility of the power supplier
appointed by Eroica Britannia 2017 and the Health & Safety Advisor shall check
generator locations and installation.
All generators will have suitable isolation and residual protection.
Heras fencing units will be secured to form a perimeter around the generator
locations and access to these compounds will be restricted to authorized
personnel only.
Where a generator is installed to provide an alternative electricity supply to
emergency equipment or to emergency lighting it shall have sufficient
capacity and be able to start operating sufficiently quickly to ensure safety in
the event of the failure of the normal electricity supply.
8.9 Fairground Rides and Attractions
There will a small number of fairground rides at the Eroica Britannia 2017. All will
be sourced from a known reputable supplier. ADIPS will be collected where
necessary and will be displayed at all times on the rides. The Fairground
Manager will liaise with the Event Manager at all times. Any person acting
boisterously or inappropriately will be reported to the Event Manager who will
with the assistance of the security team will take appropriate action.
8.10 Licensing
The Designated Premises Supervisor shall monitor all sales of alcohol, and shall
ensure that all sponsor and trader bars and stalls have a responsible Personal
Licence Holder in their location, to authorise all alcohol sales. The DPS shall
provide all Personal Licence holders a copy of the licence and information on
the policies and procedures for supplying alcohol at Eroica Britannia 2017.
As part of the Premises Licence the only glass allowed on the event site will be
consumed within the designated beer gardens where guests are able to drink
from glass bottles. However if the guest would like to leave the beer garden
area then their drinks will be decantated into plastic cups.
39
Also all riders are given 1 eroica beer bottle as part of the registration which
they are able to drink. Experience has shown these are usually kept as souvenirs
and are not generally drank on site. The Eroica Britannia beer will also be sold
in the Eroica Britannia Headquarters and adjoining garden area. Security are
to monitor this and to stop any persons abusing this exemption.
8.11 Entertainment and Activities
The Entertainment Manager will oversee all activities and entertainment, with
assistance from the Production Manager and Production Team. All Activities
and entertainment shall be suitable for the family audience profile of the event.
All key Production Elements shall be provided by Full Circle Productions. Key
installations shall be Eroica Headquarters, Main Stage, The Kids Tent, Eroica
Emporium and the Arts Tent.
The Equipment to be supplied in the main will be staging, screens, lighting,
sound equipment, and on the main stage only haze and the small disco lasers
shall also be used.
Full circle are to provide the Health & Safety Advisor with all documents
required for their install and activities. The Production Manager is to sign off
each individual area, The Health & Safety Advisor will collect and store the sign
offs in the Event Safety File, and they shall be made available to all relevant
authorities where requested.
Most activities managed by the Event Team, do not add an additional
significant risk to the event risk assessment. Where a significant risk has been
identified further information shall be requested by the Health & Safety Advisor
and stored in the Event Safety File. Two activities highlighted will be, Children’s
Face Painting and Interactive Circus Skills Demonstrations. The suppliers of these
services shall submit full documentation, to include Risk Assessments, Method
Statements, Insurance and the MSDS for all relevant materials used.
8.12 Lighting
Site lighting will be installed on the event site and on the campsites. In High
activity areas Tower lights shall be sourced and strategically placed. All major
pedestrian routes shall also have Festoon lighting installed to aid the safe
movement of people around the different areas of the festival site as a whole.
The Electrical Manager shall ensure that all lighting is maintained for the
duration of the event.
8.13 Power
All generators are to be supplied by a reputable supplier, Flying Hire. All
equipment will be tested prior to arrival to site, with copies forwarded to the
Health & Safety Advisor, who will ensure that they are held in the event safety
file. Most of the generators shall have a sufficient supply of fuel for the duration
of the event, in bunded bowsers positioned next to the generator. A small
number shall require refuelling. This shall be managed by flying hire with their
own equipment, at an appropriate time of day as agreed with Flying Hire and
40
the Event Management Team. Flying Hire will ensure that all generators are
operational at all times during the Festival.
Flying Hire shall provide the cabling required up to the point of the distribution
boxes. The Distribution boxes and all other provisions to supply power to various
event areas and infrastructure are to be installed by Templec.
8.14 Signage
All site signage will be provided and installed by Grafika. All signage will be
securely attached and where required the wind loadings will be provided to
the Health & Safety Advisor.
The signage company have been informed on the minimum height required
on emergency routes for the free movement of emergency vehicles.
8.15 Event Control
A dedicated Event Control will be located on the event site. All radio
communications shall be co-ordinated from here and all a full event log
documented. Event control will be managed Ian Hyde, he will be provided all
procedure and will receive an in depth brief form the Event Director, Event
Manager and Lead Health & Safety Advisor.
The Organisers from the ride will be based in their own unit on the Ride day with
Radio contact to Event Control, this has been arranged to facilitate clearer
and quicker lines of communication between the Organisers of the Festival and
the organisers of the Ride, if there was an issue with a rider on the ride.
8.16 Public Address System
The Public Address system will be installed and managed by Yorkshire Sound
Services. They will be in direct contact with event control and will be provided
with all emergency messages and the procedures on when they are to be
delivered. They will ensure that the PA system is fully operational at all times.
They will be briefed by the Event Director, Event Manager and Lead Health &
Safety Advisor prior to the open of the festival and comply with the Noise
Management Plan in place.
8.17 Dark Hours Contact
The Dark hours contact will be provided by Gallowglass Health & Safety LLP.
This will be the Night time Health & Safety Advisor. Once all operations for the
Festival have ceased in the evening they will become the Main Point of
Contact for all staff onsite. They will be fully briefed on the actions they are to
take and when an incident requires the attention of Senior Management.
They will be provided the night time contact details for all key Senior
Management.
8.18 Sponsors
All sponsors will have to submit a Construction Phase Plan in addition to all other
documents, as required by latest guidance issued by the HSE. The Event
41
Manager and Lead Health & Safety Advisor shall ensure that these are co-
ordinated with the Construction Phase Plan for the Festival and that all
contractors have the required access and space to complete their works
safely.
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Section 9
9.0 Crowd Management
Fundamentally, there are four interacting elements in every crowd situation:
time, space, information, and energy.
The time is simply the period during which the crowding occurs; space, the size
and configuration of the area occupied; information, the perceptions by those
in the crowd, real or imagined, that cause it to take some group action; and
energy, the pressures created by massed pedestrians that can result in
accidents and death.
Analysis has shown that in all cases these elements have played a critical role,
and that management strategies based on one or more of these elements
could have averted or significantly reduced crowd effects.
9.1 Time
The Event Management Team are familiar with the influence of time on
crowding. At Eroica Britannia 2017 The Festival, time is usually a less critical
factor in crowd management due to the staggered nature of the arrival times
of cyclists on the ride day. Sufficient security and crowd management planning
will be implemented to minimise any risk.
9.2 Space
This element is considered in two ways when analysing crowd effects. The first
is the critical density or average area per person that occurs in uncontrolled
crowds, and the other is the particular architectural configuration or type of
pedestrian facility involved. When average densities in a crowd reach the
approximate area of the human body, -about 0.15m² per person, individual
control of movement becomes impossible, and phenomena such as shock
waves will be propagated through the crowd mass and cause the sudden
uncontrolled surges that unleash the crowd’s destructive force.
Architectural features that typically are implicated in dangerous crowding
incidents are those that rigidly confine people within an inadequate space, or
are not properly designed for crowd pressures and efficient mass movement.
Sufficient exits with visible signage will be implemented on the site. Capacity
numbers for all structures will be held and pre-determined before arrival on site.
Marquees will monitored by the event management team and access will be
controlled by security if deemed busy by the Event Director or Health and
Safety Advisor.
9.3 Information
The perceptions of people in a crowd determine whether the crowd crush will
be just an unpleasant experience, or end in disaster. People in a crowd do not
have a broad view of what is happening around them, and unless authoritative
information is received from a reliable source, will act on the speculations of
43
others nearby. If there is a perception of danger, the human flight response
can cause the sudden type of movement that unleashes the massed energy
of the crowd. The opposite of the flight response can also occur-a “craze,” or
competitive scramble to attain some intensely desired or valued objective. The
Cincinnati Coliseum and Love Parade incidents are examples of the type of
rush where no threat existed.
Clear communication regarding bar closing time will provide sufficient
information to minimise risk.
9.4 Energy
The phenomenal forces that are produced by a crowd mass once it reaches
critical density are almost impossible to stop. Reports of persons being literally
lifted out of their shoes and of clothes being torn off are common in
uncontrolled crowd situations. Survivors of crowd disasters report difficulty in
breathing because of crowd pressures, and asphyxia, very likely accentuated
by fear, is a more common cause of crowd deaths than trampling. Energy is
less likely to be a significant contributing factor to crowd management risk at
the Eroica Britannia 2017 The Festival as the majority of the cyclists attending,
where the crowd management risk is highest, will have completed a ride and
so are likely to be somewhat jaded.
9.5 Crowd Management
The appointed Security Manager will co-ordinate with the Event Director and
the Lead Health & Safety Advisor and will utilise the systems model described
above to develop control strategies to prevent the occurrence of critical
crowd forces. Physical facilities and staffing to be adequate to accommodate
expected customer flow rates.
9.6 Processing Rates
The Event Management Team will be required to adopt a pro-active and
responsive attitude to processing rates. The Event Manager will be responsible
for ensuring that processing rates are understood by all staff and that they
adapt techniques as they understand and experience the event further.
9.7 Occupancies
In waiting areas, 2m² per patron will allow relatively free movement; 1m²,
movement on an “excuse me” basis; and 0.5m², standing without touching
others-but with little ability to move freely. This is about the occupancy level
that is seen in most normal waiting situations. At approximately 0.3m²per
person, involuntary touching and brushing against others will occur, a
psychological threshold that should generally be avoided in most public
situations. Below 0.2m² per person, potentially dangerous crowd forces and
psychological stresses may begin to develop.
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9.8 Architectural Design
To prevent crowding and facilitate pedestrian movement, places of public
assembly are required to provide several dispersed entrances and exits rather
than centralized ones. Well-designed places of assembly characteristically
have direct lines of patron flow and clear lines of sight. Circuitous and narrow
passageways, “dogleg” routes, obscured doorways and stairs, and ambiguous
pathways create confusion, and in an emergency flight response situation,
have the potential for disaster. In such emergencies, we acknowledge that the
“the-line-of-sight” becomes “the-line of flight.” At the Eroica Britannia 2017 The
Festival, the open air nature of the main festival site, and the limited use of
fencing and barriers compared to other large open air events, means that
sufficient exit routes are offered.
9.9 Communication
The Event Director will ensure that a clear and robust communication network
involving the Security Manager, the Event Management Team, stewarding
staff, local police and emergency services is established. A clear chain of
responsibility for crowd control and emergency procedures will be established
and repeatedly reinforced. This requires formal designation of the authority to
make key decisions relating to crowd control and also summoning the
emergency services if required. Liaison is developed and actively maintained
with local police, fire, and medical services and respective roles clearly
defined.
The availability and reliability of communications equipment and the means of
its use are crowd management considerations. The public address system may
be used to aid crowd management and megaphones will be available to
further support this.
Good crowd planning and management improves the public’s enjoyment of
events and encourages future attendance. It also reduces crowd-related
accidents, their associated liability claims, and the possibilities of more serious
and costly incidents.
9.10 Event Fencing
Event Fencing will be used where protection from infrastructure is needed. Due
to the nature of the event and the demographic the implementation of rope
and post, or bunting and posts are to be used so that there is clearly boundaries
between different areas of the site.
9.11 Wristbands
All riders, campers, visitors and staff will be provided with a wrist band. The wrist
band must be shown at the entrance points onto the main Festival Site. At the
start of each live event day the Stewards will scan the barcodes as people
enter the main event site. They will report to the Stewarding Manager who will
keep account of the number of people entering the main Festival Site. Once
the number of riders and visitors to the main festival Site has reached the
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capacity stipulated on the Premises Licence, all entrances to the main Festival
Site will then adopt a one out one in policy. This procedure will ensure that there
is no breach of the Premises Licence that has been granted regarding the
number of riders and visitors in the licenced area. It is anticipated that there will
be no more than 14,999 people on the main event site / Licensable Area at
any one time.
The wrist bands distributed will act as a pass to enter the main Festival Site,
assisting in the control of numbers as part of the Premises Licence. Security and
stewards will ask to see the wristband before allowing persons onto the main
Festival Site. Any person found without a wristband will be reported to the Event
Manager and may be asked to leave site. The wristbands provided to riders
and visitors will be a different colour to the one provided to all staff, contractors,
guests, vendors, traders and sponsors.
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Section 10
10.0 Security Provision
There will be a Daily Record Register available on the premises which will
contain each officer’s full name, SIA registration number and the date and time
he/she commenced and ceased their duty.
All security staff will be familiar with the admission, exclusion and safe guarding
and stewarding of all staff/ persons whilst on the event site.
An Event Security and Stewarding Plan will identify the numbers and location
of stewards and security personnel. This will be provided by the approved
security provider prior to arrival on site and approved by the Eroica Britannia
2017 event management team and the Health & Safety Advisor.
In order to carry out the stewarding effectively, a chain of command shall be
established.
The security main responsibilities will be to assist customer management,
prevent overcrowding, reduce crushing problems, minimise injury, prevent
unauthorised access and provide assistance to the Police and other
emergency services in the event their attendance on site is required.
All participants and spectators entering the site will be provided a wristband
thus making identification of offenders easier. The general public will be able
to purchase tickets on the day of the events, but will be regulated by Eroica
Britannia 2017’s Event Management Team and Security.
An Incident Report Register will be maintained which will include the name and
contact details of any security officer and/or member of staff/ contractor
involved in an incident.
The exact detail and extent of the incident including date, time, location etc.
and details such as anti-social behaviour will be recorded. The name and
number of the police officer in attendance (if required) and details of any
witness shall also be recorded.
With regards to preventing drugs and offensive weapons being brought onto
the event site, a Search Policy may be implemented to minimise the likelihood
of this occurring. Searches will be carried out in accordance with this policy if
a security officer has reasonable cause to suspect illegal drugs or offensive
weapons may be on or be being taken onto the event site. The search policy
will be provided by the security provider. Due to the customer demographic,
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the likelihood of weapons or recreational drugs entering the event site is
considered to be very low.
Notices to persons will be clearly displayed stating that incidents of crime and
disorder will be reported to the police and that entry to the event site will be
refused to any person who appears to be drunk, acting in a threatening
manner or is violent or abusive.
Entry to the main Festival Site will be refused to any person who appears to be
under the influence of illegal substances or whose intention may be apparently
to use, supply or distribute illegal substances.
All security officers will be communicating via two way radios on a pre-
determined frequency.
A programme of re-charging batteries for two way communication shall be
implemented and all officers will address each other by location and code
signage to prevent alarm or confusion from persons overhearing instructions.
Ear-pieces shall be utilised and all communication shall be executed discreetly.
Security officers shall ask all persons who they believe to be under influence of
excess alcohol to refrain from additional alcohol intake and then inform the
Security Manager who will determine the course of action to be taken in co-
operation with the Event Director and / or Event Manager.
‘Challenge 25’ will be implemented.
Whilst specific threats and risk will be identified in each event plan, an
increased level of awareness is necessary and this should be confirmed
with the police:-Announcements to public not to leave belongings
unattended.
All staff but especially security and stewards should be aware of what is
going on around them:
o Should the item be there?
o Can it be accounted for?
o Is it out of place?
Site security to be on site during construction to identify all vehicles
before access to site.
Site security to maintain regular patrols.
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10.1 General Security Duties
To control the safe movement of vehicles where necessary
To control ingress and egress into the venue
To perform search and ticket checks where necessary
To provide information to the public as to the site layout and facilities
To provide information to the public to the public as to the running
order/timings of the show
To monitor and report on crowd densities
To monitor and report on the general welfare of the crowd
To provide information to event control of any potential
hazards/problems
To assist the Emergency Services as directed
To control access to restricted areas to pass-holder only if directed
To assist in the extraction of persons experiencing difficulties
To assist in evacuation should it become necessary to do so
10.2 Terrorist / Bomb Threat
In the event of suspicious items being discovered the 5 C’s and 5 W’s will be
applied. All staff will receive specific briefings:
10.2.1 5C’s
Confirm How long has item been there/has anyone been seen with it/has
it been moved- why is it suspicious?
Clear Clear the area immediately.
Cordon Cordon off the area.
Control Control the cordon effectively.
Check For secondary hazards or devices.
9.2.2 5W’s
What is it Describe the item/size etc
Where is it Exact location of item and any access route?
When When was it found/has it been moved?
Why Why is the item suspicious?
Who Who found it/Who are the targets/who are the witnesses?
Minimum Cordons
Letter size/small parcel Minimum 100 metres
Suitcase/Holdall Minimum 200metres
Vehicle Minimum 400 metres.
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In the event of suspicious items being discovered the following key actions
should be applied:
Do not touch suspicious items.
Move everyone away to a safe distance.
Prevent others from approaching.
Communicate safely to staff, visitors and the public.
Use hand-held radios or mobile phones away from the immediate
vicinity of a suspect item.
Remain out of line of sight of the suspicious item, and behind ballistic
cover.
Notify Event Control who in turn will notify the police.
Ensure that whoever found the item or witnessed the incident remains
on hand to brief the police.
Introduction
Site security will be provided for the event site during The Construction
Phase
The Live Event Phase will be staffed by a Security Manager reporting to
the Event Director and / or Event Manager.
Security will be providing guarding, patrolling, protecting property and
persons and crowd control services.
Staff will restrict access to controlled areas to authorised personnel only
Voluntary staff will be present throughout the event site.
Passes
For this purpose wristbands will be issued to all event personnel, by the
Event Management Team.
Register of Security Personnel
A register of all security staff will be kept in Event Control
All SIA registered staff MUST wear their SIA badge at All times when on
duty
All SIA staff must be specifically identified in the register by their SIA
number
Briefings
All Security Staff will be properly briefed on all general and event specific issues
before work start.
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10.3 Dealing with Firearms Incidents
BEAR IN MIND THE FOLLOWING ACTIONS SHOULD BE UNDERTAKEN WITHOUT
EXPOSING YOURSELF TO UNNECESAARY DANGER.
Cover
The first action to be taken is to find cover. There are two types:
Cover from view - whereby the person carrying the firearm cannot see
you.
Cover from fire - ballistic cover which affords protection from bullets.
Examples of good ballistic cover could be:
Behind substantial brickwork, reinforced concrete or steel structures.
Behind the engine block of a motor vehicle.
Behind a substantial living tree at its base.
In open look for undulating ground and seek out hollows or mounds that
provide substantial protection.
Confirm
It is a firearms incident to the police.
The exact location of the incident.
The numbers involved and descriptions of attackers and direction of
travel.
The type of firearm(s) involved. Are they handguns, long barrelled or
automatic weapons?
This information is important to the police as it indicates the potential firearms
capabilities of the attackers – long barrelled weapons are generally more
effective over long ranges whereas handguns are more effective over shorter
distance.
Contact
The police must be contacted immediately via 999 with the information
set out in the confirm section above.
Use all communication means available to you to inform staff, customers
and others of the danger in order to save lives.
Control
As far as you can control the situation and limit access to the scene. If
safe to do so direct others away from the danger and to a place of
safety.
If indoors stay there and lock the door and remain hidden from view and
away from windows and doors until it is safe.
Local Emergency (Major Incident)
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The role of the first person who suspects that a local emergency (major
incident) is taking place is to collect relevant information about the incident.
The following mnemonic is used to systematically obtain this information to be
passed to Event Director or Event Manager for onward transmission to the
emergency services.
S Survey the scene.
A Assess the situation.
D Disseminate the following information.
C Casualties - Approximate numbers of injured and dead, nature of
injuries.
H Hazards - Present, e.g. fire, broken glass/debris, smoke.
Potential - Falling debris, unstable buildings, risk of explosion from nearby
petrol station or other source.
A Access - Best routes for emergency services if pre-planned ‘red routes’
are compromised.
L Location - Exact location with street names or identified local landmarks
or map reference if possible.
E Emergency services – Those already present and required, consider
other non-emergency services, e.g. Building Surveyors for unsafe
building, or Utility companies for damage to underground services, and
the Military for logistical support.
T Type of incident – Is it a major incident involving fire, explosion, building
collapse, vehicles, or chemicals.
S Start making a record of actions/decisions made and why.
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Section 11
11.0 Waste Management
There will be in place, a comprehensive and detailed Waste Management
Plan the supplier is TBC at this stage . There will be designated general waste
bins around the site.
Eroica Britannia 2017 will supply waste bins which will be positioned around the
main Festival Site, and on the campsites. These will be regularly emptied and
then collected immediately after the event areas have closed or the following
day, depending on time and location.
In addition, our supplier will provide a team of site cleaners and litter pickers
who would continuously patrol the event areas removing waste whilst the
event is in operation.
Eroica Britannia 2017 will ensure that the site is left completely clear of all litter
after the event. Waste will be collected by an approved contractor who will
ensure that it is taken to a waste recycling plant. The contractor is also
responsible for ensuring that controlled waste is collected and disposed in
accordance with the Environmental Protection Act 1990. All medical waste will
be dealt with by the medical providers.
As much as possible, waste will be segregated to ensure maximum recycling.
At Eroica Britannia 2017 we take our commitment to the environment very
seriously.
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Section 12
12.0 Protecting Children / Young Persons from Harm
All bar staff will be familiar with and have experience or operating the ‘Think
25’ policy. Any persons who they think does not look 25 will be challenged and
asked to provide identification before being served alcohol.
The only forms of identification that will be acceptable are a PASS approved
ID card, Photo Driving Licence or Passport. Children or young persons under the
age of 18 shall be the responsibility of the guardian who invited / escorted them
to the event.
It is the Event Manager’s responsibility to ensure that all onsite Eroica Britannia
2017 staff and contractors are briefed on lost person(s) policies and
procedures. This will be covered in the event briefing prior to the live event
opening.
12.1 Lost Child Policy (Adult Reporting)
Eroica Britannia 2017 will have a Meeting Point that will be the primary meeting
point for all missing people onsite. The default location for this is The Medical
Centre next to HQ.
There are two possible scenarios for lost or separated children,
parents/guardians reporting a lost or missing child and a lost child who has
identified that they cannot find their parent/guardian.
Lost Child (Adult Reporting)
o Parent/guardian should be taken to the Eroica Headquarters
o The Event Director or Event Manager or Health & Safety Advisor will
shall be contacted immediately and will manage the procedures.
o As much information should be gathered from the Parent/ guardian
as possible such as name, age, description, clothing, last known
location etc
o A member of the Eroica Britannia 2017 event delivery team should
remain with the Parent/ guardian while the search takes place
o A call will be placed on the main control radio network asking staff
to move out of direct contact with other customers
o Key description details will then be provided to staff by radio (NOT
INCLUDING NAME) and designated staff shall undertake a search of
their areas of responsibility
o Once found the child shall be taken to the main medical centre by
2 members of the event delivery team. And they should wait with the
child. Once with the child at no times are any staff or volunteers
allowed to be alone with the child.
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o A cross check between the details given by the Parent/guardian
and those offered by the child will be undertaken and only once
certain that the parties belong together will they be reunited.
o The parent/guardian shall be taken by a member of the event
delivery team over to the main medical centre
o If the child is not found within 5 minutes, announcements will be
made through the main PA system (and/or smaller stages where
appropriate). Do not use a name only a description of the lost child
o If the child is still missing after 5 minutes, announcements will be
repeated every 5 minutes
o If after 30 minutes the child is still not found and the Police are not
onsite the police will be contacted.
o When police are involved in the search all available exits should be
monitored and closed off if possible
IMPORTANT – CHILDREN WILL NOT BE LEFT ALONE WITH INDIVIDUAL STAFF
MEMBERS
12.2 Lost Child (Child Reporting)
o The child should be taken to the medical point close to the finish area
by 2 members of the event delivery team. The members of staff
should remain with the child and wherever possible a member of the
medical staff should also accompany the child if possible.
o The Event Director or Event Manager or Health & Safety Advisor will
contacted immediately and will manage the procedures.
o As much information should be gathered from the child as possible
such as name, description, clothing, last know location of parent etc.
If the child is unable to communicate then they should not be
pressured to answer questions.
o A call will be placed on the main control radio network asking staff
to move out of direct contact with other customers
o Key description details will then be provided to staff by radio (NOT
INCLUDING NAME) and designated staff shall undertake a search of
their areas of responsibility
o Once found the parent/guardian shall be taken to the Eroica
Headquarters and a member of staff should wait with the parent.
o A cross check between the details given by the Parent/guardian
and those offered by the child will be undertaken and only once
certain that the parties belong together will they be reunited.
o If the parent/guardian is not found within 5 minutes, Event Control will
make an announcement through the main PA system (and/or
smaller stages where appropriate).
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o If the parent/guardian is still missing after 5 minutes, all Stage and
Area Manager announcements will be repeated every 5 minutes
o Event Control should inform Police if they are part of onsite staffing
o If after 30 minutes the parent/guardian is still not found and the Police
are not part of onsite staffing Event Control should ensure the police
are contacted
o When police are involved in the search all available exits should be
monitored and closed off if possible
IMPORTANT – CHILDREN WILL NOT BE LEFT ALONE WITH INDIVIDUAL STAFF
MEMBERS
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Section 13
13.0 Noise Management
During all phases of the event, there will be a degree of noise emitted by
delivery vehicles, generators and workman tools however is anticipated that
Britannia Events and its ancillaries will keep noise levels within ambient noise
levels.
13.1 Noise Monitoring
Due to music being played in the licensed area, sound levels will be monitored
throughout the event phase using appropriate calibrated equipment. A Noise
Management Plan has been created by an independent Sound Consultant.
The Music Noise Level should not exceed 65dB(A) at any stage of the event at
the 3 nearest noise sensitive points. All live music will cease at 2300 hours on live
event days as a condition of the Premises Licence. All recorded music will
cease at 2300 hours on live event days as a condition of the Premises Licence.
Additionally, the designated person, the Production Manager shall monitor
noise levels at the designated monitoring points to ensure that levels are not
beyond the agreed level.
Sound levels will be monitored to ensure compliance with the Noise at Work
Regulations and according to the conditions of the Premises Licence. The risk
assessment will take into specific account the requirements of the noise at work
regulations and the conditions of the Premises licence, identifying risk areas for
noise control and areas where PPE is appropriate.
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Section 14
14.0 Camping
14.1 Management
14.1.1 Camping Manager
Camping operations will be managed by Flair Staff, who will be onsite from
Thursday prior to the event weekend and will leave site on Monday evening
once pack up is complete.
Facility installation, such as toilets and showers, will be managed by the Site
Manager in conjunction with the wider event facilities installation.
They will mainly be positioned and operate from the Info Desk, which will be in
a temporary structure at the entrance to Campsite A, where campers will be
checking in
14.1.2 Communication
The Camping Manager will be in contact with Event Director and Event
Manager by radio during daylight hours, and will be available by phone for the
Eroica Britannia 2017 Dark Hours Contact once all event activities have ceased
for the evening.
14.2 Camping Arrangements
14.2.1 Area
Please see the site plans submitted along with this brief for a map of the
Campsite location and set up.
Access/egress to the campsite will be controlled by Security and volunteers. All
campers will have to present their campers wristband they receive on arrival in
order to gain re-entry. A procedure will be in place for those who have lost their
access wristbands.
Delineation ‘Fire’ lanes for pedestrian access and emergency vehicle access
will be implemented.
14.2.2 Water
Potable water will be available at the campsites and at other locations on site.
All water sources will be tested and commissioned prior to the event
commencing. All certificates will be held in the Event safety File and shall be
available for inspection to all relevant authorities upon request.
Water will be required to service the showers and washing stations at camping.
This will be provided by an external provider. Where appropriate, for
bacteriological safety, all temporary water supplies may be tested and
sampled prior to the event commencing.
Black water shall be collected in IBC tanks and removed from site and disposed
of accordingly.
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14.2.3 Power
Generators will be used to provide power to the toilets, hot showers and any
additional lighting required. Power will not be available for campers. All
generators will be appropriately fenced and signed.
14.2.4 Facilities
Facilities in the campsite will be provided for the sole use of campers. The
facilities area will be well lit overnight.
The Vendor campsite facilities will only be available to vendors and not to all
campers.
14.2.5 Toilets and Hand-Washing Facilities
Toilets, accessible toilets and hand washing stations will be provided in the
campsite. Amounts of toilets and facilities will be determined by guidance in
relation to numbers of people camping.
14.2.6 Showers
Hot showers will be available on the campsites. Accessible hot showers will be
available.
14.2.7 Waste management
There will be a rubbish disposal area in the campsite which will be serviced by
the event waste management team. The campsite will also be swept post
event along with the rest of the site. Where necessary, appropriate signage will
be implemented to further encourage campers to keep the site tidy. The
camping management team will ensure that all fire lanes, access/ egress
routes and points are kept clear and unobstructed at all times.
14.2.8 Valuables
Campers are advised not to leave any valuables unattended. All riders are
informed that cycle security is their own responsibility and that they should bring
the appropriate equipment to secure their bikes at all time.
14.2.9 Children
All children must be accompanied by their guardians/ parents at all times.
Lost or found minors will be dealt with in line with the procedures outlined in the
Event Safety Management Plan.
14.2.10 Pets
Dogs will be allowed in the campsite. This will be stated on the published site
rules and sent out to campers in advance. All owners will be asked to clean up
after their pets. Any person found not clearing up after pets will be reported to
the Event Manager who will make a decision on the actions to take, it may
result in the person being asked to leave site.
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14.3 Fire Safety
14.3.1 Camp Fires and Barbeques
Private and Personal camp fires will not be allowed on the campsites. This will
be notified to all potential campers when booking their tickets/ places and
included in the Campsite rules issued to campers. Appropriate signage and
messaging will be in place to enforce this, along with regular patrols conducted
by security and campsite staff.
Barbeques will be allowed in the 1 barbecue area provided. The barbecue
area will be positioned away from all tent locations. Additional fire-fighting
equipment shall be located in the barbeque area in addition to the Campsites
existing arrangements. The Campsite Manager and Security will constantly
watch the activities in this area. Staff in this area shall receive detailed briefs in
the procedures to following the event of a fire. Only staff trained to use Fire
Fighting Equipment shall be instructed to use the equipment.
14.3.2 Fire Exits
Access/ egress points will be adequately lit. Appropriate Fire Exit signage will
be implemented at all access/ egress points.
14.3.3 Fire-Fighting Equipment
Fire Extinguishers and sand buckets will be sited at strategic positions. All fire-
fighting equipment will be checked before dusk by the Health & Safety Advisor
on each night the campsites are open.
14.3.4 Fire Points
Designated Fire Points will be implemented at strategic positions in the
campsite. All points will be equipped with fire-fighting equipment and a battery
operated fire alarm. Security and campsite staff will be briefed appropriately
by the Health & Safety Advisor. All fire alarms and fire fighting equipment will
be checked before dusk by the Health & Safety Advisor on each night the
campsites are open. Only trained and competent staff may use fire-fighting
equipment if it does not affect their safety and that of others.
14.3.5 Fire Marshals
All campsite staff will act as Fire Marshals and will be briefed on their roles and
responsibilities accordingly. Regular patrols will be conducted throughout the
event to ensure that the escape/ exit routes are kept clear at all times, and
that campers are adhering to the Site Rules in relation to fire safety.
14.3.6 Escape Routes/ Emergency Access Route
Campsite Staff will ensure that when campers arrive, they set up in the
designated marked out areas and that Camping “Fire Lanes” are
unobstructed and kept clear at all times. It is the responsibility of the Campsite
Manager to ensure these routes and lanes are kept unobstructed at all times.
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Appropriate housekeeping practices will be implemented by the event waste
management team for the campsite.
14.3.7 Evacuation Procedure
In the event of an evacuation being required, the Emergency Action Plans will
be followed.
The Emergency Action Plans will also set out evacuation procedures to be
followed in the event of an evacuation outside of event operating hours and
overnight.
In this scenario, an Eroica Britannia 2017 Operations representative will work
directly with the Campsite Manager/ Security Supervisor, and all Camping Staff
will follow the instruction and direction of the Campsite Manager/ Security
Supervisor.
14.3.8 Extreme Weather Contingency
In the event of extreme weather, there will be designated locations on standby
where campers can be housed in where an evacuation becomes necessary.
On site, campers can be temporarily housed in the HQ Marquue & the Beer
Tent
The Health & Safety Advisor will monitor the weather at all stages of the live
event.
14.3.9 No Smoking
No smoking is allowed inside tents. All campers will be notified prior to arriving
and will be part of the Site Rules and signage will be implemented in the
campsite.
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14.3.10 Lighting
All access and egress points, facilities and fire and security points will have
adequate lighting for both security and safety purposes.
14.4 Medical Provision
During the campsites operating hours, medical incidents at camping will be
dealt with in line with the main event Medical Operations Plan.
14.5 Security Provision
Security will monitor and patrol all campsites at all times whilst the campsites
are occupied. They will report to the Security Manager during event operations
and will liaise with the Dark Hours contact, once all event activities have
ceased for the evening.
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Section 15
15.0 Fire Safety
Fire-fighting equipment will be provided to Eroica Britannia 2017 by an
approved supplier. Location positions will be shown on the Site Fire Plan.
Guidance shall be taken from the “Event Safety Guide” and from the HM
Government Fire Safety Risk Assessment Guidance to open air events and
venues.
All branding, drapes, curtains, and scrim cloths etc. for the various areas shall
be certificated to the relevant fire resisting/retardant standard. Samples of
cloth shall be available for testing upon request.
All Traders, Vendors and Food and Drink Vendors will have to submit a Fire Risk
Assessment and will be responsible for providing their own suitable Fire-fighting
equipment, taking into consideration their activities. The food and drink
vendors will be only permitted adequate spare LPG cylinders. The level of
provision should be sufficient for the duration of the event.
Spare cylinders will be stored in an appropriate area in line with storage
recommendations. The Event Manager and Health & Safety Advisor will be
conducting random checks daily that all arrangements are in place according
to the Fire Risk Assessments submitted.
Eroica Britannia 2017’s appointed Health & Safety Advisor shall also ensure that
regular removal of used cylinders is undertaken, and that full cylinders are
appropriately secured and stored.
All relevant catering equipment shall have certification to the effect that their
LPG installations have been installed and have been inspected by a Gas Safety
Scheme registered engineer in the 12 months preceding the event.
Additionally the catering units will provide suitable firefighting equipment and
adhere to MOCA regulations as required. They will also be required to adhere
to the guidelines for the use of liquefied petroleum gas (LPG). LPG to be used
in accordance with current guidance (Event Safety Guide and Mobile
Outdoor Catering Associations.)
Security personnel who may be called upon to use fire-fighting equipment shall
be trained to a suitable standard.
The use of fire-fighting equipment by security personnel or others employed on
the site shall be considered to be an emergency first measure only and the Fire
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Brigade should always be called via 999 for every actual or suspected fire, even
if it is considered to have been extinguished.
Smoking shall not be permitted in any enclosed or mostly enclosed structure in
accordance with legislation.
No Smoking signs shall be erected as appropriate.
Designated Fire Stations where fire-fighting equipment shall be strategically
positioned throughout the site. Designated personnel will act as Fire Marshals
and will be briefed on their roles and responsibilities in the event of a fire/
evacuation by either the Health & Safety Advisor or the Security Manager.
All temporary structures will have appropriate fire safety provisions
implemented where appropriate including fire exits of sufficient quantity in
relation to capacity of the structures; sufficient emergency lighting;
appropriately well-lit and visible signage; fire-fighting equipment and
designated fire marshals.
Power supply and distribution to be installed by qualified electrician only.
There will be no acceptance or permissions for members of the public to set up
and use barbeques in areas of the event site including the car park.
All working personnel used on site to be briefed on fire evacuation procedures
by the Event Director or Event Manager or Health & Safety Advisor during the
Induction to enable them to take a proactive approach where necessary.
There will be 1 campfire in the area called the settlement. This will be managed
by an exhibitor. The campfire will be used for demonstrating vintage camping
and cooking skills. The fire will only use suitable material for fuel, flammable
liquids will not be used. The fire will be raised from the floor and will have suitable
floor protection underneath the fire. Fire Fighting equipment will be positioned
close by, and will be a minimum of 1 suitable fire extinguisher and fire bucket
filled with water. The Exhibitor will be briefed that the fire must be extinguished
completely at night, Security will be briefed on its location and to monitor at
night.
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Section 16
16.0 Emergency Procedures and Emergency Action Plans
An emergency evacuation plan shall be communicated to all staff and
contractors at the Induction that will take place prior to any work commencing
onsite
A specific briefing shall be given to all staff by the Event Director and/or Health
& Safety Advisor prior to the event going live.
Key personnel shall be nominated to form an Emergency Response Team (ERT)
lead by the Event Director. Individuals within this team will have other roles and
duties throughout the event however once assembled in the event of an
emergency, the ERT will be their primary role.
The ERT shall be assembled on the direction of the Event Director or the Event
Manager in the absence of the Event Director.
All stewards and security personnel will be mobile and in radio contact with the
ERT via the Security Manager to monitor and manage the crowd in the relevant
event areas.
The event will operate under the guidance of the Emergency Response Team
(ERT) at a suitable location during an incident.
The Emergency Response Team consists of and/or will be in in communication
with:
Eroica Britannia 2017 Event Director – ERT Co-ordinator
Event Manager – in person
Health & Safety Advisor – in person
Production Manager – in person
Local/Regional Council – by telephone / in person
Security Manager – in person
Campsite Manager – in person
Traffic Manager – in person
Medical Manager –in person
Police –by telephone
Fire Officer – by telephone.
Eroica Britannia 2017 Executive representative – by telephone / in
person
The ERT will be responsible for dealing with most emergencies that could occur
within the immediate vicinity of the event area and for taking appropriate
decisions.
However, the circumstances in which the Police would take over this
responsibility will have to be established. This will be done by means of a verbal
hand over by the ERT, confirmed by the Event Director or the Event Manager
in the absence of the Event Director.
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All fires that cannot be fought using local appliance will be dealt with by the
emergency services.
The emergency evacuation plan shall be communicated to the Emergency
Services and the Licensing Authority.
Emergency access routes shall be detailed on the Site Layout Plan and will
remain unobstructed at all times. The parking supervisor is to ensure that in the
event of an emergency, the Traffic Management Plan (TMP) is adapted to
ensure the quickest possible access for emergency vehicles.
16.1 Emergency Evacuation Plan
There are a range of reasons which may make it necessary to evacuate part
or all of the Eroica Britannia event site. These include fire, severe weather (e.g.,
lightning, strong winds), flooding, or a security threat (e.g., a bomb threat).
It may be necessary to evacuate a specific space or area only (e.g., if there is
a fire in a specific structure, or there is a risk of flooding on a specific part of the
site) or a larger area of the event space. It is likely in many emergency situations
it will be necessary to evacuate an area or it may be necessary to evacuate
the entire event site (e.g., if weather becomes or threatens to become
particularly severe).
The Following Procedures are to be followed.
16.1.1 Definitions
Cluster Assembly Point (CAP)
A location which a large number of individuals can be evacuated to if a cluster
of structures or an extensive area of the event site requires an evacuation.
CAPs are safe locations away from hazards, which are large enough to
accommodate large numbers of individuals. CAPs may be on or off site, and
should be at least 100m from any structure/area posing a hazard. CAPs
generally comprise areas of open ground or car parks, however may include
indoor spaces where available. Due to the nature of Eroica Britannia 2017
Evacuation points will generally be Primary or Secondary Cluster Assembly
Points.
Primary Assembly Point (PAP)
When a particular structure or area has been identified as requiring an
evacuation, the PAP is the preferred location where individuals should be
assembled. PAPs are safe locations away from any hazards, which are large
enough to accommodate all of the individuals who may need to be
evacuated from the structure or area. PAPs will generally be on the event site,
but should be at least 50m from structures like tents or buildings.
Secondary Assembly Point (SAP)
When a particular structure or area has been identified as requiring an
evacuation, the SAP is an alternative location to which individuals should be
evacuated if it is not possible to evacuate individuals to the Primary Assembly
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Point (PAP). SAPs are safe locations away from any hazards, which are large
enough to accommodate all of the individuals who may need to be
evacuated from the structure or area. SAPs will generally be on the event site,
but should be at least 50m from structures like tents or buildings.
16.1.2 Pre-Event
Event Director / Event Manager
1. Conduct a site tour and confirm suitable Primary Assembly Points (PAPs)
and Secondary Assembly Points (SAPs) for all distinct structures and/or
areas of the site which may potentially need to be evacuated for any
reason
2. Discuss with relevant emergency services representatives the
circumstances which might lead to an evacuation of part or the entire
event site. Discuss the evacuation procedures to be followed including
the role which emergency services representatives will play in the event
of an evacuation.
3. Ensure key stakeholders, including emergency service providers, and
members of the Event Management team have an understanding of
the Evacuation plan.
4. Identify suitable Cluster Assembly Points (CAPs) to which individuals can
be evacuated if an extensive area of the event site, or the entire event
site, needs to be evacuated.
5. Identify suitable Evacuation Routes (ERs) from key areas of the event site
to identified Cluster Assembly Points.
6. Identify a location where emergency meetings can be held if required,
and ensure all relevant members of the Event Management Team are
aware of the location. This will generally be held in the Event
Management Office unless otherwise specified.
16.1.3 During Event
If the decision is made that it is necessary to evacuate a specific area of the
event site:
Event Director / Event Manager
The Event Director or the Event Manager in the absence of the Event Director
are the only event roles with the authority to order an evacuation of the Eroica
Britannia Event Site due to the significant business ramifications of this decision.
1. Make a radio call advising of the need to evacuate a particular area.
Say “URGENT, URGENT, URGENT”, and provide the following information:
your role
confirmation that the evacuation plan has been activated and is not a
false alarm
the name or description of the area being activated
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the reason for the evacuation
specific details about any assistance that is required
2. Dispatch any additional resources that may be required to assist with
the evacuation, or in managing the relevant Assembly Point.
3. Order announcements to be made over the PA system, or using
megaphones, asking people to evacuate the relevant area calmly and
quickly and follow the directions of stewards.
4. Direct the Event Safety Advisor to attend the scene of the incident
where it is isolated. Liaise with the Event Safety Advisor to obtain updates
on the incident. If it is an evacuation of the entire event site coordinate
with the emergency response team (ERT).
5. Liaise with emergency services authorities and request assistance as
required.
6. If necessary, hold a meeting to inform Event Team staff about the
incident/evacuation and further follow-up steps, and provide
instructions on how to respond if asked about the incident. It may be
sufficient to cover this in the pre-scheduled end-of-day briefing.
7. Assess whether it is necessary/appropriate to suspend the event, cancel
the event, or close down a particular area of the event site. This should
be done in consultation with the Event Safety Advisor and other Event
Team members as required. Take necessary steps to implement such
plans.
8. Ensure all relevant details about the incident/evacuation and the
response are logged, and that an Incident Report Form has been filled
out.
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Health & Safety Advisor
1. Attend the scene of the incident and assume responsibility for
managing the scene in coordination with other managers. Where
appropriate, relieve the person ordering the evacuation from overall
responsibility for managing the incident.
2. Keep Event Director / Event Manager informed about the incident and
the incident scene.
3. Liaise with emergency services representatives as appropriate at the
scene of the incident, and facilitate support for any action that is
required.
4. Monitor whether a further evacuation from a Primary or Secondary
Assembly Point to a Cluster Assembly Point is required.
5. Declare if and when it is safe for people to return to the area that was
evacuated, and notify the Event Director and Event Manager.
If the decision is made to evacuate the entire event site, follow the steps
outlined above, and also the following steps:
Event Director / Event Manager
1. Dispatch, any additional resources that may be required to assist at the
incident location.
2. Liaise with emergency services authorities as required.
3. Ensure staff is deployed in sufficient numbers to manage any relevant
Cluster Assembly Points.
4. Deploy additional resources to manage parking areas, given the likely
convergence of people on these areas.
5. Provide instructions to the Event Team the message(s) to be
communicated regarding the evacuation.
6. Order announcements to be made over the PA system in the Base Area
or using megaphones, asking all people to evacuate the event site
calmly and quickly, following the directions of the staff. The following
information should be provided:
the reason for the evacuation
the importance of vacating the site quickly
instructions on where to go
7. Liaise with emergency services authorities as required.
8. Confirm with Medical if they are able to evacuate any injured persons
or other persons who may require assistance evacuating the site.
9. Where feasible given the situation make specific contact with vendors,
sponsors, and other on-site stakeholders providing information about the
reason for the evacuation.
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10. Consider and ensure the safety of all staff involved in coordinating the
evacuation.
11. Monitor the progress of the evacuation and ensure all people are clear
of the main event site.
12. Monitor the hazard responsible for triggering the evacuation. This may
involve liaising with emergency services representatives and/or
monitoring the weather.
13. Once the hazard ceases to pose a threat, return to the event site,
inspect the site, conduct an inventory of infrastructure/assets, and
identify any damage caused to infrastructure/assets as a result of the
incident/evacuation.
Health & Safety Advisor
1. Attend the most critical area of the event site and assume responsibility
for managing the evacuation of this area if the person otherwise
responsible for this area requires assistance.
2. Monitor the overall evacuation of the area and provide updates to
Event Director / Event Manager.
3. Advise Event Director / Event Manager when the evacuation of the site
or area is complete.
16.1.4 Post Event
Event Director / Event Manager
1. Conduct an after action review on the cause of the evacuation, the
circumstances surrounding the evacuation, and the manner in which
the evacuation was carried out, identifying things that were done well,
and any measures that should be implemented in the future to minimise
the need for an evacuation and/or increase the effectiveness of an
evacuation.
2. Ensure an Incident Report Form is completed.
3. Ensure that appropriate communications are made providing
adequate explanation of the circumstances necessitating the
evacuation, thanking them for their cooperation, and advising of the
policy on refunds.
16.2 Death or Serious Injury
The following steps should be followed by Eroica Britannia 2017 event staff if a
death or serious injury occurs, or is suspected to have occurred, at the Eroica
Britannia 2017 event:
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16.2.1 Pre-Event
The following steps are included to ensure the Event Team is well prepared
should a death or injury occur.
Event Director / Event Manager
1. Ensure that adequate medical support is scheduled to be on site at all
times during the event when riders and visitors are on site. Work in
conjunction with the Medical Manager to ensure an appropriate
amount of ambulances are sourced to serve the event at all times.
2. Ensure appropriate emergency vehicle access points throughout event
site, and ensure these are clearly marked on a map which is prominently
displayed in the Event Management Office.
3. Ensure safety plans include which hospital(s) a person will be taken to if
hospitalisation is required, and note the address of this/these hospital(s).
Ensure the Medical Manager has contacted each hospital and
provided details about the event.
4. Ensure relevant emergency service contacts are clearly identified,
relationships developed, and clear channels of communication
(preferably radio and mobile phone) are established between key
members of the Eroica Britannia 2017 Management Team and
emergency service providers. Relevant contact details should be
exchanged and displayed prominently in the Event Management
Office.
16.2.2 During Event
Staff member or volunteer witnessing the incident or present at the scene of
the incident:
1. REMAIN CALM.
2. Seek immediate assistance, complying with the ‘URGENT MESSAGE’
protocol.
If there are no medical staff in the immediate vicinity and the staff member /
volunteer has a radio, make a radio call to your head of channel or to the
Event Director or Event Manager or Health & Safety Advisor, saying:
“URGENT, URGENT, URGENT”
And ask for medical assistance. You should provide the following details:
Location of incident - be as specific as possible Description of person to
include gender, clothing and approximate age.
DO NOT specify the nature of the injury or state that someone has
deceased over the radio
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If Medical staff are present, alert them to the incident and then immediately
radio in the “URGENT, URGENT, URGENT” call.
If you don’t have a radio, try to locate someone nearby who does.
3. Remain with the person. If possible send someone else for assistance.
Reassure the injured person that medical assistance is on the way.
4. Do not become a casualty. Protect yourself and others from any danger
that may exist.
5. Protect other people from any ongoing danger by asking them to stand
clear.
6. If other people are in the area, ask one or more of them to assist by
forming a cordon around the person, and asking other people to stand
clear.
7. Meet with the Event Director and or Event Manager and or Health &
Safety Advisor, and provide a full debrief, and ensure that details are
captured on the Incident Report Form. You should provide the following
details:
Location of incident
Description of person
Name and/or registration number of person if known
Cause of the incident
Witnesses and parties involved
Actions taken and approximate time elapsed between each
Any other relevant information (e.g, impact on the Course)
Event Director / Event Manager
1. Upon receiving the URGENT call, dispatch medical assistance and the
Health & Safety Advisor to attend the scene of the incident.
2. Notify the all members of the Emergency Response Team (ERT) that
there is an ‘URGENT’ in a specific location and immediately note the
time of the incident.
3. Log all incident details, including:
Time and Date of incident;
Person who reported the incident;
Description and time of actions taken in response to incident.
4. Ensure the continuity of event operations.
5. Facilitate emergency vehicle access to the incident location. Where the
incident has occurred, this should be done in consultation with the Traffic
Manager.
6. Liaise with emergency services via the Event Director and or Event
Manager.
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Health & Safety Advisor
1. Attend the scene of the incident and assume responsibility for
managing the scene, in coordination of medical staff.
2. If emergency vehicle access needs to be facilitated, coordinate with
Traffic Manager and Security in order to facilitate vehicle movments.
3. Keep the Event Director and or Event Manager informed about the
incident and the incident scene through communication channels.
4. In the case of a death or serious injury, secure the area and facilitate
access for anyone involved in follow-up investigations.
5. Ensure all relevant and available information is gathered and detail to
the Event Director and or Event Manager to be filed in the Incident
Report Form and compile comprehensive witness accounts (if
applicable).
Event Director / Event Manager
1. Dispatch any additional resources that may be required to assist at the
incident location.
2. Liaise with emergency services.
3. Liaise with the Medical Manager to obtain updates on the incident.
4. Contact required emergency services. If emergency vehicle access
needs to be facilitated, notify an appropriate representative from the
local law enforcement/traffic authority.
5. Assess whether it is necessary/appropriate to suspend the event, cancel
the event, or close down a particular area of the event site. This should
be done in consultation with the Medical Manager, Health & Safety
Advisor and Security Manager as required. Take necessary steps to
implement such plans. Assess the need to brief the Media in a timely
fashion.
6. Seek to ascertain the name and contact details of the person’s
emergency contact, and any friends/associates present at the event.
Make arrangements to contact the emergency contact, providing the
following details about the incident (in some cases the Local Police
Department may make this notification):
a) Name of person involved;
b) Nature of the injury;
c) Name and address of the hospital to which the person has been
taken.
Do not admit liability for causing the death or serious injury, or say
anything which might be construed as an admission of liability.
Do not contact the emergency contact yourself.
Offer and take responsibility for arranging assistance for the
emergency contact to travel to the hospital.
7. Event Director and nor Event Manager to assess whether it is
necessary/appropriate to provide counseling support to
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friends/associates of the person who are on site, or to other affected
people including staff and/or volunteers, and arrange such support
where necessary/appropriate.
8. If necessary, hold a meeting to inform event management staff about
the incident and further follow-up steps, and provide instructions on how
to respond if asked about the incident.
9. Ensure all relevant details about the incident and the response are
logged, and that an Incident Report Form has been filled out.
10. Ensure that necessary site staff understand the appropriate message
and are able to respond appropriately where necessary.
11. Assess the need to send an Eroica Britannia 2017 representative to the
hospital.
12. Arrange for any personal items belonging to the person to be collected,
and to be taken to the hospital and given to the emergency contact. If
there is a vehicle at the event site belonging to the person, make
arrangements for it to be delivered to an appropriate address. In the
case of death provide personal belongings to local police as part of
their likely investigation.
13. Conduct all relevant follow up.
16.2.3 Post-Event
Event Director / Event Manger
1. Provide ongoing support to the emergency service providers if
appropriate.
2. Ensure all relevant details about the incident and the response are
logged, and that an Incident Report Form has been filled out.
3. Liaise with Eroica Britannia 2017 Legal department to determine if it is
needed to conduct a full debrief on the cause of the death or serious
injury, and the response to the death or serious injury beyond the
Incident Report Form. Identify things that were done well, and any
measures that should be implemented in the future which may reduce
the likelihood of a similar death or serious injury occurring, and/or
increase the effectiveness of the response.
4. Provide information as required with respect to any follow-up
investigations into the death or serious injury.
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16.3 Severe Weather
Where severe weather is forecast to occur during an event, it is imperative that
event teams take additional steps to prepare for the onset of severe weather.
This section is divided into the following sections:
1. Common steps for all types of severe weather;
2. Lightning;
3. Heavy rain or hail/snow storms;
4. Strong winds or tornado;
5. Extreme heat/humidity;
6. Extreme cold.
16.3.1 Common steps for all types of severe weather
Standard trigger points applicable at Eroica Britannia 2017 are identified for
specific types of severe weather in the subsequent sections of this document.
Event Director / Event Manager
1. In the lead up to the event, consider the potential impact that severe
weather may have on the event.
2. Ensure key members of the Event Management Team are aware of
trigger points at which prescribed actions are to be taken, or an
assessment is to be made as to whether prescribed actions are to be
taken. Pre-determined trigger points should be validated for
appropriateness for the event before any activities take place on the
event site.
3. Assess whether the forecast or actuality of severe weather is such that
the event should be cancelled or scheduled start/finish times adjusted.
Seek advice from the medical provider when making this assessment.
4. Ensure a back-up power supply (generator) is available to radio
chargers in the event that main power supply fails as a result of severe
weather.
5. Ensure all parties are prepared to send event specific text messages and
emails containing updates/warnings/recommendations to riders visitors,
spectators and other event stakeholders in the event that this becomes
necessary.
6. Ensure organisation chart and radio communication tree is set up to
effectively spread information via radio across the event site.
7. Ensure MC’s are briefed to give updates via PA Systems including having
pre-scripted messages available.
8. Ensure there is a location where emergency meetings can be held if
required, and ensure all Event Production Team are aware of the
location.
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9. Consider the impact which severe weather may have in terms of
volunteer attendance, and ensure sufficient contract Event Staff are
scoped to compensate for potential volunteer attrition.
10. Be aware of locations across the event site providing shelter which
people are likely to seek out in the event of severe weather. This may
involve liaising with the venue contact and conducting an inventory of
buildings/structures on site, as well as conducting an inventory of
temporary structures that are to be installed for the event. This does not
mean that shelter must be provided for all people on site, merely that
you are aware of locations to which people are likely to converge in the
event of severe weather.
11. Assess the resilience of the site to severe weather. This includes assessing
the capacity of parking areas to function in or after heavy rain, and the
likely extent of damage that may need to be remediated after the
event, including the potential cost of remediating such damage.
12. Ensure an alternative means of communication to be used if the radio
network fails as a result of severe weather. General Protocols are to rely
on Radios as the primary option, mobile phones as the secondary
option, and a face-to-face meeting as the emergency or third option.
Ensure the Event Management Team is fully briefed on alternative
means of communication, and when these means of communication
should be used.
13. Ensure an Evacuation Plan is in place for the event, and that evacuation
routes and Assembly Areas are clearly identified. Liaise with emergency
service providers as necessary.
14. Where severe weather is forecast, liaise with the Medical Manager to
alert them to the fact that there may be a higher than usual number of
people requiring treatment. Ensure sufficient resources are scoped.
15. If there is an unexpected and speedy onset of severe weather, assess
the situation and direct the Health & Safety Advisor to respond as
necessary.
16. Identify areas where product can be stored if severe weather occurs
and product needs to be moved from its usual location. Storage
locations should preferably be readily accessible.
17. Ensure the continuity of event operations in a safe manner.
18. Confirm immediate actions as detailed in this plan and who is
responsible.
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Health & Safety Advisor
1. Monitor weather forecasts at all stages of the event. Report to the Event
Director and or Event Manager at all stages regarding the forecasts.
2. Assist Event Director and Event Manager in assessing potential impact of
Severe Weather including assessing the resilience of the site to severe
weather.
3. Where necessary/available obtain documentation from contractors
certifying the wind-bearing capacity of all tents and structures to be
erected on the event site. Be aware of the thresholds at which tents and
structures should be evacuated.
4. Inspect all tents and structures and obtain sign-off from contractors
verifying that all tents and structures have been erected according to
specifications. Discuss the potential with contractors for reinforcing tents
and structures through double-staking, sand-bagging and other
measures, and implement such measures where it is agreed this is
desirable/feasible.
16.3.2 Lightning
Detection: The following websites will be used to assess the likelihood of
lightening and to track storm progress: www.netweather.tv,
www.metoffice.gov.uk (non-exhaustive list). If lightening is forecast, staff will be
briefed to remain vigilant and report any sighting up through the radio network
to Event Control.
The table below indicates the trigger point at which prescribed actions should
be taken, or an assessment is to be made as to whether prescribed actions
should be taken, in the event of forecast/actual lightning.
Trigger
Point
Number
Trigger Point
1. Lightning forecast to occur.
2. Lightning occurs within 6 miles of event site.
3. Thunder/ Lightning is within 30 minutes of area as per live
weather forecasts monitored regularly by Health & Safety
Advisor or where lightning/ thunder has been seen or heard
on the event site.
Stand-by – the Event Director and or Event Manager will
inform all Heads of Channels who will inform all their staff
accordingly giving them the code word –
“Eroica Britannia 2017 100”
4 On assessment of the situation, if the Event Director believes
that it is necessary to further escalate the safety measures,
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“Eroica Britannia 2017 200” will be sent out across the radio
network.
Fairground Rides – Staff will be informed to close all
fairground rides
Catering Vans and trailers – All vans and trailers will be asked
to close and all staff to vacate vans and trailers and move
to pole tents.
Metal Framed marquees – All metal framed marquees will
be closed and all will be asked to move to pole tents.
Event Site – Lighting Towers will be lowered by Lighting
Engineer.
Car Parks – Staff to inform all persons to remain in their
vehicles until further notice, signage to be implemented
5 On assessment of the situation, if the Event Director believes
that it is necessary to evacuate the event site,
“Eroica Britannia 2017 300” will be sent out across the radio
network.
Event Site - Evacuate to designated Assembly Points
Event Director / Event Manager
1. Take responsibility for ensuring that all other staff members perform the
actions assigned to them.
Electrical Manager
1. Disconnect mains-supplied power to infrastructure on the main Festival
Site, and switch off all generators, unless the supply of power is critical.
The PA system should remain connected and operational where
possible. Power should remain disconnected for a period of 30 minutes
after any lightning strike.
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16.3.2 Heavy Rain or Hail / Snow Storms
The table below indicates the various trigger points at which prescribed actions
should be taken, or an assessment is to be made as to whether prescribed
actions should be taken, in the event of forecast/actual heavy rain/hail/snow.
Trigger
Point
Number
Trigger Point
1. > 1cm of rain per hour
2. > 1.25cm of hail per hour
3. Any snow
Event Director / Event Manager
1. Take responsibility for ensuring that all other staff members perform the
actions assigned to them.
2. Identify areas of the site that are prone to flooding as a result of heavy
rain/hail/snow, and assess the impact which flooding in these areas may
have on the movement of people around the Event Site, particularly
along egress/evacuation routes. Identify alternative evacuation routes
if necessary.
3. Assess whether items are likely to be damaged as a result of hail, and
issue instructions for such items to be moved/covered where feasible.
4. Consider the impact that heavy rain may have on the main festival site,
parking, emergency access routes.
5. Ensure the team is briefed on the situation and everyone has an
opportunity to voice opinion regarding the situation and impact to their
area of expertise.
6. Assess the capacity of parking areas to function in or after heavy
rain/hail/snow.
7. Consider the need to cordon off certain areas which are likely to
become problematic if heavy rain occurs/persists.
8. Consider the need to arrange for a tow-truck to be on site to extract
vehicles that have become stuck in mud.
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16.3.3 Strong winds
The table below indicates the trigger point at which prescribed actions should
be taken, or an assessment is to be made as to whether prescribed actions
should be taken, in the event of forecast/actual strong winds.
Trigger
Point
Number
Trigger Point
1. Surface Average Wind Speed > 20 MPH average
2. Surface Average Wind Speed > 30 MPH average
3. Surface Average Wind Speed > 40 MPH average
4. Surface Average Wind Speed > 50 MPH average
Event Director / Event Manager
1. Take responsibility for ensuring that all other staff members perform the
actions assigned to them.
2. Liaise with Health & Safety Advisor regarding weather forecasts.
3. Ensure staff are briefed on and assigned to manage sheltered locations to
which people are likely to converge if strong winds persists. Deploy staff to
manage these areas as required.
4. Ensure all items are stored or sufficiently weighed down so they will not blow
away.
5. Ensure all signage is securely fastened. Take down any signage that is likely
to blow away in the event of heavy wind, or that may otherwise pose a
hazard in the event of heavy wind (e.g., signage attached to barriers which
may cause barriers to blow over.)
6. Ensure all barriers are either weighed down with sand-bags or removed and
stored in an area where they will not cause harm if they blow over.
7. Dismantle and remove any temporary fencing which may be at risk of
blowing over.
8. Dismantle inflatables, pop-up tents, sky flags, and other items that could
become hazardous in high winds.
9. Request the tent contractor to remove the walls from tents where relevant
and possible before the event.
10. Turn up the volume on the PA system as required in making announcements
within the base area.
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16.3.4 Extreme Heat/Humidity
Where possible, Wet Bulb Globe Temperature will be used for thresholds as this
gives a more accurate measure for evaluating safety of physical activity
outdoors. This will be evaluated in conjunction with the Medical Manager.
The table below indicates the trigger point at which prescribed actions should
be taken, or an assessment is to be made as to whether prescribed actions
should be taken, in the event of forecast/actual extreme heat/humidity.
Trigger
Point
Number
Trigger Point**
1. WBGT > 82 (F) / 27.8 (C) - Concern – Take actions to
mitigate heat exposure
2. WBGT > 86 (F) / 30.0 (C) - High Risk - Mandatory course
cuts, breaks at water stations
3. WBGT > 90 (F) / 32.2 (C) - Evaluate potential
delays/postponement/cancellation
**For locations where intense heat is common or expected, people may be
more conditioned to outdoor activity in hot conditions. These thresholds serve
as guidelines. Consultation with Medical Manager, Event Director, Event
Manager and Health & Safety Advisor. It will be on the Event Director and or
Event Manager to decide when it is appropriate and which actions are
appropriate in the lead up to the event based on the specific circumstances
surrounding the event.
Event Director / Event Manager
1. Take responsibility for ensuring that all other staff members perform the
actions assigned to them.
2. Ensure a reliable adequate potable water supply source is available for
the duration of the event.
3. Ensure medical staff are informed and ready to deal with potential
cases of heatstroke and dehydration.
4. Common considerations for heat remediation that team should
evaluate:
a) Fans for medical tent
b) Air conditioning for medical tents
c) Provision and supply of ice for medical staff.
d) Participant communications warning of heat and provide
suggestions for self-protection
e) Ensure enough cases of water for staff are on-site
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5. Lead team in considering if there are unique or novel options for based
on the venue, location, or relationships available to the team
6. Ensure adequate sunscreen is for sale or shade is available and readily
accessible.
7. Ensure adequate sunscreen has been purchased in advance and is
available for the Event Production Team and for distribution to staff and
volunteers.
8. Ensure all staff take regular breaks in the shade.
9. Instruct MCs to communicate about the heat encouraging people to
apply sun screen.
10. Communicate with staff about taking precaution against direct sunlight.
Volunteer Supervisor
1. Communicate with workforce about heat and measure against it.
Ensure deployment with water and sunscreen.
Medical Director
1. Ensure sufficient water is available on Medical Vehicles.
2. Re-assess medical coverage, staffing plan and quantity of medical
assets, making adjustments where necessary.
3. Ensure sufficient medical supplies are available to cope with heat
related injuries.
4. Consult with Event Director and or Event Manager on suitable provision
of water and shelter in the base are and on course.
Health & Safety Advisor
1. Consult with Event Director, Event Manager and Medical Director on
ways to reduce risks to participants and spectators.
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16.3.5 Extreme Cold
The table below indicates the trigger point at which prescribed actions should
be taken, or an assessment is to be made as to whether prescribed actions
should be taken, in the event of forecast/actual extreme cold.
Trigger
Point
Number
Trigger Point
1. < 55 degrees (F) / 12.8 (C)
2. Wind chill expected to be < 55 (F) / 12.8 (C)
Event Director / Event Manager
1. Take responsibility for ensuring that all other staff members perform the
actions assigned to them.
2. Ensure medical staff is prepared to deal with potential cases of
hypothermia.
3. Considerations for cold remediation that team should evaluate:
a) Indirect forced air heaters for medical tent. Be sure to avoid direct
forced air heaters as those pose carbon-monoxide risks.
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b) Patio heaters
c) Communication warning about the cold and ways to prepare
d) Consider arranging hot drinks for persons.
Medical Director
1. Consult with Event Director and Event Manager to limit impact of severe
cold.
2. Ensure sufficient heat sheets/blankets are available on Medical
Vehicles.
3. Re-assess medical coverage, staffing plan and quantity of medical
assets, making adjustments where necessary.
Health & Safety Advisor
1. Consult with Event Director Event Manager and Medical Director on
ways to reduce risks to all.
16.3.6 Post-Event
Event Director / Event Manager
1. Assess and record details of any damage caused to the site as a result
of severe weather and/or event activities that took place during or
following severe weather. Take photos of any damage caused.
2. Conduct a post-incident analysis of the impacts of severe weather on
the event, and the responses carried out by Event Team. Log details of
all weather reports received, weather updates provided to the Event
Team, and responses to weather taken by Event Team staff.
16.4 Non-Controlled Fire
The following steps should be followed by the Eroica Britannia 2017
Management Team in the lead up to a Eroica Britannia 2017 event in regards
to preparations for a non-controlled fire:
16.4.1 Pre-Event
Event Director / Event Manager
1. Ensure that adequate medical support is scoped to be on site at all times
during the event when participants/spectators are on site. Work with
Medical Manager to ensure sufficient medical equipment and staff are
available.
2. Ensure appropriate emergency vehicle access points to the event site,
and ensure these are clearly marked on a map which is prominently
displayed in the Event Management Office.
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3. Ensure relevant medical contacts are clearly identified, relationships
developed, and clear/reliable channels of communication (preferably
radio and mobile phone) are established between key Event Team staff
and medical staff.
4. Ensure a thorough evacuation plan has been created.
Health & Safety Advisor
1. On-Site: Brief respective teams on fire safety and proper use of fire
extinguishers, fuel cans, and refueling technique.
2. Brief respective teams on Evacuation Plans of entire event site.
3. Monitor risks for fire due to dry environments and high heat.
Communicate with team about known risks and reiterate safety
measures that are to be observed.
4. Ensure Fire extinguishers are located, especially near to Food and
Beverage suppliers.
16.4.2 During Event
The following steps should be observed by Eroica Britannia 2017 Management
Team in there is a non-controlled fire on site. In the event that a death or serious
injury occurs during a non-controlled fire, follow the procedures outline in the
Death or Serious Injury section.
Event Director / event Manager
1. Assess the situation and direct Health & Safety Advisor to respond.
a) If the fire is quickly extinguished due to environment or quick
response from an extinguisher, deploy resources to gather a report
and assess the risk for repeat occurrence.
b) If the size or nature of the fire is uncertain notify the Fire Brigade as
needed and defer to their instruction.
2. Assess the need to evacuate portions or all of the event site.
3. Ensure the continuity of event operations unless they are deemed
unsafe.
4. Confirm immediate actions as detailed in this plan and who is
responsible.
5. Liaise with emergency services directly through most effective means of
communication.
6. If safe to do so, dispatch any additional resources that may be required
to assist at the incident location.
7. Liaise with the Medical Manager, Health & Safety Advisor and
emergency services authorities as required.
8. In the case of a major fire, assess whether it is necessary/appropriate to
suspend or cancel the event. This should be done in consultation with
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the Fire Brigade, and the Health & Safety Advisor. Take necessary steps
to implement such plans.
9. Ensure all relevant details are taken from witnesses and those involved
in the incident and compile an Incident Report Form.
10. Contact required emergency services. If emergency vehicle / fire
engine access needs to be facilitated, notify an appropriate
representative from the local law enforcement/traffic authority.
11. Notify the venue contact about the incident.
12. If emergency vehicle access needs to be facilitated, notify the Traffic
Management Supervisor.
13. Log all incident details, including:
a) Time and Date of incident;
b) Person who reported the incident;
c) Description and time of actions taken in response to incident.
Health & Safety Advisor
1. If safe to do so, attend the scene of the fire and assume responsibility for
managing the scene, in coordination of medical staff.
2. Keep the Event Director and or Event Manager informed about the
incident and the incident scene through communication channels.
3. Ensure all information is gathered and provided to the Event Director
and or Event Manager for inclusion in an Incident Report.
16.4.3 Post-Event
Event Director / Event Manager
1. Provide ongoing support to emergency services as needed.
2. Liaise with Eroica Britannia 2017 Legal department to determine if it is
needed to conduct a full debrief on the cause of the fire.
3. Identify things that were done well, and any measures that should be
implemented in the future which may reduce the likelihood of a similar
fire from occurring.
4. Provide information as required with respect to any follow-up
investigations into the fire.
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16.5 Security Threat
The following steps should be followed by Eroica Britannia 2017 event staff if
any security threat occurs at an Eroica Britannia 2017 event site:
16.5.1 Pre-Event
Event Director / Event Manager
1. Consult with the Police and local authorities to ascertain if event is likely
to be targeted.
2. Ensure that all onsite TM staff are briefed on and fully aware of what to
do in the case of a security threat.
3. Agencies contacts and phone numbers should be readily available in
the Event Management Office should the need to reach Police or Fire
be required.
16.5.2 During Event
The exact actions required will depend on the circumstances of the security
threat. The below actions are kept general to be appropriate in most
circumstances.
General Threat
Staff who identifies a security threat or first to be notified
1. Immediately notify your area manager in person or on radio to inform
Event Director and or Event Manager with details of the incident/threat.
2. If possible, this conversation should be relayed over mobile phone or an
unused radio channel to avoid causing widespread panic on the radio.
Event Director / Event Manager
1. Evaluate threat and response required to maintain event safety through
resolution of threat or through mass evacuation scenario
2. Evaluate the nature of the threat and notify key parties of the situation
a) Police
b) Fire Brigade
c) Other emergency services
3. In conjunction with Health & Safety Advisor, evaluate if a mass
notification to staff is required via radio or a meeting held in. Potential
notifications include but are not limited to:
a) Remain at Post: Security issue is minor and staff/volunteers can
remain at post. Event can operate in a near normal manner and
there is no need to shut down any part of the event. (For example,
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a belligerent drunk or violent spectator may be quickly escorted off
the property by security and does not require disruption of the event)
b) Immediate Evacuation – Event site must be immediately evacuated
4. Initiate Crisis Communication Plan if necessary.
5. Ensure all information is recorded and investigations are conducted and
noted. An Incident Report should be filed including details on the
individuals and their motives.
Hostile or Violent Individual
Staff who identifies a security threat or staff notified
1. If violent or hostile behavior is observed, contact Security Manager,
Event Director, Event Manager and Health & Safety Advisor with
description of the incident, individual, and location
2. Do not approach or attempt to apprehend the individual yourself
Active Shooter Situations
An active shooter is a person who appears to be actively engaged in killing or
attempting to kill people in a populated area. In most cases shooters use
firearms and there is little or no pattern or method to their selection of victims.
These situations are dynamic and evolve rapidly, requiring the immediate
deployment of police resources to stop the shooting and mitigate harm to
individuals.
Generally, response to an active shooter situation is dictated by the specific
circumstances of the encounter. If this situation arises at a Eroica Britannia 2017
event it is important to remember to remain calm.
The following guidelines should be used by all staff to ensure safety and survival:
1. Police should be notified immediately through calling 999.
2. If you are indoors and an active shooter is outside your building, go to a
room that can be locked and secured. Close and lock all doors and
windows and turn off the lights. If possible, everyone in the room should
get down on the floor and stay away from windows or doors. One
person in the room should call 999 and inform them of the situation.
Include details about the shooter and your location. Remain in place
until you are given the “all clear” from the police.
3. If you are outdoors or in the same building as an active shooter try to
make your way inside and into a safe room. Then follow the same
procedure as above. If you are in a room that cannot be locked or
secured, determine if there is a nearby location that can be reached
safely or if you can safely exit the building or event space.
4. If an active shooter is in the same space as you (indoor or out) try to
remain calm. Dial 999 if possible and alert the police of the shooter’s
location. If you can’t speak, leave the line open so that the dispatcher
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can listen in. If there is absolutely no opportunity for escape or hiding, it
may be possible to negotiate with the shooter. Brute force should be
used as the very last resort. If the shooter leaves the area, proceed
immediately to a safer place and do not touch anything that was in the
vicinity of the shooter.
5. If you decide to flee during an active shooting situation, no matter what
the circumstances, make sure that you have an escape route and plan
in mind. Do not attempt to carry anything while fleeing; move quickly
and keep your hands visible. Follow the instructions of any police officers
you encounter along the way. Do not attempt to remove injured
people; instead leave wounded victims where they are and notify
authorities of their location as soon as possible.
6. What to expect from responding police officers: Police officers
responding to the shooting will proceed immediately to the location
where shots were last heard in effort to stop the shooting as soon as
possible. Regardless of how they appear, remain calm and follow their
directions. Put down any bags or packages and keep your hands visible
at all times. If you know who or where the shooter is, tell the officers. The
first officers to arrive will not stop to aid injured people; rescue teams will
follow these officers to treat victims. Keep in mind that even once you
have escaped to a safer location, the entire area is still a crime scene;
police will usually not let anyone leave until the situation is fully under
control and all witnesses have been identified and questioned. Until you
are released, remain at whatever assembly point authorities designate.
Armed Subjects
Suspects on site identified as carrying a weapon should be treated as though
they have the intent to become an active shooter or actively violent. As such
it should be handled in a similar fashion as the above incident in that:
1. On site police or security should be notified and directed to the
individual(s).
2. The individuals must remove the weapons from the event site
immediately or must leave and not return.
3. Non police or security staff should not approach or attempt to remove
these individuals from the premises.
4. Consideration should be taken if the individual is the venue owner (or an
associate or employee). This may be the case where the venue is used
as a shooting or hunting site during non-event time.
16.5.3 Suspicious Packages
Further information on the Security Procedures is recorded in Section 11.
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Staff who identifies a suspicious package
1. Immediately notify area manager who will in turn inform the Event
Director and or Event Manager. Staff member should provide
descriptive information about the package and location.
Event Director / Event Manager
1. Notify Police and assist in their response.
2. Follow general security threat protocol.
16.5.4 Bomb Threats
If the threat takes place at Eroica Britannia 2017 it is the sole entity in charge,
then the threat should be assessed and evaluated by the Event Director, Event
Manager, Health & Safety Advisor and Security Manager for its severity and
legitimacy.
Event Director / Event Manager
1. Phone threats should be carefully detailed with threats listed, tone of
voice, and call number (if available
2. Written threats should be immediately transferred into some sort of
envelope or protective folder – as it could potentially be used for
evidence at a later date.
3. If the threat refers to loss of human life and property it should be taken
serious and pursued. Immediately notify local authorities and security if
a threat to life occurs.
4. If a threat is determined to be real, then the event space will need to be
evacuated. The affected area should be cordoned off and all
attendees and staff should be directed to a predetermined evacuation
site.
16.5.5 Post-Event
Event Director / Event Manager
1. Provide ongoing support to required agencies if appropriate.
2. Liaise with Crisis Communications Team on any service recovery actions.
3. Write a detailed Incident Report including actions taken, detailed
timeline, individuals involved, contact information, identified motives,
and any other relevant details.
16.6 Marquee Evacuation
The emergency plan is required to be continually reviewed to ensure that it is
suitably integrated and communicated to all event staff, contractors and
agencies.
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Marquee Calculations
The below table is a reference for all symbols used within the calculations
U Number of unit of exit width (1U = 545mm)
E Number of Exits
T Dependant on class of Building
40 Number of persons able to evacuate through one unit of exit
width per minute
4 Size of largest exit permitted in terms of exit width
1 Added to ensure always at least one unit
A marquee/big top structure is generally classed as a high risk environment,
therefore exit time allowed for full evacuation is 2 minutes and all persons within
the marquee should be no more than 18 m away from a usable exit at any
time.
External escape route capacities
The capacity of an escape route is determined by the rate at which people
pass along the route during each minute of the defined escape time.
The following are suggested rates of passage for open-air parts of venues:
• on all routes within seated areas (including gangways and ramps) and
stairways – 73 people/metre/minute; and
• on all routes in other parts of the event or venue (including within
standing accommodation) – 109 people/metre/minute.
Type of structure Escape route Suggested travel
distance
Marquee or tent Where more than one
escape route
is provided
18m
Where only a single
escape route
is provided
6.5m
Pneumatic structure Where more than one
escape route
is provided
12m
Where only a single
escape route is
provided
not applicable
Other temporary
enclosure
Where more than one
escape route in
is provided
25m higher fire risk areas
45m in normal fire risk
areas
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60m in low fire risk areas
Where only a single
escape route
is provided
12m in higher fire risk
areas
18m in normal fire risk
areas
25m in low fire risk areas
Emergency exits will have suitable signage (both maintained and non-
maintained lighting where required) and will kept clear at all times. The signage
will be visible from both inside the marquee and within the event area.
External lighting will be provided on a separate generated supply to that of the
main event arena supply (e.g. tower lighting)
16.6.1 Capacity
The event space will be provided with adequate facilities to monitor and
control the number of people present at all times. Due to the nature of the
event, it is anticipated that up to 30,000 people may attend the event over the
course of the live event days which includes riders, visitors and spectators. As
per the Premise License, no more than 9999 riders, visitors or spectators will be
in the licensed area at any given time. Suitable provisions shall be made to
enable disabled people to use the main Festival Site including the provision of
adequate access, egress and means of escape. As the event site is mainly
open flat land with minor undulations, access to the event site for those with
reduced mobility is not a major concern. Appropriate signage will be
implemented where necessary.
16.6.2 Access for Emergency Services
The Eroica Britannia 2017 Event site has multiple access points to a road or open
space in order to ensure the rapid dispersal of people from the event site in an
emergency.
Adequate arrangements shall be provided for access for the emergency
services.
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Section 17
17.0 Traffic / Transport Management
A traffic management plan (TMP) for the event shall identify designated routes
for vehicle access to, and egress from, the event site including mobility
impaired customers The TMP shall also cover the parking locations for the event,
internal traffic movements on the event site and routes for construction traffic.
The TMP will be completed and conducted by TBC, the Eroica Britannia 2017
Traffic and Parking supplier. A separate document will be prepared and
attached to the ESMP.
Large vehicular movements within the event site and in the vicinity of riders or
visitors shall always be escorted by traffic marshals (or designated volunteers)
and drivers shall obey site speed limits of 5mph.
Methods of escort may vary; usually either on foot, bicycle or by using a lead
vehicle.
Vehicular access routes will be pre-identified and marked on the maps and
given to all drivers. No vehicle zones shall also be marked on a map and
enforced by the Event Delivery Team and Health & Safety Advisor. Any driver
found to be driving dangerously will be asked to stop their vehicle and will
revoke their ability to drive onsite.
Vehicles accessing site (including gators, quads, etc) during the event phase
will be required to illuminate their headlights at all times, day or night, drive at
a maximum speed of 10mph and 5mph if any person(s) is within 20m of the
vehicle.
All normal traffic rules apply. Driver’s onsite shall have a driving license valid in
the UK. The number of vehicles on The Event site shall be kept to minimum at all
times and restricted to operational purposes only.
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Section 18
18.0 Licensing
The Eroica Britannia 2017 Festival Site event will include the following Licensable
Activities:
The sale of alcohol for consumption on the premises
The provision of live and recorded music amplified and unamplified
Dancing
The performance of dance
The playing of films, indoors and outdoors
Due to the nature of the event and the activities taking place, Eroica Britannia
2017 will operate under the Premises License.
The Event Manager Gian Bohan is the Dedicated Premises Supervisor (DPS).He
will employ the services of a bar company who will also provide a Manager
who will hold a Personal Licence and will directly report to her.
The following appropriate signage will be implemented at the Bar areas:
No under 18’s served alcohol
Persons who appear to be under the age of 25 will be asked to provide
identification
The specific opening and closing times of the bar
Responsible drinking message
No smoking signs
Copy of The DPS Consent Form
Copy of the Premises License
Security will be positioned in and around the bar area to ensure persons under
the age of 18 are kept at least 1.5 meters away from the bar area. A challenge
25 will be implemented.
Security will be positioned at strategic positions around the Licensed area to
ensure no alcohol in glass is removed with the exception of the free alcohol
given to riders.
To prevent Crime and Disorder, co-ordination between Eroica Britannia 2017
Management, security staff, Health & Safety Advisor and the local authorities
to ensure a positive action programme for combating crime and disorder is in
place. All security personnel operating will be SIA registered in line with the SIA
requirements. All supervisors of stewards will be SIA registered. Eroica Britannia
94
2017 will use volunteer stewards, stewards employed from the Security Provider
and Traffic Management Provider to monitor and report on crowd behaviour
and where appropriate escalate using SIA staff and Management staff.
To ensure public safety, consultation with the Safety Advisory Group on the
plans for each activity in accordance with the paragraph of the operating
schedule of the licence. These plans will be developed through co-ordination
with each agency. They have been developed to meet guidance under the
Event Safety Guide (HSG 195. The Health & Safety Advisor will be onsite at all
times during the event.
To prevent public nuisance, noise control levels are in place. They will ensure
appropriate rest and welfare facilities as detailed in this operating schedule are
in place, as well as a suitable and sufficient waste and cleaning programme.
Eroica Britannia 2017 will consult with the Safety Advisory Group to ensure that
local residents and businesses are consulted throughout the specific event
process of planning to ensure their views are taken into consideration.
To protect children from harm Records of children reported as separated will
be collated to ensure appropriate levels of support are maintained. There will
be no gambling or adult entertainment allowed on site.
Subject always to the need to apply under the Licensing Act 2003 for formal
variation of the Premises Licence, any alterations/significant amendments to
this Event Safety Management Plan will be subject to appraisal and evaluation
with Safety Advisory Group process as far as is reasonably practicable. In any
event this must be discussed and agreed by the widest available multi agency
team. Such alterations will be to support the licensing objectives, in particular
public safety.
It is the responsibility of the Eroica Britannia 2017 Management Team to ensure
an ongoing assessment takes place throughout all phases of the event. Any
escalation in the severity of a hazard or the discovery of a new hazard must be
reported to the Event Director, Event Manager and Health & Safety Advisor.
Where appropriate the relevant multi agency body should be informed.
In all cases such changes are to be recorded in the Event Management Office
which is maintained as a record of activity during all operations of the event
site.
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18.2 Licensable Area Map
Below is the plan for the area that all licensable activities will take place within.
The area is highlighted in green and the main festival site where the majority of
the licensable activities will take place .
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Section 19
19.0 Communications Plan
A communications plan is required in order to support and co-ordinate routine
security and event activity onsite and also provide several different means of
communication (internally and externally) in the event of an emergency. The
following key personnel will operate as follows.
EXTERNAL
Police Service
Via 999
Fire Service
Via 999
Ambulance Service
Via 999
INTERNAL
Security
All security staff will operate on their own Security Radios. The Security
Manager will carry a Security radio and an Event Radio set to the main
operations channel. Security to provide the Event Director or Event
Manager or Health & Safety Advisor with a security radio. Mobile
communications will be used as a secondary means of communication
Medical
Medical personnel will operate on an event radio and will always be on
the main operations channel. Mobile communications will be used as a
secondary means of communication
Event Director and Event Manager
The Event Director and Event Manager will operate on an event radio
on the main operations channel. Mobile communications will be used
as a secondary means of communication.
97
Health & Safety Advisor
Health & Safety Advisor will operate on an event radio on the main
operations channel and mobile communication will be used as a
secondary means of communication.
Emergency Response Team
All members of the emergency response team are to carry an event
radio. In the situation that any of the Emergency Procedures are to be
actioned all members of the Emergency Response Team are to switch
to the Emergency Channel.
Section 19
19.0 Site Plans
Large Scale plans available upon
request from the Event Manager.
Section 20
20.0 Event Risk Assessment
C&D – The Prevention Of Crime
And Disorder
1. Identifying Offenders
2. Emergency Contact
3. Supervision Failure
4. Incident Report Failure
5. Drugs and Offensive
Weapons
6. Control Notices
7. Communication
8. Provision of Alcohol
9. Persons outside Event
Area
10. Bike Theft
PUS – Public Safety
1. Loading / Unloading
2. Vehicle Movements during
event
3. Crowd Control &
Management
4. Accident Reporting
5. Maintenance and
Inspection
6. Electrical Safety
7. Failure of Fire Warning
8. Lighting Failure
9. Fire
10. Working alongside General
Public
11. Housekeeping
12. First Aid
13. Working at Height
14. Non-mechanical Lifting
Aids
15. Use of Powered Lifting
Equipment
16. Use of MEWPS
17. Falls from Ladders
18. Manual Handling
PNU – The Prevention Of Public
Nuisance
1. Noise and Vibration
2. Light Pollution
3. Smells / Odours
4. Litter
5. Transport / people
movement
PCH – The Protection Of Children
From Harm
1. Child protection measures
2. Unsuitable Material
3. Child performers
4. Adult Entertainment
5. Under age sale of Alcohol
6. Under age gambling
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19. Flammable Material
20. Use of Hazardous
Substances
21. Incorrect use of Hand Tools
22. Incorrect use of PPE
23. Disabled People
24. Animals onsite
25. Use of Fuel
26. Extreme Weather
Conditions
27. Suppliers working
alongside each other
28. Distribution / dimming racks
29. Site Rules
Likelihood
Date of Assessment: 01 December 2016
Assessed by: Jo Mulvey
Location: Friden Grange, SK17 0DY
5 5 10 15 20 25
4 4 8 12 16 20
3 3 6 9 12 15
2 2 4 6 8 10
1 1 2 3 4 5
1 2 3 4 5
Likelihood Severity
1 Extremely Unlikely No or minimum injury - No equipment or property damage
2 Possible but unlikely First aid treatment on site - Minimum equipment or property damage
3 Conceivable First aid treatment off site - Equipment and property damage
4 Probably would happen at some time Major injury or hospitalisation - Localised equipment or property damage
5 Almost certain to happen Fatality - Extensive property or equipment damage
S = Severity L = Likelihood R = Risk Rating
1 – 6 Low Risk: Action has been taken to lower the risk satisfactorily. Time, effort and money must be proportionate to
the risk.
7 – 15 Medium Risk: Action may be required to control the risk further. Immediate short term measures may be required.
16 – 25 High Risk: Action is required urgently to control the risk. Further resources are almost inevitable.
Severity
102
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
C&D
1
Failure to
identify
offenders
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Injury to persons
Loss of personal
belongings
Damage to
property
2 2 4 The Festival will be supervised sufficiently by a
security supplier. The Security Manager will be
deemed competent and experienced in Festivals
and will submit a security plan to cover all
eventualities.
They will provide a sufficient amount of trained
personnel to pro-actively monitor the site at all
times. And will deal with all incidents in a
professional manner.
The Security team will be carefully selected and will
be experienced in working with events, other
agencies and the general public.
Access to all areas of the event will be controlled
by the security team. All riders and visitors will either
be issued with a wrist band or will be stamped on
their person. The security team will be briefed on the
access limitations of the wrist band.
2 1 2
C&D
2
Failure to
contact
Supervisor in
emergency
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors,
Emergency
Services
Injury to persons
Loss of personal
belongings
Damage to
property
3 3 9 All Event Staff will be contactable in emergency via
two way radios and all key contact phone numbers
will be made readily available and circulated as
necessary.
A Register of all contracted staff names will be
maintained at the Event Control Point (Event
Management Office), showing contact details for
the All key Contacts for the Festival and all
contracted staff.
3 2 6
103
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
This information will be retained and produced for
inspection by an authorised officer, if required.
C&D
3
Door Supervisor
Failure
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Lack of control
within the
premises
3 3 9 There shall be a sufficient number of event
supervision (numbers will depend on the capacity,
but a 1:500 person ratio is anticipated) for the event
arena
There shall be a Daily Record Register retained on
the site, this will contain:
Full name and registration number (if
appropriate) of each person on duty
The employer of each person
The date and time he/she commenced
and ceased duty
All security and supervisory staff will be familiar with
the admission, exclusion and safeguarding of all
staff and persons whilst on the event area site.
3 2 6
C&D
4
Incident Report
Failure
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Lack of control
within the
premises.
Legal / Criminal
action,
proceedings
3 2 6 An Incident Report Register shall be kept on the
event site. This register will include:
The name and registration number of each
security supervisor involved or to whom an
incident was reported to
2 2 4
104
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
The name and registration number of any
other staff involved
The exact detail and extent of the incident
including, date, time, location etc, and
details such as anti-social behaviour, and
ejections from the event space
The name and number of the Police Officer
in attendance or if more than one, the
senior police officer in attendance
The names and contact details of any
witnesses, if possible or practicable
The Incident Report Register will be made available
for inspection on the request of an authorised
officer of the licensing authority or a police officer.
C&D
5
Drugs &
Offensive
Weapons
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Violent actions
resulting in
potential serious
injury or death.
Illness to
perpetrators
Legislation
breaches
5 3 15 A Search Policy to prevent the use of illegal drugs
or weapons may be implemented. Such a policy
shall be displayed prominently to inform all, will
include:
A record of any search carried out
A record of any weapons or drugs found
4 2 8
105
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
A system for safe storage of items or
substances seized and a receptacle for the
safe retention of illegal substances
Any arrangements made for the safe
disposal of its contents as agreed with the
Police Service.
Security personnel shall carry out searches in
accordance with the agreed search policy.
Information received by him/her or by another
person or if he/she has reasonable cause to suspect
illegal drugs or offensive weapons may be on or be
imported into the event site.
C&D
6
Failure to
acknowledge
Control Notices
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Confusion
Aggression,
personal
infringements.
Threatening /
abusive behaviour
2 3 6 Notices will be displayed at the entrance to the
event area, clearly visible to all guests which states:
A search may be conducted as a condition
of entry to the premises
Incidents of crime and disorder will be
reported to the police
Entry to Eroica Britannia 2017- The Festival
site will be refused to any person who
appears to be drunk, acting in a
threatening manner or is violent or abusive
2 2 4
106
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Entry to Eroica Britannia 2017- The Festival
site will be refused to any person who
appears to be under the influence of illegal
substances or whose intention may be
apparently to use, supply or distribute drugs.
Regular and effective communication between
the Security Manager and the Operations Director
will be implemented.
C&D
7
Failure of
Communicatio
n systems
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Confusion. Panic
Aggression,
personal
infringements.
Lack of Control
3 3 9 All Security supervisors will be on communication
via two way radios secured on a pre-determined
frequency.
A programme of re-charging batteries shall be
implemented and all supervisors will address each
other by location and code signage to prevent
alarm or confusion from guests overhearing
instructions.
Ear-pieces shall be utilised and all communication
shall be executed discreetly.
The Event Director and Event Health and Safety
Advisor will be linked to this communication
method.
3 2 6
107
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
C&D
8
Irresponsible
provision of
Alcohol
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Aggression,
personal
infringements.
Lack of Control
Injury to other
guests / staff
3 3 9 Alcoholic drinks shall only be permitted to be
removed from The Festival site into the camping
fields and notices informing guests of this shall be
displayed prominently.
Security personnel will ask any person who they
believe to be under the influence of excess alcohol
to refrain from taking more alcohol and inform the
Security Manager who will determine the next
course of action if there is time to do so. If they must
they may escort the individual or individuals away
from the Festival Site and then inform the Security
Manager who will liaise with the Event
Management Team and the Local Police if
necessary.
All bar service staff will be briefed and experienced
in the operation of the ‘challenge 25 scheme’ that
will be implemented on the event site.
All persons consuming alcohol shall be 18 years of
age or over, if security supervisors suspect a person
may be under that age, they will ask for proof of
age, and take appropriate action if any underage
drinking is discovered on the Festival Site.
All drinks will be supplied in plastic cups. All bar staff
will be briefed to decant all drinks from glass bottles
into a plastic cup with the exception of glass bottles
being allowed within the designated beer gardens
only.
2 2 4
108
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Empty cups will be collected regularly and
promptly by the waste management contractors.
All bars will stop serving alcohol at 01:30, allowing all
customers time to finish drinks before being asked
to leave the area.
C&D
9
Irresponsible
behaviour of
persons outside
the event area
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Aggression,
Lack of Control
Injury to other
persons / staff.
Missiles being
hurled into event
arena
4 3 12 Close liaison with the Police and the local authority
will be maintained and a copy of the Event Safety
Management Plan will be distributed to all relevant
authorised bodies, and all heads of departments
working for the organisers.
Security personnel will be positioned on all ingress
and egress points. They will monitor all individuals
who enter The Festival site. During egress they will
not allow any alcohol to be taken away from The
Festival Site unless into the camping fields.
Additional security personnel will be positioned
both within The Festival area and strategic positions
throughout the event site.
3 2 6
C&D
10
Bike Theft Cyclists,
Security, Staff
Aggression,
Personal
Infringement,
Injury
3 3 9 Cyclists will be informed in advance that cycle
security is the owner’s responsibility and to bring
appropriate and sufficient cycle security
equipment. Any cycles left in owners vehicles are
also the responsibility of the owners.
Security will monitor and patrol the site from the start
of The Festival to the end.
2 2 4
109
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Security will be advised to only tackle situations they
are comfortable with and if they feel they are in
danger to walk away and call police immediately.
Security will report all incidents to the security
manager who will liaise with event management
team and police if necessary.
Incident report form to be filled in by the Event
Management Team with any cyclists who have
property stolen.
PUS 1 Vehicles
loading into the
event area
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Serious injury
through lack of
awareness /
contact with
moving vehicles
4 2 8 Designated vehicle access routes will be identified
and adequate warning signage will be deployed.
Banksmen (in suitable PPE) will be utilised when
vehicle movements are in operation.
All suppliers and contractors will follow a delivery
schedule
All delivery vehicles will follow the dedicated track
way route and will stay off the grass where
practicable.
Forklift trucks will be operated by trained
competent staff only10mph will be the maximum
speed limit. Forklift movements will be limited during
the event live periods and must be accompanied
by a Banksmen at all times
2 2 4
110
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
PUS 2 Vehicles
movements
onsite during
event
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Serious injury
through lack of
awareness
contact with
moving vehicles
Impact
4 2 8 Drivers to hold valid a driver’s license.
10mph maximum speed limit. A maximum of 5mph
used when drivers are within 20m of spectators and
cyclists.
Drivers to be seated and seat-belts to be used at all
times if available.
The use of mobile phones is strictly prohibited while
driving vehicles.
Drivers instructed to never leave vehicles
unattended with the key in the ignition.
Drivers not to use any other vehicles other than
those allocated to them unless agreed by the Event
Management Team.
Banksmen in the appropriate PPE will be used when
positioning any vehicles for display purposes in The
Festival site.
3 1 3
PUS 3 Crowd
Management
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Crushing injuries
Inability to egress
safely in an
emergency
Claustrophobia
4 2 8 A crowd expectancy of up to 14,999 persons may
attend at the most each day with facilities
designed for 14,999.
The event area is of sufficient size to accommodate
the crowd expectancy.
A written policy – Event Safety Management Plan
shall be prepared giving arrangements relating to
ingress and egress of the event space (including
monitoring of the capacity) and emergency
evacuation of the event space.
2 2 4
111
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Where necessary, an exclusion zones will be formed
by the use of a barrier (traffic cones and hazard
tape) to exclude unauthorised personnel.
Trained supervisory staff shall oversee the general
safety within the event space.
Emergency shelter in temporary structures on The
Festival site may be used from inclement weather if
required.
PUS 4 Non Reporting
of accidents
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Legislation breach
Inability to deal
with worsening
injuries.
2 2 4 Written records of all accidents / safety incidents
involving guests shall be kept within the production
office and be made available to an authorised
officer if requested
An Accident book shall be kept within the Event
Control Point and accidents / safety incidents shall
be entered for staff, contractors and guests.
RIDDOR shall be observed.
2 2 4
PUS 5 Failure of
Inspection /
Maintenance
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Unsafe egress for
staff / guests
Failure for access
of emergency
vehicles
Emergency exit
route blockage
4 2 8 All exit routes on The Festival Site will remain
accessible and a system for ensuring all exit doors
and routes in temporary structures remain clear
shall be implemented by the Event Management
Team/ Security team/ Event Health and Safety
Advisor.
These checks will also be undertaken to ensure that
access for emergency service vehicles remains
clear.
2 2 4
112
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Any technical equipment that guests may come in
to contact with will be maintained, stored and
operated in a safe manner.
Appropriate maintenance and test records for
equipment used will be kept and made available
to any authorised officer.
PUS 6 Failure of
electrical
installations
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Fire.
Injury to
contactees –
electrocution
Lighting failure
resulting in panic
4 2 8 Inspection and testing certification / records for all
electrical equipment shall be made available to an
authorised officer if required.
All Portable electrical appliances / equipment
brought onto site shall have certifiable records of
Portable Appliance Testing (PAT) or similar carried
out by a suitably trained and competent person.
Temporary electrical cabling installed within the
event space shall be inspected and tested by a
suitably trained and competent person and
records of these checks will be kept for the duration
of the installation.
Where necessary, an exclusion zone will be formed
by the use of a barrier around the electrical
installations to exclude unauthorised personnel.
Appropriate signage will be implemented where
necessary.
3 2 6
113
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
PUS 7 Failure of Fire
warning
procedure
Spectators,
Cyclists, Staff,
Contractors,
Visitors,
Exhibitors/ven
dors
Inability to raise
the alarm putting
all occupants
within the event
space in danger.
Unsafe egress for
staff / guests
Emergency exit
route blockage.
4 2 8 Visual detection and constant fire patrols with a
voice alarm system shall be adopted for all internal
structures (mobile radio communications by fire
wardens). The procedure to be adopted for raising
the alarm will be detailed in the Event Safety
Management Plan.
If the generated power is lost, voice warning alerts
shall be used to instruct guests / staff in the
emergency procedure by using Loud-hailers.
All Staff and contractors will be briefed on the
emergency procedures including failure of Fire
warning systems.
Designated Fire Points will be implemented at
strategic positions around the site.
2 1 2
PUS 8 Failure of
general lighting
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Mass panic,
hysteria
Inability to egress
event space
safely
Injury to all
occupants
4
2
8
Generated Tower lighting will be installed and
maintained in strategic parts of The Festival site.
The power source of this lighting will be separate
from that of the general lighting.
Maintained and non-maintained lighting shall be
utilised within all temporary structures. All will have
battery back-up, maintained in accordance with
the appropriate British Standard.
At each emergency exit within each temporary
structure there will be maintained green “running
man” boxes.
4 1 4
114
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
All exit routes within temporary structures will have
green ‘running men’ signage at the appropriate
size and they will be adequately lit.
Muster or assembly points will be prominently signed
on The Festival Site, this will be detailed on the site
plan and will be communicated to all relevant
parties.
All emergency lighting will be tested within all
temporary structures under the supervision of the
Event Health and Safety Advisor prior to The Festival
site opening and the results recorded and be made
available to an authorised officer where necessary.
PUS 9 Fire General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors, Property
Injury or death
Serious damage
to property
5 2 10 Fire Risk Assessments will be completed and
documented in the Event Safety Management
Plan for the Festival site and all other areas. All
relevant traders and exhibitors will have to provide
a Fire Risk Assessment for their activities if deemed
necessary
The siting, number and fire rating of fire extinguishers
will be established and agreed with the Event
Health and Safety Consultancy and The Event
Management Team prior to build phase and shown
on a plan.
Fire blankets will be provided at food outlets, these
will meet British Standards.
4 1 4
115
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
All appointed and competent staff/ contractors will
be made aware of fire-fighting methods and a
specific fire evacuation plan shall be initiated and
all staff/ contractors will be made aware of its
findings. Should anything change, all staff will be
made aware.
All temporary furnishings, drapes, shall also be
required to be fire retardant and certificates
provided. All wall / floor coverings shall be
compliant with British Standards and evidence of
conformity shall be provided and shown to an
authorised officer if requested.
Fire procedures will be instructed and briefed to all
staff for their respective areas of operation.
Designated Fire Points will be implemented at
strategic positions around The Festival site.
PUS
10
Working
alongside
general public
and other
contractors
Staff,
Exhibitors/ven
dors
Contractors,
General
Public
Confusion,
collisions, serious
injury, risk of
inability to
evacuate in an
emergency
4 3 12 Where necessary, work areas will be segregated by
the use of barriers to exclude unauthorised
personnel.
Where vehicles will be accessing site during the
event phase, co-ordination and effective
communication between Traffic Manager and
Operations Director will be implemented. All
vehicles will have a banksmen.
Operations Director, Event Manager or Event
Health and Safety Advisor to brief staff and
contractors prior to commencement of work on site
3 2 6
116
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
rules and regulations as well as fire emergency and
evacuation procedures.
The Festival site will not be open to general public
prior to the event commencing.
PUS
11
Failure of
Housekeeping
issues
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Slips, trips, falls
Fire
Obstructing
access routes/
exits
3 3 9 A programme of regular checks of functional and
decorative fixtures will be implemented and
undertaken, with all checks recorded, this will also
include guest areas, WC’s, washrooms. Catering
areas, loading areas, spectator viewing areas, etc.
All floor surfaces will be suitably slip resistant where
practicable, kept in good condition with defects
reported immediately and free of obstructions.
Designated cleaning contractors will be appointed
and supervised and a programme of specific
cleaning in pre-determined areas shall be
implemented.
Where a build-up of large volumes of waste /
discarded rubbish occurs, special detail shall be
instructed via communication (radio link) and
removal will be prioritised.
Waste Management Plan will be implemented.
Appropriate signage will be deployed where
necessary.
2 2 4
117
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Wheelie-bins will be positioned throughout the
event area and course which will be regularly
checked and emptied where necessary.
Wheelie-bins will be positioned throughout the
event area and course which will be regularly
checked and emptied where necessary.
PUS
12
Injuries
sustained within
The Festival Site
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Injuries sustained
during the event,
Broken glass, liquid
spillage, excess of
alcohol / drugs
Slips, trips falls
3 3 9 An independent Medical contractor shall be
present during the live event phases. The medical
contractor will be experienced in festivals and will
be responsible for providing the adequate
resources, staff, and equipment needed for an
event of this type.
Clear, visible and appropriate signage will be
implemented. The medical contractor will liaise
closely with the Event Management team, at all
times whilst maintaining patient confidentiality. An
ambulance will be present on site for the festival,
and will only leave site in the case of an
emergency.
Designated staff shall be trained in First Aid for the
build and de-rig stages, and certificates made
available for inspection if required by an authorised
officer of the licensing authority.
Adequate and appropriate First Aid equipment
shall be available at all times it is occupied by
Contractors, Staff, Spectators and Cyclists, and
3 2 6
118
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Exhibitors / Vendors A written procedure for dealing
with cyclists/ spectators who are unwell/ injured or
who are taken ill shall be prepared by the medical
provider.
Designated staff shall be trained in procedures to
deal with this.
PUS
13
Working at
Height
Staff,
Contractors
Falls from Height,
Injuries sustained
by equipment/
tools falling from
height
4 3 12 At all times when work is taking place at height the
working area will become a hard-hat area for all
staff / contractors.
A means of segregation may be sought to ensure
that no other persons can access the areas where
work at height is taking place beside the appointed
contractors.
Suitable edge protection will be installed to
platforms before any staff/ contractors are
permitted to access platforms.
Appointed operators will wear task specific PPE,
including a safety harness and lanyard where
appropriate.
An emergency fall arrest procedure will be in place
where appropriate.
Effective communication will be administered at all
times.
Banksmen (in suitable PPE) will be utilised where
possible.
Ground surfaces and travel routes will be inspected
and monitored.
3 2 6
119
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
PUS
14
Non-
mechanical
lifting aids
(Pallet trucks,
trolleys, sack
barrows, etc)
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Damage to
buildings and
equipment.
Equipment
toppling over.
Loss of a load.
Contact with
members of the
public or other
persons below
3 3 9 All staff and contractors will operate the non-
mechanical aids to reduce manual handling on
site.
An equipment check shall be carried out prior to
use, to establish that the aid is in appropriate and
safe working order.
Ensure that the staff/ contractors are trained and
competent to use the aids and that they are aware
of their load capacities and capabilities and that
are not exceeded or used for any other purpose
other than their intended use. Manufacturer’s
instructions will be observed and adhered to at all
times.
Prior to operating the aid the operator shall
establish a safe clear route, solid ground, free of
obstacles and obvious risks.
Staff and contractors to ensure they remain vigilant
of members of the public when using equipment
when loading/ unloading.
Task specific PPE (Steel toe cap boots and hi-vis
vests) to be worn as appropriate.
Area that is to be worked in shall be free of
obstructions.
Upon completion of working the non-mechanical
lifting aid will be returned to the safe designated
area, on a flat surface.
3 2 6
120
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
PUS
15
Use of powered
lifting
equipment
(tele-handler,
counter
balance, fork
truck etc.)
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Damage to
buildings and
equipment.
Equipment falling
from height, loss of
load,
Equipment
toppling over.
Contact with
persons below.
4 5 20 Only trained and competent contractors and staff
who have attended a recognised training
programme relevant to the particular type of
powered lifting equipment will operate the
machine on site.
An equipment check shall be carried out prior to
use, the manufacturers certificate of conformity
shall be read and made note of, in order to
establish capacity and capability of the particular
powered lifting machine (bearing in mind different
machine’s may have different capabilities)
Prior to operating the machine the operator shall
establish a safe clear route, solid ground, free of
obstacles and obvious risks.
Where necessary, a banksman shall ensure that the
access route is clear of other persons and use of an
area restriction method (crowd barriers) will be
used.
All persons who will be working within the restricted
area shall wear task specific PPE which may include
(Steel toe cap boots and hi visibility vests)
Area that is to be worked in shall be free of
obstructions and when working outdoors, that
adverse weather conditions will not affect the
operation.
Operator will observe warning instructions and
cease work.
2 5 10
121
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Upon completion of working the powered lifting
equipment will be returned to the safe designated
area, the forks will be placed on a flat surface, the
handbrake will be applied and the keys removed
and returned to the designated area.
HSG6 Safety in Working with Lift Trucks will be
complied with
PUS
16
MEWP
Operations
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
MEWP toppling
over, falls of
persons height,
falling of tools from
height onto
people below
4 4 16 Only Operators who have attended and hold a
valid certificate for a recognised training
programme relevant to the particular type of
MEWP will operate the machine on site.
The operator shall complete an equipment check
shall prior to use, the manufacturers certificate of
conformity shall be read and made note of, in order
to establish capacity and capability of the
particular MEWP (bearing in mind different
machine’s may have different capabilities)
Prior to operating the MEWP, the operator shall
establish a safe clear route, solid ground, free of
obstacles and obvious risks.
Where necessary, work may be conducted within
an enclosed barriered area.
Where necessary, a banksman shall ensure that the
access route is clear of any obstructions and
persons and use of an area restriction method
should be used.
3 3 9
122
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
For persons entering the basket with the operator
shall have the necessary task specific PPE including
Hard hat, safety harness and lanyard in place
before commencing work.
Access guard door shall be closed shut prior to
ascent.
Operator shall not climb on guard rails while MEWP
is in operation. Tools that have the facility shall be
secured to the person with a tool lanyard.
Work equipment placed on the floor of the MEWP
shall only be for short durations. Loose clothing,
personal items such as coins shall be removed prior
to access to the MEWP.
When warning devices sound, operator will observe
warning instructions and cease work activity until
problem is rectified.
MEWP to be moved to maintain clear traffic flow
where necessary.
PUS
17
Falls from
ladders
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Injury to persons
underneath,
damage to
property, building
and work
equipment.
Fall of person,
objects to persons
below.
4 3 12 Ladders shall be inspected by a competent person
prior to use, particular attention shall be drawn to
stabiliser bar rubber feet, metal locking bar, safety
catches, webbing strap and indentations /
damage to rungs.
If staff or contractors ascertain that a ladder is not
in suitable condition or fit for purpose they shall not
use it.
3 2 6
123
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Ladders toppling.
Ladders shall be positioned on a flat hard piece of
ground.
Ladders shall be secured into a locked position prior
to use and extended fully in the horizontal position
with the metal locking bar locked, the webbing
strapping extended and in good condition and the
safety catch applied to each section after
extending.
PUS
18
Manual
Handling
Staff,
Contractors,
Exhibitors/ven
dors
Poor posture.
Lower back
disorders,
Muscle strains and
sprain,
Musculoskeletal
injury
3 3 9 Mechanical aids shall be sought and utilised where
available.
Sufficient time shall be allocated to the task.
Knees shall be bent.
Body shall not be twisted.
Load shall be kept close to the body.
Equipment shall not be carried over shoulder
height.
Loads that are not light enough to be carried by
one person shall not be carried using team lifting.
Additional care and attention shall be exercised if
the ground surfaces are uneven or have different
height gradients.
All staff to receive task specific manual handling
assessments where necessary.
Task specific PPE to be worn at all times which may
include steel-toe safety footwear, gloves, hi-vis
vests, hard hat (work overhead)
3 2 6
124
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
PUS
19
Flammable
material
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Fire 4 2 8 Contractors will ensure all material has been fire
rated. Should a fire occur from ignition, all staff will
follow the procedure laid out in the fire and
emergency plan.
Security staff acting as Fire marshals will assume
control of the situation under instruction from the
Security Manager and Operations Director.
All fire-rated materials being used onsite, must be
forwarded to the Event Health and Safety Advisor
prior to work commencing.
4 1 4
PUS
20
Use of
hazardous
materials
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Irritation to skin/
eyes/ throat
Fire, burns,
disorientation
3 4 12 A written safety policy / risk assessment on all
aspects of hazardous materials to be used shall be
initiated and made available including, where
necessary:
Signage required warning contractors prior to
entering the area where in use – where necessary
Only suitably trained & competent staff and
contractors shall be utilised for materials use.
Un-authorised personnel shall not be able to
interfere or come into contact with any form of
hazardous material; all such areas will be secured
and controlled by use of fencing/ crowd barrier
where necessary.
MSDS and COSHH Assessments will always
accompany all hazardous materials on site.
Task specific PPE to be worn.
3 2 6
125
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Prior notification of the use of certain hazardous
material shall be given to the local authority fire
service (where required).
PUS
21
Incorrect use of
PPE
Staff,
Contractors
Serious cuts,
gazes, impact due
to lack of control,
damage to
property
3 4 12 Correct PPE identified for the specific task and the
individual shall be selected, or where identified
within a specific risk assessment.
PPE selected should fit and be worn correctly.
Regular inspection for defects shall be undertaken,
and if PPE is defective staff or contractors shall
report the defect and request replacements.
Environmental and ergonomic issues shall be taken
into consideration (e.g. changes in temperature)
when selection of PPE is made.
Failure to comply will result in contractors/ sub-
contractors halting work and could being ask to
leave site.
2 2 4
PUS
22
Incorrect use of
Hand Held Tools
Staff,
contractors
Serious cuts,
gazes, impact due
to lack of control,
damage to
property
3 4 12 All hand held tools will be transported is a secure
tool box or storage container. All tools will be
cleaned on a regular basis and maintained in good
working condition.
All staff and contractors will conduct a visual
inspection of the tools to ensure they are safe prior
to use.
3 2 6
126
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Upon completion of using hand held tools staff and
contractors will place the tools back in their
containers in a safe location.
All staff and contractors using tools will be
competent and familiar with the tools they are
using.
Task specific PPE will be worn at all times.
PUS
23
Evacuating
disabled
people in the
event of an
emergency
Disabled
guests
Inability to
evacuate, panic,
distress
4 2 8 A procedure for evacuating disabled persons shall
be implemented, it will include measures for
identification of disabled persons, responsibilities of
designated persons to evacuated said guests and
suitable training shall be provided for staff to ensure
disabled guests do not feel discriminated against or
are not unduly worried / concerned should an
emergency / evacuation be required.
4 1 4
PUS
24
Use of fuel General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Fire, burns,
Irritation to skin /
eyes,
slips
4 4 16 All refuelling on site will be kept to a minimum and
will be completed during the times when the
festival site has no public present where
practicable.
Only trained and competent personnel will be
allowed to handle fuel. Those persons should also
be trained to deal with spillages.
Task specific PPE may be worn when handling fuel,
including safety glasses and gloves.
Fire-fighting equipment will be available
3 3 9
127
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Adequate and sufficient spill kits to deal with any
spillage onsite as not to endanger the environment
will be available.
PUS
25
Animals onsite
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Bites, attacks from
animals, serious
injury, crushing
4 3 12 All domestic animals must be accompanied by
their owners at all times and kept on leads. All
owners will asked on arrival to ensure that they
clean up after their animals immediately. Any non-
compliance will result in the owners of the animals
being asked to leave the festival site.
All staff, contractors and persons will be informed
not to interact with any animals unnecessarily.
A good level of housekeeping will be implemented
and all rubbish will be removed from site on a daily
basis.
First aiders will be available on site at all times during
the event.
3 2 6
PUS
26
Extreme
Weather
Conditions
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Hypothermia
Hyperthermia
Slips, trips, falls
Serious injury
Seizures,
Dehydration,
Sunstroke, Sunburn
4 3 12 All staff and contractors working onsite will be
briefed prior to arriving onsite to wear appropriate
clothing in accordance to weather conditions
Welfare facilities including hot and cold beverages
will be available for staff and contractors while
working onsite.
Areas/ structures of refuge/ shelter from extreme
weather will be available
3 2 6
128
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Food and beverage stalls will be made available
A Medical contractor will be deployed to assist with
the effects of extreme weather conditions affecting
persons. Food and beverage stalls will be made
available
A Medical contractor will be deployed to assist with
the effects of extreme weather conditions affecting
persons.
Emergency Procedures for extreme weather
produced and to be followed.
PUS
27
Suppliers
working
alongside each
other
Staff,
Contractors,
Exhibitors/ven
dors
Injuries as a result
of suppliers not
knowing what
other suppliers are
doing, Failure to
communicate
4 3 12 On arrival event team will be made aware of any
safety issues in connection with installed equipment
by Contractors.
The Event Management Team will produce a
production schedule prior to arrival on site. All
relevant parties will be briefed on the importance
of communicating to The Event Management
Team if they cannot adhere to the schedule so that
arrangements can be made.
3 1 3
PUS
28
Distribution /
dimming racks
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Fire from electric
overload / short
4 2 8 Power plan will be drawn and installed by
competent technical staff.
All equipment will be PAT tested at source and an
integrity test will be carried out on site, with all results
recorded
A CO2 fire extinguisher will be located in this area
and technician will be familiar in its operation.
4 1 4
129
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
PUS
29
Site Rules Staff,
Contractors,
Exhibitors/ven
dors
Persons accessing
restricted areas,
Failure to follow
procedures, Staff
unaware of
arrangements
3 3 9 All staff, contractors and exhibitors and vendors, will
be given all site rules, procedures, emergency
arrangements prior to arrival onsite. All heads of
departments will be responsible for briefing their
teams appropriately. When necessary, additional
briefings will conducted by either the Operations
Director, Event Manager or Event Health and Safety
Advisor, on their duties, roles and responsibilities.
All HOD’s are responsible for ensuring that their
staff/ contractors working under their control have
attended the induction prior to starting work.
2 1 2
PNU
1
Noise pollution Local
Residents
and
Businesses,
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors,
Inconvenience
Nuisance
Disturbance
4 2 8 The Festival site is in a rural area and located in
Friden Grange. Therefore exposure to noise will be
minimal to the nearest neighbours. Control
measures will include:
All Live music to cease at 23:00 hours on live
event days. All recorded music is to cease
at 02:00 hours on live event days.
Licensable noise activities will take place
within the event site, so audible noise from
music shall be controlled.
Perceptible vibration will cause no ill effects
in the nearest habitable premises whether
for home or office use.
Sound curfew will be implemented at 02:00.
PA systems and Loud systems are not
allowed on the campsite and will be
monitored by Event Management Team
and Security Team.
130
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Noise from plant during the installation and
de-rig will be controlled.
Vehicles will access the site as per the
attached site plan.
Modes of transport from the vicinity such as
taxis / shuttle buses, trains etc. shall be
utilised.
PNU 2 Light Pollution Local
Residents
and
Businesses,
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Inconvenience
Nuisance
Disturbance
2 2 4 Lighting will provided for the purpose of staff and
customer safety for the security of the event area
and lighting associated with the activities of
advertising (if required) shall be suitably positioned
and of an intensity so as not to cause nuisance to
neighbouring premises or the nearby roads.
PNU 3 Smell / Odours General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Unpleasantness
Nausea
Illness
Nuisance
2 2 4 A system of regular cleaning shall be implemented
to prevent unwanted odours occurring, under
supervision from the Catering Managers and/or the
Designated Premises Supervisor.
Local authority environmental health officers shall
be consulted and invited to inspect if required.
Effective housekeeping practises will be
implemented and controlled by the waste
management team.
131
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
All Food and drink concessions will be informed of
the procedures they must follow regarding waste.
Effective housekeeping practises will be
implemented and controlled by the waste
management team.
PNU 4 Litter
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Vermin
Trips, slips and falls
2 4 8 Site waste will be stored at the storage area.
This storage facility will be in a designated area. The
removal of this waste will be managed by the
cleaning contractor.
Sufficient waste disposal bins shall be utilised for the
event area site and external areas (where required)
PNU 5 Transport /
Pedestrian
movement
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors
Disturbance
Inconvenience
Nuisance
3 3 9 Guests will follow clear signage as they arrive at the
site. Signage will be placed regarding the site
speed limit.
All staff will be briefed to direct all other enquiries to
The Festival Headquarters.
PCH 1 Non protection
of children
Invited Child
guests
Harm to children 4 2 8 All children / young persons under 16 admitted into
the festival site must have an accompanied adult
or guardian.
The Operations Director shall liaise with any adult
oriented premises (currently none) situated close
by, if viewed necessary.
132
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
A lost child policy with procedures will be fully
documented in the Event Safety Management
Plan and communicated to all Staff and
contractors. In Particular the security team will be
briefed on the specifics of the policy and all
procedures to be followed if a search is to be
implemented. All Masters of Ceremonies (MC’s) will
also be briefed on the specifics of the policy and
procedures and their roles and responsibilities whilst
using public address systems.
PCH 2 Children
viewing
unsuitable
material
Invited Child
guests
Shock, obscenity,
profanity, visual
nudity
2 2 4 There will be material unsuitable for children at The
Festival site. This is a family festival and all material
will be appropriate for all ages in a family audience.
All exhibitors and vendors will be made fully aware
on their responsibility on ensuring that all material
shown is to be acceptable for all ages of a family
audience.
PCH 3 Children
performers
under 18 years
Child
performers
Evacuation
procedures for
Children differ
from adult
2 3 6 Any children performing will be accompanied by
either a parent / guardian or in the case of an
organisation, by the appropriate number of
safeguarding supervisors recommended by current
guidance. All safeguarding supervisors must be
provided by the organisation the children are with.
Details regarding appropriate safeguarding
measures must be submitted to either the
133
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Operations Director, Event Manager or Event
Health and Safety Advisor.
PCH 4 Adult
Entertainment
Children /
Young
persons
Exposure to Adult
themes / content
2 3 6 There will be no adult entertainment which would
be unsuitable for children at The Festival site. This is
a family festival and all entertainment will be
appropriate for all ages in a family audience. All
exhibitors and vendors will be made fully aware on
their responsibility on ensuring that all material
shown is to be acceptable for all ages of a family
audience.
PCH 5 Under age sale
of alcohol
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors Children,
Young
persons
Legislation
breach.
Illness.
Damage to
persons / property.
Erratic behaviour
3 3 9 Alcoholic drinks shall not be permitted to be
removed from The Festival site only into the
camping fields and notices informing guests of this
shall be displayed prominently.
All bar service staff will be briefed and experienced
in the operation of the ‘challenge 25 scheme’ that
will be implemented on the event site.
All persons consuming alcohol shall be 18 years of
age or over, if security supervisors suspect a person
may be under that age, they will ask for proof of
age, and take appropriate action if any underage
drinking is discovered on the Festival Site.
134
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risks Initial risk Record the preventive and
protective measures to reduce risk sufficiently
Residual risk
S L R
S L R
Any individual found supplying alcohol to an
underage drinker will be reported to the
appropriate authorities and escorted away from
the Festival Site.
PCH 6 Under age
gambling
General
Public,
Guests,
Cyclists, Staff,
Contractors,
Exhibitors/ven
dors, Children
/ Young
persons
Legislation
breach.
2 3 6 There will be no gambling on any part of the site at
The Festival site. All staff, suppliers, exhibitors and
vendors will be made aware that this is a Family
Festival and that at no stage is there to be any
gambling in their areas of operations.
Authorisation by person completing the risk assessment:
RA completed by: Jo Mulvey Job Title: Event Manager
Signature: Date: 01 December 2016
135
Section 21
21.0 Fire Risk Assessment
Date of Assessment: 01 December 2016
Assessed by: Jo Mulvey
Location: The Event Site, Friden Grange
5 5 10 15 20 25
4 4 8 12 16 20
3 3 6 9 12 15
2 2 4 6 8 10
1 1 2 3 4 5
1 2 3 4 5
Severity
Likelihood Severity
1 Extremely Unlikely No or minimum injury - No equipment or property damage
2 Possible but unlikely First aid treatment on site - Minimum equipment or property damage
3 Conceivable First aid treatment off site - Equipment and property damage
4 Probably would happen at some time Major injury or hospitalisation - Localised equipment or property damage
5 Almost certain to happen Fatality - Extensive property or equipment damage
S = Severity L = Likelihood R = Risk Rating
1 – 6 Low Risk: Action has been taken to lower the risk satisfactorily. Time, effort and money must be proportionate to the risk.
7 – 15 Medium Risk: Action may be required to control the risk further. Immediate short term measures may be required.
16 – 25 High Risk: Action is required urgently to control the risk. Further resources are almost inevitable.
Likelihood
136
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
1 Exterior Lighting
around the site
Spectators,
Participants,
Staff,
Contractors,
Visitors
Fire from electric
overload / short
4 2 8 All lighting will be PAT tested at source prior to
being installed (certificates available).
Power will be drawn from a distributed supply
taken from the generators, as per power plan
(to follow) and load will not exceed planned
maximum.
All distribution is RCD protected and is fit for
external use, 16/32/63amp exterior power
cables will be used.
Tower Lights will be placed at strategic positions
around the event site including in the camping
areas.
Firefighting provisions will be made available
within close proximity of all generated tower
lights.
2 2 4
2 Floor based
lighting and
sound
equipment
within the
temporary
structures
Spectators,
Participants,
Staff,
Contractors,
Visitors
Fire from electric
overload / short.
Fire from material
coming into
contact with
heated lamp
4 3 12 Power will be drawn from a distributed supply
taken from the generators, as per power plan
and load will not exceed planned maximum.
All distribution is RCD protected and is fit for
internal use, 15amp interior power cables will be
used.
All floor based lighting will be protected by a
metal grill to prevent material contact and will
be positioned away from access / egress routes.
Firefighting provisions will be made available
within close proximity of equipment.
3 2 6
137
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
3 Distribution /
dimming racks
Staff,
Contractors
Fire from electric
overload / short.
4 2 8 Dimmer units will be positioned strategically to
ensure load is balanced and cable runs
reduced as short as possible.
All equipment will be PAT tested at source and
an integrity test will be carried out on site, with
all results recorded
CO2 fire extinguisher will be located in this area
and technician will be familiar in its operation.
3 2 6
4 High level (truss
fixed) lighting
and sound
equipment
Spectators,
Participants,
Staff,
Contractors,
Visitors
Fire from electric
overload / short.
4 2 8 Cable will be secured to truss units using PVC
electrical tape and no open sockets will be
used.
All distribution is RCD protected and is fit for
internal use.
15amp interior power cables will be used.
3 2 6
5 Failure of
interior lighting
Spectators,
Participants,
Staff,
Contractors,
Visitors
Panic from
egressing staff /
Persons / Guest in
darkness
4 2 8 All emergency exits will be fitted with
maintained (battery back-up) exit lights
complying with size regulation.
External generated tower lights will be installed
through the event site.
3 2 6
6 Generators Spectators,
Participants,
Staff,
Contractors,
Visitors
Fire from
generator failure
/ overload
4 2 8 Generators will be tested at source and be fit for
purpose.
Should a fire break out within the generator, the
AMF panel will cut the power current and
emergency lighting will be activated within the
temporary structures.
3 2 6
138
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
Generators will be isolated by ‘onsite’ duty
technician and evacuation of the site will be
initiated by Operations Manager.
Where necessary, Fire and Emergency services
will also be called, as per Fire and Emergency
Plan (within ESMP)
Neither Staff nor technicians will attempt to fight
a generator fire.
All generators will be earthed appropriately.
Firefighting provisions will be in place.
Generators will be fenced in and segregated.
Additional signage will be implemented to
exclude unauthorised personnel.
7 Catering ovens
/ hot plates
Catering
staff
Burns, scalds
Fire, serious injury
5
3
15
Caterers will have carried out specific fir risk
assessments and all staff will be aware of its
undertakings.
All equipment will have PAT test certificates and
be fit for purpose.
Fire-fighting equipment and provisions will be
provided by the Catering partners.
Power will be distributed as per power plan, so
RCD will break current overload.
CO2 fire extinguishers will be located within the
kitchen and fire marshals will be trained in their
use.
3
2
6
139
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
8 Kitchen grills Catering
Staff
Fire, serious injury,
death, burns,
scalds
5 3 15 Caterers will be made aware of danger at a
pre-event safety briefing to be given by the
Health & Safety Advisor.
CO2, powder and fire blankets will be located
within the catering areas at designated points.
There will be notices displaying a fire action plan
above all fire-fighting equipment.
Caterers have been instructed to evacuate
covered marquee after raising the alarm
(method of raising the alarm is detailed in the
Non-Controlled Fire Emergency Action
Procedure
No Water extinguishers will be located in the
catering facilities area.
3 2 6
9 Propane gas
bottles
Spectators,
Participants,
Staff,
Contractors,
Visitors
Gas leakage
Explosion
5 3 15 Gas bottles will be connected to appliances by
appropriately registered fitters and care to
ensure fittings are secure and tight shall be
taken by them.
Gas bottles will be stored externally, away from
the main structures (and large numbers of
guest) in a locked area with suitable signage.
MSDS will be available if required, including
location of gas storage.
3 2 6
140
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
10 Cigarette
discard
Spectators,
Participants,
Staff,
Contractors,
Visitors
Fire,
Burns
4 3 12 In compliance with current legislation, smoking
will only be allowed in allocated external areas.
Fire-fighting equipment shall also be located at
strategic points and fire marshals shall be
trained in the use of this equipment.
All emergency action by staff and marshals shall
follow the directives shown in the emergency
evacuation procedures within the ESMP.
3 2 6
11 Flammable
material
Spectators,
Participants,
Staff,
Contractors,
Visitors
Fire 4 2 8 Although all contractors will ensure all material
has been fire rated, there will be an element of
flammable material on site.
Should a fire occur from ignition, all staff will
follow the procedure laid out in the emergency
evacuation procedures within the ESMP.
Fire marshals will assume control of the situation
under instruction from the Operations Manager.
3 1 3
12
Evacuation of
the event site
Spectators,
Participants,
Staff,
Contractors,
Visitors
Crushing,
trampling, panic
and confusion
3 3 9 In the event of evacuation, all staff will follow the
procedure laid out in the Evacuation
Emergency Action Procedure.
Fire marshals will assume control of the situation
under instruction from the Operations Manager.
Fire and emergency services will be called and
the Senior fire marshal (Security Manager) shall
liaise with the Operations Manager.
Designated Emergency Access Route is
implemented and will be maintained and kept
unobstructed in the event of an emergency.
2 2 4
141
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
Traffic Management Supervisor to monitor and
liaise with the Operations Manager.
13 Fire or bomb
threat.
Spectators,
Participants,
Staff,
Contractors,
Visitors
Major Injury, mass
panic, confusion.
Risk of trampling
as large numbers
of Persons / Guest
try to exit the
marquee’s
5 2 10 Potential for fatal or serious injury caused by an
outbreak of fire, explosion or panic.
An Emergency PA (including loudhailer) will be
in place to alert the persons if an emergency
should arise.
Emergency services access route is in place.
Fire marshals will be familiar with evacuation
procedures and will co-ordinate the evacuation
of the areas in the exhibition of a small fire or
minor incident.
In the event of a major incident the emergency
services will take over the co-ordination of the
evacuation.
3 2 6
14 Persons / Guest
access-way
leading to
event area
Spectators,
Participants,
Staff,
Contractors,
Visitors
Possible trip
hazard if area
becomes
congested
Danger of
slipping in
adverse weather
conditions.
3 3 9 If weather conditions make the access-way
perilous, sufficient levels of staff will be in place
directing persons to an alternative entrance /
egress points.
Persons will be directed to enter the site by an
alternate access point
2 2 4
142
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
15 Persons
blocking the
Emergency
Services access
point
Spectators,
Participants,
Staff,
Contractors,
Visitors
Risk of blocking
emergency
services vehicles.
Danger to the
guest in the
surrounding area
if access is
blocked
4 3 12 Suitable signage will be in place to mark out the
Emergency Services access point; this will be
highlighted on the site plan. No fixed structures
will be situated in this area.
In case of an emergency, the senior fire marshal
(Security Manager) will be alerted via the radio
communications network.
Liaison between the Security Manager/
Operations Manager and the Traffic Manager
to be implemented at all times.
The Emergency PA/ loud-hailer will be used to
alert the persons of incoming emergency
vehicles.
The Emergency Assembly Points are highlighted
on the site plan and all staff/ contractors will be
made aware of these points at a safety briefing
to be carried out prior to all persons entering the
site.
All Emergency Assembly Points will have suitable
signage
All gantries will have a minimum clearance
height of 4 metres.
3 2 6
16 Campfires Exhibitor,
Staff, Visitors
Uncontrolled Fire,
Burns
5 2 10 Campfire to have suitable fire resistant floor
protection. Fire to be raised off the floor.
Extra Fire Fighting equipment to be placed in
the area, Minimum 1 suitable fire extinguisher
and 1 fire bucket filled with water.
3 2 6
143
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
Exhibitor to provide Health & Safety Advisor with
Risk Assessment and Method Statement for
activities, if deemed necessary a demonstration
may be requested by the Health & Safety
Advisor prior to visitors arriving on site.
Medical team to ensure that adequate
provisions are in place for exhibitor reporting
burns from equipment.
Fire to be extinguished at 2300 and security to
monitor through the night.
All ashes will have to
17 Barbeque
Areas
Campers,
Staff
Uncontrolled Fire,
Burns
5 2 10 Barbeque areas to have suitable fire resistant
floor protection.
Extra Fire Fighting equipment to be placed in
the area.
Staff to monitor the areas at all times, and
briefed on emergency procedures. Only staff
trained in the use of Fire fighting equipment to
be briefed on attempting to extinguish a fire.
Location of the barbeques areas to be
positioned in a clear area with good lines of
visibility for all persons on site, and positioned
away from all tents.
Medical team to ensure that adequate
provisions are in place for campers reporting
burns from equipment.
3 2 6
144
No What has the
potential to
cause harm
(hazards)
Who is
affected
Significant Risk Initial risk What further action, if any, needs to be taken to
reduce risk sufficiently?
Residual risk
S L R
S L R
All barbeques must be extinguished at 2300,
where required trained staff will extinguish
barbeques using water.
Clear signage to be used for waste receptacles,
a heat proof receptacle suitable for ashes and
embers will be in situ.
Authorisation by person completing the risk assessment:
RA completed by: Jo Mulvey Job Title: Event Manager
Signature: Date: 01 December 2016
145
Section 22
22.0 References
1. The Event Safety Guide - A Guide to Health, Safety and Welfare at Music and
Similar Events, HSE, HSG195, ISBN 0717624536.
2. A Guide to the Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 2013, L73, HSE, ISBN 0717610128.
3. Five steps to risk assessment: A step by step guide to a safer and healthier
workplace, ING163, HSE, ISBN 0717609049.
4. Maintaining portable and transportable electrical equipment, HSG107, HSE, ISBN
0717607151.
5. Management of Health and Safety at Work Regulations 1999, HMSO.
6. Safe use of lifting equipment. Lifting Operations and Lifting Equipment Regulations
1998 (LOLER), Approved Code of Practice and guidance, L113, HSE, ISBN
0717616282.
7. Safe use of work equipment. Provisions and use of Work Equipment Regulations
1998 (PUWER), Approved Code of Practice and guidance, HSE, ISBN 0717608700.
8. NASC Guidance Note SG40:00 - The use of Fall Arrest Equipment whilst Erecting,
Altering & Dismantling Scaffolding, National Access and Scaffolding
Confederation.
9. Work at Height Regulations 2005, A Brief Guide, INDG 401
http://www.hse.gov.uk/pubns/indg401.pdf
10. The Statutory Instrument 2005 No. 1541. The Regulatory Reform (Fire Safety) Order
2005.