winch ester passion event management plan v5-final r

Passion 2008 Event Management Plan V5 - FINAL

EVENT MANAGEMENT PLAN

Version 5 ‐ FINAL

date of issue:

17 March 2008

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CONTENTS Purpose of this document How to use this document 1. EVENT OUTLINE

1.1 Nature 1.2 Date and Time 1.3 Route 1.4 Sites 1.5 Programme with approximate timings

2. EVENT MANAGEMENT 2.1 Policy 2.2 Specific Responsibilities 2.3 Planning and Consultation 2.4 Licensing objectives 2.5 Publicity 2.6 Spectator profile

3 EVENT PLAN 3.1 Generic Issues and Controls 3.2 Site Specific Issues and Controls 3.3 Site Responsibilities 3.4 Event Start 3.5 Event Activities and Controls 3.6 Event Conclusion

4. EVENT RISK ASSESSMENT COVERAGE 4.1 Sites and Activities 4.2 People 4.3 Risk Categorisation and Application of Good Practice

5. EMERGENCY PLAN 5.1 Untoward Incident 5.2 Emergency Situation 5.3 Major Incident 5.4 Emergency Response Plan 5.5 Incident Report Form 6. EVENT EVALUATION 7. CONTACTS 8. RISK ASSESSMENT – Tables 1 – 3


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9. CROWD MANAGEMENT ARRANGEMENTS 9.1 On Route, Sites and Locations 9.2 Training and Equipment 9.3 Risk Identification and Controls 9.4 Communication 9.5 Emergency Arrangements 9.6 Crime and Disorder 9.7 The movement of significant numbers of people

9.8 Stewards and Site Crew Responsibilities 9.9 Stewards briefing notes 10. CONSTRUCTION AND STRUCTURE ARRANGEMENTS 10.1 On Route, Sites and Locations

10.2 Training and Equipment 10.3 Risk Identification and controls

11. COMMUNICATION AND EMERGENCY COMMUNICATION 11.1 Communication 11.2 Emergency Communications 12. TRAFFIC MANAGEMENT PLAN 12.1 Movement 12.2 Sites 13. LOST CHILDREN 13.1 Persons reporting a lost Child 13.2 Child reporting lost 13.3 Form for a Missing of Found Child 14. SIGNS PREPARED BEFOREHAND FOR SCREENS 14.1 General Information 14.2 Crowd Movement Notices 14.3 Emergency Communicaions 15. APPENDICES

Appendix A – Site plan of Oram’s Arbour Appendix B – Site plan of the Great Hall and Law Courts Appendix C – Site plan of the Buttercross and Cathedral Grounds Appendix D – Power and Lighting Plans Appendix E – Additional information from contractors Appendix F – Risk Assessment from the Army re Field Kitchen Appendix G – Organisation Chart for the Winchester Passion


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Purpose of this document This document provides those with responsibility for the Winchester Passion, Winchester City Council, Hampshire County Council, Winchester Cathedral and other bodies with the plans, hazard identification and risk assessment of activities and arrangements for The Winchester Passion 2008.

Document control record Document Version

Reasons For Changes

Issue Date

Circulation

1 First issue 30 Jan 08 Producers and Abigail Toms for Environmental Health, WCC.

2 Numbered paragraphs, for easy identification of future changes.

8 Feb 08

All Producers, Directors, Site Managers, Abigail Toms for WCC, Carlton Bath for the Cathedral office

2 Stewards 8 Feb 08 For Stewards meeting 2A Emergency procedures ‐ 5 14 Feb 08 Environmental Health and

Producers, for comment. 3 Incident report form – 5.5

Amendments suggested by Abigail Toms, and Neil Jenkins

18 Feb 08 To Environmental Health for checking

3A Movement of people at Great Hall, see 3.1.10

28 Feb 08 Producers

3B New paragraph 3.3 and all following paragraphs in section renumbered

4 March 08 Producers, Directors, Site Managers and Stewards and Site Crew

4 New section 9.7 – The movement of significant numbers of people. Sections and paras following renumbered.

6 March Produced for the representatives of SAG

5 FINAL Version

Replaced sections 11.12. and 3 with greater detail. Corrected route at 1.3! Additional detail at section 7 New site plans and Appendices Assured internal consistency, e.g. central control is ‘Command Tent’. Added screen messages ‐ 14.

17 March

All Producers, Directors, WCC, HCC, all Stewards, site crew, technical, staging, Army, Navy and contractors.

How to use this document. The Event Management Plan (EMP) is intended to be used by all who have any responsibility for the Winchester Passion. This present edition is Version 5 FINAL. Remember – this is the Winchester Passion workbook.

AUTHORITY The Information contained within this EMP has been compiled by those with relevant responsibilities. The EMP is the control document of the whole event.

For and on behalf of the Producers of The Winchester Passion

Howard Mellor Revd Dr Howard Mellor The Winchester Passion Co‐ordinator


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1. EVENT OUTLINE 1.1 Nature The Winchester Passion is a Church inspired community event, portraying the events of the last week of the life of Jesus in the midst of the city using its historical setting as a backdrop for a contemporary working of the Gospel story. The event expects 3,000 attendees but has plans to cope with up to 5,000 attendees. The event is being supported by over 1,000 volunteers (including stewards, cast, site crew, technical crew directors, wardrobe, staging, producers and admin support) who are being trained in their roles. The story is to be portrayed using drama, music (including musicians and choirs), dance and a procession which moves through the City. The event commences with a Festival on the Arbour. 1.2 Date and Time The event will take place on Good Friday, 21st March 2008 5.00pm to 9.00pm. 1.3 Route The event route is from Oram’s Arbour, via the Great Hall and Law Courts, the Buttercross, down the High Street, into Market Street and to the Cathedral Grounds. 1.4 Sites At each of the following five sites, the event will comprise dramatic presentations of stages of the Gospel story of the Passion:

Oram’s Arbour The Great Hall / The Law Courts The Buttercross The Cathedral Grounds

1.5 Programme with approximate timings

5:00pm ‘Festival’ begins on Oram’s Arbour. 6:00 Passion begins on Oram’s Arbour – vision to screens at Great Hall, Law Courts and Cathedral,

with Radio Solent also broadcasting live. 6.22 End of sequence on Oram’s Arbour ‐ audience move to Great Hall/Law Courts 6.30 Action begins at Great Hall 7,15 Action moves to Law Courts 8.10 Via Dolorosa , Procession down High Street 8.20 Action at the BUTTER CROSS 8.24 Continue, Market St, to the Cathedral grounds 8.30 Action at Cathedral 8.35 Crucifixion sequence begins, 8.48 Lighting: sudden darkness. Sound effects. F/x: earthquake. 8.50 Resurrection sequence begins 8.57 Finale ‐ Keep you in peace (Celtic blessing)


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2 EVENT MANAGEMENT 2.1 Policy As the Event Management Team (EMT) want to encourage an atmosphere of safe celebration, their intention is to organise an event which:

• Ensures safety for both participants and spectators • Minimises the risk to road users, businesses and the general public • Prevents public nuisance and disruption • Protects children and vulnerable adults from harm • Promotes an environment which allows participants and spectators to enjoy the event

This EMP is an operational document intended to:

• Define the route and parameters of the event • Identify roles, responsibilities and duties. • Clarify the communication lines • Assess the risks involved, safety measures required and their implementation

Advice has been taken from professionals in Health and Safety and consultations have been held with Winchester City Council (WCC) environmental health. The policy for the Winchester Passion is directed by the Producers who have met regularly, with a break for August, since January 2007. The Chair of the Producers and the Co‐ordinator for the Winchester Passion is the Revd Dr Howard Mellor. 2.2 Specific Responsibilities The Organisation chart (Appendix G) identifies key management responsibilities. 2.3 Planning and Consultation Monthly meetings have occurred since detailed planning commenced in January 2007, after initial meetings which commenced in the late spring of 2006. Since June 2007 the Producers have met weekly each Wednesday morning. A wider group of the Passion Directors, Site Managers and Task Managers have met with the Producers monthly. Task groups have met regularly to meet their goals. Since July 2007 the Producers have called together the Directors to share information and ensure co‐ordination of the Passion. Additionally each Director has met with a group of volunteers to ensure the delivery of a particular aspect of the Passion. This EMP has benefited from advice from:

- Hampshire County Council - Winchester City Council - Winchester Cathedral - The Army

2.4 Licensing Objectives

2.4.1. The licences shall have effect on 21 March 2008 only. 2.4.2. A final agreed EMP shall be submitted to the Local Authority no later than 14 days before

the event.


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2.4.3 The Producers have sought advice and attend meetings to monitor progress with the development of a satisfactory EMP.

2.4.4. The EMT have signed a Memorandum of Understanding with the Police regarding responsibilities at the event.

2.4.5. The EMT shall submit a structural completion certificate for each structure, provided by a suitably qualified person, which will be placed in the Production file held at the control node on the day and otherwise at the United Church. The certificate must confirm that the structure has been erected safely.

2.4.6. The organizers shall also place in the Production file Electrical completion certificates for all sites, provided by a suitably qualified electrician. The certificate must confirm that the electrical installation has been installed safely.

2.4.7. A final agreed traffic management plan shall be submitted to the Local Authority no later than 14 days before the event.

2.5 Publicity Advance detailed information of the event has been available to people from the end of February. This ‘Invitation leaflet’ contains information on road and rail links into Winchester, a drawn map of the route with expected timings, guidance for wheelchair users, information about stewarding, First Aid, and identifies a Meeting Point. It is the intention of the EMT to give people sufficient advance information to ensure that any anxiety among people about the route is eliminated. The leaflet is to be given to every household in Winchester, and is available through the churches and other community groups, hotels and tourist information. All information will also be available via the website, www.thewinchesterpassion.org.uk 2.6 Spectator Profile There is no real information on the numbers of spectators that will be attending. The event is being widely publicised and promoted through the media who will be covering it on TV and Radio. The make up of spectators is expected to be a 50/50 ratio of male female. The age range will be from infants to senior citizens with the majority being adults. They will be compliant although that could easily change as result of any incidents occurring or the actions of other spectators or insensitive or confrontational stewarding. A good percentage of spectators will be elderly and some will have special needs. 3 EVENT PLAN 3.1 Generic Issues and Controls 3.1.1. People attending. The invitation leaflet will give people advance information about the route and best places to view the event. Stewards in high visibility jackets will ensure the numbers of people entering a site area will be controlled to prevent overcrowding and crowd stress, and offer alternative places to view the event. The likely crowd area and exit number profiles have been considered assuming one person to 0.5 sq.m. (advised by Mr Fred Randall, Mr Geoff Vaine and Mr Ray Cousins, of the Hampshire Fire Service). Similarly the comfort and safety of specific groups of people have been considered, e.g. children, elderly or disabled that may have specific needs and who will be directed to the Cathedral site. Any emergency evacuation procedure (see section 5) will be communicated by stewards using radio, mobile phone and loudhailer as directed. A public address system is available in all the stage areas.

http://www.thewinchesterpassion.org.uk/


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3.1.2. Traffic management: access/egress, parking and emergency vehicles The invitation leaflet will inform people that the Park and Ride bus service will run for an hour before and after the event. It will also identify other Car parking in the city. Transportation of items necessary for the Passion using support vehicles will be allowed for unloading and loading, as directed by stewards and site directors. Most vehicles of those involved in the event will be parked in city car parks, except where they are essential for the event, e.g. control vehicles for sound and vision. The vehicles so parked will not contravene parking restrictions or obstruct the highway sight lines or the footway/road. No unplanned and uncontrolled access and egress to event site will be permitted. Barriers and signs will be used to help with closure and safe access and egress. Emergency vehicle routes will be open, directed and controlled on and off the sites. Emergency pedestrian routes will be kept clear. A traffic and pedestrian control and movement plan will be provided. 3.1.3. Crowd control: stewardsStewards will be fully briefed on all aspects of the Passion event including crowd control and emergency procedure arrangements. Detailed site plans are attached (Appendices A – C). The Stewards will be clearly identified to the public, in high visibility jackets, appropriately briefed and directed in actions for foreseeable and emergency event situations. They will be briefed to act in teams; ultimate steward control is with Mr Ray Cousins, Chief Steward. Mr Fred Randall & Mr Roland Burberry will be available through control by radio. Each site area will have a call sign leader. Crowd movement will also be covered on located point and identification control. Additional stewards and supervisors will be provided with radios as necessary (Call signs are available in section 7). Stewards will be organised into 5 teams of 10. Each team will have a succession of tasks and responsibilities and each team will have a Team Leader providing management and who will have a personal radio. Stewards will receive training and be allocated to responsibility according to training and competence. They will be required to look out for hazards, guide vehicles, and clear emergency exits, give general information to people and know how and when to deal with difficult people. They will be advised what to do in the event of injury occurring, fire, and dealing with people. Stewards will be readily identified and as this is an evening event, they will need torches. As the crowd moves, the steward teams will move with the crowd so that the number of stewards will increase as the procession moves. There will be site crews at each site, with a site manager and 10 crew members. The crews will stay on site the whole time, helping to set up and clear the site, including litter. 3.1.4. WelfareThe Passion organisers have estimated the number of people attending the event (maximum 5,000) and the likely duration (4hrs). Any requirements are based on these estimations. Records of incidents or accidents seen or reported will be kept (incident report form 5.5)and as appropriate the Passion will initially investigate the likely cause and keep a report. Provision for dealing with lost children, missing people and lost property is considered and the stewards are briefed of all such arrangements. There will be a designated Meeting Point at the Cathedral site and in the case of missing children this will be carefully overseen by male and female stewards at the Command Tent with relevant CRB checks. 3.1.5. Temporary Structures/ Specialist Equipment Equipment is to be obtained from reliable sources, it will be erected by appropriate staff and safety checks will be made. This particularly applies to site temporary structures such as staging, tents, sound and lighting equipment, stalls etc. The location of any such structures is identified on the site plans. Safety barriers if required to protect the public against specific hazards will be erected and


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checked as safe. Specialist equipment like generators will be appropriately sited, protected and access controlled. The EMT have considered the generic risks regarding the construction, use and dismantling this equipment and included them as part of our assessments. The EMT have a team of competent people who will construct from proven materials and methods. Additional construction will be undertaken by scaffolding engineers. They will ensure that none of the staging that will be constructed presents any hazards or risks that cannot be appropriately eliminated or controlled within the managed arrangements. 3.1.6. Contractors/Performers The EMT will Contractors at event sites to provide their safety policy and risk assessments to ensure that they will perform the task safely. Where appropriate risk assessments, method statements, and structural calculations will be obtained from contractors. All such material will be held in a production file which will be retained at The United Church and at the Command Tent on the day, available for inspection at any time. Contractors have been required to have their own insurance, or are covered by the event public liability insurance certificate, which provides a limit of indemnity of at least £10 million. Contractors will be provided with a copy of the EMP and the organisers shall ensure they are adequately briefed about our health and safety procedures and will follow event rules. 3.1.7. InsuranceThe Passion event has a Public Liability Insurance. A copy of our event Public Liability Insurance (held by Churches Together in Winchester from the Ecclesiastical Insurance Company) will be submitted to those who have asked for a copy and the original kept in the EMP file. 3.1.8. Special PermissionsThe Passion involves activities consisting of acting, music, dancing, singing or similar but will not be charging for events. The Passion have been granted 3 site Performance Licences and the information provided is linked to that provided in this plan. All necessary copyright permission will be obtained for all music that will be used. 3.1.9. Production FileA file copy of all plans, permissions, structural calculations, contractors details, risk assessments and the final EMP will be kept in a file in the office of the United Church and at the Command Node on the day for consultation. 3.1.10 Access to Great HallThere are three groups of visitors to the Great Hall on the Friday of which the Site Crew need to be aware of so they can get in! The times the groups arrive are 12.30, 1.30 and 3pm. Vince Smith, Technology Site Manager for the Great Hall will ensure it is correctly actioned and access allowed 3.2. Site Specific Issues and Controls 3.2.1. Site Suitability, Layout and Design All chosen sites are considered suitable sites. Structures are designed to be placed on flat ground. Additional lighting for sites and suitable access and exit routes have been considered and are identified on the attached plans (Appendices A – C). Site activities are not located where they could compromise other evacuation routes, e.g. next to fire exit doors of local shops or offices. 3.2.2. Site PlanThree site plans are available (Appendices A – C) showing the position of all the intended Act & Scene events and facilities. Entrance and exit points, circulation routes, vehicle access and


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emergency evacuation paths have been set out and designated Event site plans identifying staging, power, speakers, barriers and control features are attached as Appendices (A‐E) and key responsibilities are identified with details of how they are being managed. Control Communication throughout the event will be directed through a control centre and briefed management direction. Contact with other key people will be via Personal Radio and Mobile Phone. 3.3. Site Responsibilities David Williams is the Producer overseeing all sites. Fred Randall is the Site Director with operational responsibility for all sites. Ray Cousins is the Senior Steward overseeing all stewarding teams. The Communications Centre at the Cathedral is under the management of Jamie Cousins. In addition to the above named people each site manager and each stewarding team Leader will be carrying a radio. 3.3.1 Oram’s Arbour The Site Manager here is Derek Rutherford who will be coordinating his own site crew of 10 and liaising with all contractors, cast and technical crew. Liaison over stewarding will be between Derek Rutherford and Ray Cousins. Derek Rutherford will also be the responsible person to liaise with police and the local residents association. 3.3.2 The Great Hall and Law Courts This site is the property of HCC. There is 24 hour security cover here and all Winchester Passion personnel need to be prepared to work to the direction of the security team. David Williams is the liaison point between HCC managers and Winchester Passion. The Law Courts have arranged for a security cover. Terry Marshall (Facilities Maintenance Contract Manager) will be supervising contract work on the site before and after the event. Under his supervision Winchester Passion will be removing its aerial equipment from above the Law Courts on Saturday 22 March. The Winchester Passion Site Managers here are Eddie Grimble (Great Hall) and Peter Russell (Law Courts); both are supervising site crew of 10 personnel. Paul Mitchell and Richard Coxhead (both HCC) will be on site from 1700 to 2200. There will be meetings at the beginning and end of this period between them and the Winchester Passion site managers. At 2200 responsibility for the site rests with the Winchester Passion site managers working in liaison with HCC security. 3.3.3 The Buttercross The Winchester Passion Site Manager here is John Piper supervising a crew of 5 personnel. 3.3.4 Winchester Cathedral The Winchester Passion Site Managers here are Frank Roberts and Tony Hellard; they will have a site crew of 10 people. They will also be the liaison point with the Cathedral staff. The Communications Centre will also be situated here, managed by Jamie Cousins. Howard Mellor (The Winchester Passion Coordinator) will also be based here during the event. 3.4 Event Start 3.4.1. Final PreparationsJust prior to the event a detailed safety check will be carried out using an inspection checklist. Site communications will be checked as working and safe. As a final action before the event starts the following will be checked: Routes; Scene & Sites; Signage; Vehicles; Structures; Special Effects (smoke machine on the Arbour); Barriers; Stewards; Lighting; Public information; Briefing.


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3.4.2. Adverse Conditions Weather conditions (event cancelled if outside control limits – storm, wind force) on advice from emergency services. The Cathedral have agreed to loan coconut matting, and a supplier of matting if has been identified if there is a need to purchase additional amounts. The need will be determined by the Site Director, if for instance, there is protracted rainfall in the days leading up 21 March making the ground soft. We shall ensure safe access and egress for pedestrians from the Arbour into Clifton Terrace. 3.5. Event Activities and Controls The following comprises planned activities and controls. 3.5.1. Central Event Management Control Provided at a Control Node at the Cathedral site where the Event Co‐ordinator can be contacted. 3.5.2. CommunicationEvent communication through all media avenues, Site and Activity communication through Radio Control & PA system at sites and with stewards.

3.5.3. Special Needs Arrangements sited at Cathedral People with restricted mobility, deafness or visual impairment, including wheelchair users, will be advised to attend the event in the Cathedral, or at the Cathedral grounds (No specific special needs provision is intended at other sites). 3.5.4. Toilets The EMT have secured agreement that the Public Toilets at the Maurice Covert be opened during the event and also the public toilets at the Cathedral Refectory until 10.30pm 3.5.5. Training Plan for Stewards All volunteers to be known personally to the Passion organisation and skills level identified to tasks. The Passion Stewards are to be trained before the event, and given additional on the day briefing. Briefing notes for stewards can be found in section 9 3.5.6. StructurePermanent structures (All Sites sound) Temporary structures on plan (All identified and assessed for condition within weather limits up to Storm). 3.5.7. BarriersLocated at plan identified sites (All considered and constructed to approved standards of construction, checked before event, provided by Brandon Tool Hire). 3.5.8. First Aid provisionProvided by St John’s Ambulance with a base at the Cathedral site (ambulance plus 2 people), there will be an ambulance, 2 crew and 4 walkers starting at the Arbour, walking with the crowd and ending at the Cathedral 3.5.9. Litter As indicated in 3.1.3. the site crew will stay at the venue until it is cleared and the litter collected and taken to a central site (the additional bins at the Cathedral), or one of the churches for disposal the following day. Waste bins will be provided to collect the litter.


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3.6. Event Conclusion 3.6.1. Site conditions After the event, an inspection will be carried out to make sure nothing has been left on the site which could be hazardous to future users and that the site has been cleared of rubbish. This inspection will also identify any damage which may have been caused during the event. It is not intended that any structures are left overnight, but in the event that they are as a result of unforeseen circumstances, security guards will be present to ensure they are safe from vandalism etc.

3.6.2. Accidents If an accident occurs, the names and addresses of witnesses will be obtained, photographs taken (where appropriate) and a report made. An Incident Report Form will be completed and a copy sent to Winchester City Council, Environmental Health. We will also advise our own event liability insurance company, Ecclesiastical Insurance. 3.6.3. Claims If any person declares an intention to make a claim following an alleged incident associated with the event, we will contact our insurers who will in any case receive a completed accident form. 4. EVENT RISK ASSESSMENT COVERAGE 4.1. Sites and Activities Risk assessments for all sites and activities at Oram’s Arbour, Great Hall & Law Courts, the Buttercross & Cathedral and in addition technical areas, road control, and crowd movements have been produced. They identify safety hazards, assess risks and identify mitigating measures to eliminate or reduce the risk of accidents or injury occurring. At Table 1 & 2 we indicate the key areas considered and give written evidence of the risk to assure that Passion 2008 is a safe event. The assessments show adequate process and procedures will be in place to deal with identified detrimental occurrences or emergencies. Site plans and other textual documents also explain how the event risk and other issues are being managed. 4.2 People The EMT have decided who could be affected:

• There are no people employed directly by the Winchester Passion although there are a number of people who have been seconded by their employing organisations.

• Over 1,000 volunteers (including 500 people who are stewards, cast, site crew, technical crew directors, production team and producers) are being trained in their roles and responsibilities.

• Stewards who will be given suitable training. • Members of the public have been considered, all the age groups and those with disability

requirements. • Contractors – (Soundbite Productions, Icthus Sound light and Light Productions Multi Media

Services, scaffolding, Brandon Tool Hire, Hewden Power, Warwick Bros, The Army) • Cathedral scaffolding and electrical contractors.

(Statement of Intent and electrical documents will be issued to the Cathedral).


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4.3 Risk Classification and Application of Good Practice The EMT have assessed risks and introduced where appropriate further controls to eliminate or reduce them.

The event identifies the two key areas of risk to people as “site related” and “crowd/movement related”. Risks are classified as high, medium or low. Consideration is given as to what controls need to be in place to stop an incident/accident happening. The EMT have decided whether risk could be eliminated completely by change of plan or practice or where it cannot consideration has been given to what must be done to reduce it to an acceptable managed level. See the Table 1 & 2 for details.

Health and Safety documents such as guides, codes of good practice, British Standards, have been considered to best reduce risks and to comply with the law and recognise best practice. 5. EMERGENCY PLAN The contingency arrangements contained within this EMP have been devised to allow a coordinated and effective response to unscheduled occurrences, which impinge on the safe running of the Event. An experienced Passion Event Management Team (EMT) has been appointed and specific responsibilities have been established. The EMT will be in place at least one hour before the commencement of the event; the stewarding teams will be in place two hours before the start. Three categories of occurrence, each requiring a specific response reflecting their severity, have been identified and are defined below. 5.1 Untoward Incident An untoward incident is defined as 'a routine occurrence that impacts upon the safe running of the Event but does not require the Police to assume the co‐ordination of its resolution' . Despite effective planning there may still be occurrences determined as Untoward Incidents. However, it is recognised that if the EMT do not address such circumstances effectively, a more serious Emergency Situation may result. Resolution of such routine occurrences is an intrinsic part of the management of the Winchester Passion. Given their predictability, appropriate Contingency Arrangements have been identified and will be managed by the EMT. To resolve untoward incidents the EMT will initially co‐ordinate via radio/mobile phone. First line contact will be via the ‘Command Tent’ at the Cathedral. The EMT may retain responsibility for co‐ordination of the response, even if Emergency Service assistance has been requested. However, the Police may decide that circumstances warrant further intervention. The EMT will then provide assistance to the Police as required. 5.2 Emergency Situation An Emergency Situation is defined as 'an occurrence that poses a threat of serious injury, loss of life or a breakdown in public order and does require the Police to assume the coordination of its resolution'. Whilst the EMT is responsible for dealing with Untoward Incidents, those involved must be aware of their own ability to cope and recognise the occurrence of Emergency Situations. If the EMT are not able to deal with the incident they should immediately radio the police and/or contact the other


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emergency services by telephone. First line contact will be via the ‘Command Tent’ at the Cathedral where a clear plan of action will be determined. In such circumstances, responsibility for co‐ordination of the response will pass to the Police. In the event of an Emergency Situation, all Passion personnel will work in support of the Emergency Services under the co‐ordination of the Police. All Stewards and Officials will have a thorough understanding of the appropriate Contingency Arrangements (see section 11.2). It is recognised that circumstances may be such that a Major Incident will have to be declared. 5.3 Major Incident A Major Incident is defined as 'any emergency that requires the implementation of special arrangements by one or more of the Emergency Services, the NHS or the Local Authority for: a. The initial treatment, rescue and transport of a large number of casualties; b. The involvement either directly or indirectly of large numbers of people;

c. The handling of a large number of enquiries likely to be generated both from the public and the news media, usually to the Police; d. The need for the large scale combined resources of two or more of the Emergency Services; e. The mobilisation and organisation of the Emergency Services and supporting organisations, e.g. Local Authority, to cater for the threat of death, serious injury or homelessness to a large number of people.'

The declaration of a major incident will be determined by one or more of the Emergency Services and is beyond the scope of the Passion organisers. 5.4 Emergency Response Plan On occurrence of an Untoward Incident or an Emergency Situation, the Event Co‐ordinator, Howard Mellor, will manage the response of Stewards and Officials in conjunction with the Chief Steward, Ray Cousins. An Untoward Incident will require a localised response, which should not require general broadcast. On occurrence of a potential Emergency Situation, the Police will require the assistance of the Event Co‐ordinator and the Chief Steward in the communication of essential information to Stewards, Officials and members of the public. A flexible Emergency Situation Response Plan will be implemented as follows:

1. Any Steward or official becoming aware of a potential Untoward Incident or Emergency Situation

must advise their Supervisor as soon as possible. A concise location and situation report should be given. (LIRA ‐ location; incident; report; action)

2. On receipt of this information the Supervisor will advise the Event Co‐ordinator, who will conduct

an assessment to determine if the circumstances do, in fact, amount to a potential Emergency Situation. If assessed as such the Emergency Situation Response Plan will be implemented; otherwise the occurrence will be managed as an Untoward Incident.


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3. If the performance has to be stopped a broadcast of clear and concise instructions to the crowd to be made using the PA system and four screens. Public co‐operation should be requested and some reasoning behind the shut down and subsequent evacuation explained. Message must be concise. Public should be requested to leave as quickly and calmly as possible via any available route. Message along following lines:

Ladies and Gentlemen. We are sorry that due to (insert brief explanation if appropriate) the Winchester Passion cannot continue. Please leave the area by any available exit. OR : Please do not approach the (fire engine, stage area, burning structure) Thank you for your co‐operation Please leave as quickly and calmly as possible

4. Stewards should actively encourage the crowd to move in accordance with the announcement. They must attempt to reassure and calm the crowd.

5. Stewards should indicate with arm gesture (straight arm pointing steadily) to the nearest exit 6. Radio traffic, unless essential, will be restricted to that between the initial caller and Event Co‐

ordinator. 7. If an evacuation of part or all of the/site is required, Stewards will prevent any re‐entry

Communication can be passed via Radio Solent, the PA system and the large screens on two sites ‐ the Cathedral and Great Hall. In addition to this emergency evacuation procedures have been identified and these are shown in the movement of people into the roadways at each site (See arrows in blue on Appendices A ‐ C).


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5.5 Incident Report Form

WINCHESTER PASSION INCIDENT REPORT FORM Time, date, location of incident

Brief description of incident, e.g. fight, accident

Number of persons involved

Injuries if appropriate and description

Any treatment rendered and by whom

Was there need to refer injury to hospital?

If appropriate, was parent present and/or notified and by whom?

Witness contact details

Was the incident directly related to the event eg falling off a stage? Give details

Is a claim likely? Were those involved satisfied with your handling of the situation?

Were the Police called to the incident?

Name of person completing this form

Please make a plan of events overleaf This form to be handed to the appropriate Site Manager, and then to the Site Director, Revd David Williams


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6. EVENT EVALUATION

A post event evaluation report will be compiled in which all aspects of the planning, implementation and evaluation will be kept in electronic and paper form. 7. CONTACTS

Name Role Tel No Mobile Call Sign Event Management Team

Howard Mellor* Event Co‐ordinator 01962867278 07702 562 789 Howard David Williams Site Producer 01962 854454 07889 547 095 David Williams Fred Randall Director – All sites 01962 884244 07710 328 842 Fred Ray Cousins Chief Steward 01962 869382 07918 888 189 Ray Roland Burberry Health and Safety 01264 382969 07910 800 494 Roland Burberry Ewen Huffman Technology Producer 01962 868770 07855 666 568 Ewen Phil Glassborow Artistic Director 01962 877443 07814 535 130 Philip G Yvonne Secker Wardrobe 01962 854454 07891 310 517 Yvonne Roland Riem Pastoral 01962 857216 ‐ Roly Riem Matthew Dietz* Radio liaison ‐ ‐ Control

Support Juli Wills Project Manager 01962 878948 07929 509 678 Juli Peter Smith Cast Pastoral 01962 880406 ‐ Peter Smith Meeting Point Contact ‘Control’ Lost ‐ Child Contact ‘Control’

Technical Directors Lorna Browne Staging Director 01794 338717 07960 241 879 Lorna Browne Doug Bennett Power & light Director 07791 058 089 Doug Bennett Steve Lucas Sound Director 07764 480 309 Steve Lucas Ken Liddell Video Director 07769 727 443 Ken Liddell Paul Carter Camera Director 07976 917 521 Paul Carter

Site Managers Derek Rutherford Site Manager ‐ Arbour 01962 880797 07884 020 772 Derek Rutherford Eddie Grimble Site Mgr – Great Hall 01962 851892 07516 760 160 Eddie Grimble Peter Russell Site Mgr – Law Courts 01962 865689 07884 333 610 Peter Russell John Piper Site Mgr – Buttercross 01962 775956 07767 676 600 John Piper Frank Roberts Site Mgr ‐ Cathedral 01962 849786 07765 902 547 Frank Roberts Tony Hellard Dep SM – Cathedral 01962 860503 07940 321 058 Tony Hellard

Steward Team Leaders Ray Cousins Chief Steward 01962 869382 07918 888 189 Ray Ben Levings Team 1 07774 569 676 Ben Levings Rod James Team 2 07879 434 489 Rod James Peter Kent Team 3 07919 825 152 Peter Kent Alec Martin Team 4 07976 361 002 Alec Martin Julian Pringle Team 5 07785 520 486 Julian Pringle

Technical Managers Ken Liddell Technical Dir 07769 727 443 Ken Liddell Ray Lovegrove Cathedral Site 07952 561 123 Ray Lovegrove Thom Swindells Buttercross 07790 116 276 Thom Swindells Vince Smith Great Hall 07802 216 940 Vince Smith John Shulz Orams Arbour 07910 639 498 John Shulz • Denotes situated in the Command Tent


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STAGING TEAM

NAME PHONE MOBILE STAGE LOCATION

Harry Harris 01962 620979 07771 557703 Buttercross John Garret 01962 776469 Buttercross Ben Levings 07774 569676 Buttercross Mike Farrell 01962 880844 Buttercross Giles Richardson 023 8026 0674 07767 698764 Buttercross John Heath 01962 862609 Buttercross (L)

Paul White 01962 863936 07930 332385 Cathedral tower (L)

Rupert Pitt 01962 850597 Great Hall Robert McNeely 01962 870607 07836 622878 Great Hall David White 01962 889203 Great Hall David Teale 01962 620087 Great Hall (L) Martin Almer Hall 01962 866546 Orams Arbor Frank Goodland 01962 854753 Oram's Arbor

Mark Wheadon 01962 880745 Orams Arbor (L)

HAMPSHIRE COUNTY COUNCIL Paul Mitchell and Richard Coxhead are the liaison managers on 21 March; both plan to be on site from 1700 to 2200. Their mobile numbers for are only to be used during the event. Control Room 01962 847777 Paul Mitchell 07785 926868 Richard Coxhead 07785 926867 EMERGENCY PLANNING OFFICER Gen enquiries ‐ 841841 (Hampshire County Council) 847825 WINCHESTER CITY COUNCIL Emergency contact 01962 840222 Community Services: Special Events Officer (general advice) 01962 848361 Parks Officer (terms and conditions) 01962 840222 Environmental Health Service: Public Safety & Noise 01962 848488 Food Safety 01962 848470 Legal: Licensing 01962 848188 Licensing Hotline [email protected] POLICE 0845 045 4545 HAMPSHIRE FIRE AND RESCUE SERVICE 023 8064 4000 What follows in Table 1 ‐ 3 is a summary of the key risks and the measures identified to minimise and control those risks.

mailto:[email protected]


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8. RISK ASSESSMENT TABLE 1 ‐ SITE ROLLING CROWD & ACTIVITIES KEY RISK ASSESSSMENT FORM

Event – Passion 2008 Date of events 21st Mar 2008 5pm to 9pm Sites Organiser Passion Site Producer

Hazards Identified Who could be affected? Risk (High, medium or low)

Measures required to control the risk

Action to be taken by (Name)

Date Completed and Signature

FIRE

- In Building - In Vehicle - At Site

Staff and Public Passion Staff Event Public

LOW LOW LOW

Extinguishers Staff Training Evacuation Procedure Site Management H&S Policy on all buildings.

Site Managers Roland Burberry Checked H&S Policy carried out safety audit by viewing sites.

Vehicles and People (rolling movement of crowd along passion route to Cathedral)

Staff and Public Passion Staff Event Public Event Public

MED MED LOW MED HIGH (Brief)

Safety Briefing Control Separation Direct Supervision Training

Stewards & Security Team Leaders, brief hazardous activities System Controls segregate vehicles and people.

Slips Trips Falls Temp Stage

Event Public Passion Staff

LOW MED

Public Communication of Activities & Locations

Site Managers control people and vehicles, checks on appliances and connections

Hazardous Material Hazardous Process

Passion Staff Event Public

MED LOW


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TABLE 1 ‐ SITE ROLLING CROWD & ACTIVITIES KEY RISK ASSESSSMENT FORM, continued


Hazards Identified Who could be affected?

Risk (High, medium or low)

Measures required to control the risk Action to be taken by (Name)


Electricity

Site team, stewards, audience

Staff ‐ Medium Public ‐ Low

All electrics suitable rated and protected against adverse weather conditions. Cables routed to eliminate tripping or electrical hazards. Generators will be suitably fenced to prevent public access and away from combustible materials. All equipment brought onto the site will be PAT tested prior to the event.

Passion electrician, site managers

A electrical safety certificate for each site will be issued.

Catering There is no intention to feed the general public.

Event team

low

The Army are providing a field kitchen and their risk assessment is provided in Appendix F

Army staff Site manager

Noise

General public, residents

Medium

The event will run from 1700 to 2100hrs. The amplified sound will remain within reasonable levels. A letter has been sent to local businesses and residents within the area and the residents association at both Oram’s Arbour and Peninsular Barracks have been contacted.

Technical staff Site and event manager.


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TABLE 1 ‐ SITE ROLLING CROWD & ACTIVITIES KEY RISK ASSESSSMENT FORM, continued


Hazards Identified Who could be affected?




Adverse weather Poor weather

Everyone Everyone

Impossible to predict Medium

Identified in this document. Whilst the movement of crowds will be more complex and grassed areas more slippy, the numbers of people expected will reduce sharply (approx 50%). Coconut matting to be used.

Event Co‐ordinator, Howard Mellor


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TABLE 2 ‐ CROWD, MOVEMENT & STRUCTURE KEY RISK ASSESSMENT FORM

Event: Passion Sites, Scenes Date of event Friday 21st March 2008 5pm to 9pm Organiser – Passion Site Producer

Hazards Identified

Who could be affected?



Date Completed

and Signature

Vehicles and Pedestrians at Site event

Public, staff, stewards

MED (large numbers of people and children expected but crowd control & event vehicle movement)

• Control road use and inappropriate parking • Direct pedestrian routes. Provide stewards to

direct pedestrians. • Cones to restrict parking where required. • Stewards to be identified in high vis jackets and

receive training. • Police and local residents advised of event.

Site Managers & Producers ‐ Produced plan and circulated to all parties. Site Producer to providing stewards and support.

Stage Collapse or Temporary Structure Security, object impact or fall injury Falling off stage

Public, Staff Stewards Actors

LOW (Constructed by trained craftsman or approved temporary stage provisioned) medium

• Appoint competent people erect staging • Risk assessment to ensure they have considered

hazards • Competent person to inspect stage once it is

constructed and sited. • Audience at safe distance from stage barriers and

stewards to control • Lines on stage beyond which actors will not go

Site Producer Steward Team Checks Fred Randall inspection and control of site

Climb temptation: speaker, lights tripods


LOW (highly stable)

• Stages to be supervised by security at all times to avoid ‘climbing’.

• Industry standard tripods/structures, used. Barriered and securely fixed to avoid tripods to topple, climb, sound intensity issues.

Site Producer Electrical safety check


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TABLE 3 ‐ Event: Passion Sites, Scenes

Event: Passion Sites, Scenes Date of event Friday 21st March 2008 5pm to 9pm Organiser – Site Producer

Hazards Identified

Who could be affected?



Date Completed

and Signature

Electricity


Staff ‐ Medium Public ‐ Low

All electrics suitably rated and protected against adverse weather conditions. Cables routed to eliminate tripping or electrical hazards by placing in conduits or surface burying in ground. Generators will be suitably fenced to prevent public access and away from combustible materials. Circuit Breakers fitted to all supplies All equipment brought onto the site will be PAT tested prior to the event. Each site will be issued an electrical safety certificate on the day

Passion Technology Team and Technology Site Managers

Electrical Site Safety Certificates issued by Electrician Douglas Bennett (qualifications below*)

Topple Risk (of speaker & light tripods, gantries)


Staff‐ Medium Public‐ low

See Power and Lighting and Sound safety considerations document (Appendix A‐E) All tripods on grass secured with pegs Gantry at Cathedral professionally constructed Camera tower at Arbour (2m high) to have outriggers

Technology Site Managers Staging Director


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TABLE 3, continued ‐ Event: Passion Sites, Scenes

Event: Passion Sites, Scenes Friday 21st March 2008 5pm to 9pm Organiser – Site Producer

Topple Risk (of large screens)


LOW Screens at Great Hall and Law Courts are in wind shadow of walls/buildings so no risk Screen at Cathedral is 16sqm screen that comes with four outriggers for stability See safety document (appendix E)

Video Director Ken Liddell

Collapse Risk (of tripods, sound staging)


Staff‐ low Public ‐low

See Power and Lighting and Sound safety considerations document (appendix E) All lights and speakers on tripods and staging well within load‐bearing capability

Technology Site Managers

Trip risk (over tripod legs, cables)


Staff‐ Medium Public low

All tripods barriered All cables where people are present to be in conduits or buried in ground


Fall/Slip risk (on staging)

Actors Staff‐ low Great Hall stage to be covered with strawboard sheeting ‘No go’ white tape line to be drawn on all staging 2 feet from Edges

Staging Director

Use of ladders in assembly

Technical Team Staff‐ medium Wind‐up tripods used wherever possible. Ladders only used as last resort Ladders used to fit lights against trees at cathedral (better than A‐frames) spotted by 2 individuals at foot of ladder A‐frame ladder used to fit light lights to lampstands outside Law Courts‐ spotted by 4 individuals



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Physical injury in assembly/deconstruct

Technical & Staging Team

Staff‐ medium Training of technical and staging team Suitable attire: gloves, non slip shoes, Tasks given to suitably fit individuals Supervision by Technology Site Managers

Technology Site Managers, Staging Director

Stage Collapse or Temporary Structure Security, object impact or fall injury

Public, Staff Stewards

LOW (Constructed by trained craftsman or approved temporary stage provisioned)

Professionals contracted for scaffolding at Cathedral (to be placed in the Production Plan) Great Hall staging uses robust trailers (see appendix E ) Buttercross staging extremely robust (see appendix E) Appoint competent people erect staging Competent person to inspect stage once it is constructed and sited. Audience at safe distance from stage barriers and stewards to control

Staging Director Steward Team Checks Fred Randall inspection and control of site

Climb temptation: speaker, lights tripods, gantries

Public

LOW (highly stable)

Stages to be supervised by security at all times to avoid ‘climbing’. Industry standard tripods/structures, used. Barriered to avoid tripod topple, climb, sound intensity issues. Scaffolding at Cathedral to be supervised overnight

Technology Site Manager Electrical safety check Fred Randall

Noise issues Public, staff, stewards

LOW All speakers to be barriered 2m in front of speaker to avoid sound intensity issues Monitoring of overall sound level to avoid sound intensity peaks Letters written to all residents of Oram’s Arbour to forewarn of noise

Technology Site Managers Sound Engineers David Williams

Smoke affect at Oram’s Arbour


LOW Smoke to be set off at site marked ‘Army HQ’ on Arbour, therefore visible but away from the audience.

Drama Director Neil Simpson & Roland Burberry


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Vehicle movement on Oram’s Arbor for Barabbas Scene


Medium Army vehicles give chase to Barabbas at very slow speed 5mph Chase path cordoned off by stewards with rope Training of those participating in scene

Stewards/security/ Fred Randall Drama Director Neil Simpson Doug Bennett re Army

Wheelchair access/egress block

Public MEDIUM Issue: wheelchair base is outside Cathedral west end (stable ground). Crowd might stop latecomers with wheelchairs and will hem wheelchairs in Crushing risk minimised by stewards Exit path is clearly demonstrated as through the archway to the South side of the Cathedral West end. Exit into The Close

Stewards/security/Fred Randall

Hypothermia Risk

Actors (particularly Jesus)

MEDIUM Issue: from Law Courts onwards Jesus will be minimally dressed Resolution: stopping points for warm drinks/blankets 20 min stop at the cathedral Crucifixion scene will have much lighting on it generating heat

Cecily O’Neill Cathedral Drama Director Peter Smith‐ hospitality team

The qualifications of our Electrician, Lt Douglas Prasad Bennett B.Eng(Hons) Royal Navy, overseeing Power and Lighting are:

• Certificate in the Requirements for Electrical Installation, 2381, Level 3, City & Guild (16th Edition Electrical Wiring Regulations) Part P Building Regulations

• Code of Practice for In‐service Inspection and Testing of Electrical Equipment, 2377, Level 3, City & Guilds (Portable Appliance Testing) • Certificate in Inspection, Testing, Design and Certification of Electrical Installations, 2391, Level 3, City & Guilds • Electro‐technical Certification Scheme (ECS) Health and Safety (Electrical Contractors Association) • Factory Electrical Systems Skill Centre Certificate

Name of Assessor (printed) …………………Roland Burberry………………………

Signature……………………………………………………………..…………………….. Date………………………….....


9. CROWD MANAGEMENT ARRANGEMENTS 9.1 On Route, Sites & Locations Crowd management in advance of the event will be enabled by communication to the public of sites and arrangements together with routes and locations for parking and facilities. Crowd control at the event will be delivered by signing, steward control and communication of situations. Each site will be supervised and controlled by a manager. Safe crowd movement to and from sites will be directed by PA and stewards along predefined route with emergency diversions available if required. Pinch points are additionally controlled by stewards. Numbers of people permitted access to sites is controlled against a safe maximum for evacuation in emergency. 9.2 Training & Equipment All Staff controlling sites and stewards directing crowds will receive briefing and appropriate training. Communication equipment and torches will be issued to assist safe movement and site crowd control. Crowds will be stewarded away from site hazards to reduce risks to sensible low levels. 9.3 Risk Identification & controls It is considered that there is minimal crowd risk present at the sites and movement risks are minimised as far as reasonable. Localised stage & equipment is protected so as not to threaten crowds and site access & control is by Passion staff. The Army Field Kitchen is on the edge of the Cathedral site and has its own equipment and staff capable of controlling crowd risk. 9.4 Communication The Passion has a communication Command Tent and any problems identified with crowd activity can be communicated by radio, mobile phone, PA and Loudhailer. The stewards will be briefed in emergency procedures (see section 5). The BBC local radio will be sited next to our communications site and will be able to provide wider communications as appropriate to any situation. 9.5 Emergency arrangements It is not envisaged that an emergency situation will be caused by the controlled crowd movements. However In the event of fire or major incident the site control will be advised and emergency services called and appropriately directed. The crowds will be directed on site or location by the emergency services staff in communication with Passion personnel. It is not anticipated that there will be crowd pressure but as there are no counting devices we will be relying on stewards to monitor crowd dynamics and to intervene in and report any situation which indicates crowd stress. The anticipated area required for each person is 0.5sq.m. Spectators will be under stress when only heads and shoulders can be seen and no other part of the torso because the crowd is so tightly packed. This will often be accompanied by surges or swaying. Stewards will need to remove the stress by directing or facilitating movement away from that particular area. This should be reported to team leaders at an early stage so that additional resources can be sent to the relevant location and also to decide if the Passion should be stopped or delayed. 9.6 Crime and Disorder The stewards will be briefed to identify untoward incidents, complete an incident report form, and where necessary to call the Police through their team leader. They will be instructed it is not their responsibility to apprehend the culprits, but to gather information and identify witnesses to pass onto the Police. In an event of this nature it is not expected that there will any significant levels of crime during the event. However the EMT are prepared to report incidents and have been advised on this by Police Chief Inspector (rtd) Fred Randall who is the Site Director (all sites) and briefing the stewards. A Memo of Understanding has been signed with the Hampshire Constabulary relating to the responsibilities of the Passion Organisers in relation to the safety and welfare of all involved.

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9.7 THE MOVEMENT AND SAFETY OF SIGNIFICANT NUMBERS OF PEOPLE 9.7.1 Scenario 1 ‐ present plans are sufficient. That the number of people attending is ca 5,000 the plans identified at section 12 will be sufficient to cope. 9.7.2 Scenario 2 ‐ present plans are stretched. The number attending is significantly above the anticipated 5,000. It is not the intention of the EMT to count the people attending. The EMT anticipates it will be clear as the people gather at the Great Hall and Law Courts if there is an issue to deal with. The stewards will be able to assess the numbers already at the Cathedral and therefore estimate whether those at the Law Courts and Great Hall can also gather at the Cathedral with safety. The event co‐ordinator will receive advice from Ray Cousins and Fred Randall about any potential problem. In the event that it is considered action should be taken the final decision will be made by the event co‐ordinator. A message will be communicated to the audience at the Law Courts and the Great Hall that many/most/all/half of the audience will benefit by staying there. In which case information will appear on the screen and over the public address system as follows:

Information • Many more people have attended the Winchester Passion than anticipated. • Already the Cathedral area is half full/full • We recommend that many/most/half of you to remain here • You will see everything on screen • You will have a better view from here

9.7.3 Scenario 3 – present plans are insufficient It becomes evident that the Cathedral site is already full and cannot absorb the additional people with safety. The decision about this will be made by the event co‐ordinator after advice from the Chief Steward and Site Director. In which case instructions will appear on screen and through the PA:

Instructions • There is no room at the Cathedral • Please remain where you are • You will see everything on screen • You will have a better view from here • Please remain here until instructed by stewards

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9.8 STEWARDS AND SITE CREW RESPONSIBILITIES 9.8.1 Site crews.

• Are divided to crews of 10, and each team will have responsibility for one individual site. • At all times will wear safety reflective jackets • They will be directly responsible to and under the control of the Site Manager • Instruction in lifting techniques • Instruction in consideration of sharing loads. • To remain at the site until released by the Site Manager • To be aware of location of speaker stands, lighting stands and generators • To ensure that barriers are erected to avoid danger to public • To monitor those barriers to deter vandalism, climbing, or access to equipment • Particularly to be aware of children climbing • To assist with stewards as and when required for crowd movement • Be aware of emergency exit points • In the event of emergency to report to the Site Manager for instruction

9.8.2 Stewards.

• To be organised into crews of 10 with a Team Leader supervising • To be responsible to that Senior Steward and through them to the Chief Steward Ray

Cousins • At all times to wear correct safety reflective jackets • Not to get involved in any task other than stewarding • To be allocated to individual sites • When the crowd moves off, to accompany them to next site and those thereafter in a

"rolling" supervision role • To familiarise themselves with the route • To be made aware of overflow plans and routing • To be aware of emergency exits, their locations and routes • To have in possession a torch with spare batteries • To acquaint themselves with location of toilet facilities, disabled facilities, car parks and

refreshment facilities for public • To be aware of the location of facility for First Aid, lost children (Command Tent) and

procedure that such will be directed to the Cathedral site. • To be familiar with procedures for reporting incidents, accidents, and any crime or disorder.

Forms will be with the Steward Team Leaders. To be completed as fully as possible. Handed to Supervising steward,

• Procedures to be adopted if overcrowding takes place. To be directed to the Cathedral Green.

• Procedures of crowd control, including recognising danger signals, preventing overcrowding, • To be made aware of procedures to deal with rowdy or threatening behaviour through

reference to Team Leaders and Site Manager • To be particularly aware of the needs of certain classes of persons, e.g. children, elderly,

infirm. • To be fully briefed individually of responsibilities in areas and procedures when crossing road

junction. • At Clifton Terrace waiting until road traffic stopped by Police and road clear. Move crowd

steadily to Castle Avenue. When Castle Avenue is full, divert crowd to Law Courts forecourt. If overcrowding occurs divert remainder to Cathedral.

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• At Upper High Street, be made aware of duties in Pulsing crowd. Detail how to achieve this, and maintain safety

• Throughout the route be aware of emergency procedures. At Arbour emergency evacuation can take place through 360 degrees. At Great Hall, emergency exits are back into Romsey Road. Down steps to Law Courts area. Through footpath to Westgate. At Law Courts, Exit routes are Trafalgar Street, Steps to Great Hall and Castle Avenue. Upper High Street.

• At Buttercross emergency exits are side street, and upper and lower precinct • At Cathedral, 360 degree exit points. Disabled exit through Cathedral Close. • In the event of an emergency necessitating complete closure of the event, adopt procedure

of notification. Event Co‐ordinator (Howard Mellor), Site Producer (David Williams), Site Director (Fred Randall), Chief Steward (Ray Cousins) and Site Managers.

• This procedure to also apply to severe weather closure • Emergency services rendezvous point to be at Cathedral Green adjacent to Meeting Point

facility • To be aware that they are the "front line" and direct point of reference for the public. To

remain cheerful, calm and helpful • Be aware of location of large screens to inform public of viewing points

In the event of AN EMERGENCY KEEP RADIO TRAFFIC TO A MINIMUM Fred Randall: Site Director

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9.9 BRIEFING NOTES FOR STEWARDS

9.9.1 Intention The atmosphere we want to encourage is one of a celebration but one which is safe. Therefore our intentions are:

• To organise a safe event for participants and spectators • To promote an environment which allows participants and spectators to enjoy the event • To minimise disruption to road users, businesses and the general public

9.9.2Spectator Profile There is no real information on the numbers of spectators that will be attending. The event is being promoted through the media who will be covering it on TV and Radio. The make up of spectators is expected to be a 50/50 ratio of male female. The age range will be from infants to senior citizens with the majority being adults. Many of spectators will be elderly and some will have special needs. They will be compliant although that could easily change as result of any incidents occurring or the actions of other spectators or insensitive or confrontational stewarding. The EMT have estimated the numbers of spectators that can comfortably be accommodated in certain areas along the route and this information is in this EMP. This is a rough guide based on an occupancy of each person occupying 0.5 of a square metre. It is not anticipated that there will be crowd pressure but as there are no counting devices we will be relying on you to monitor crowd dynamics and to intervene in and report any situation which indicates crowd stress. Spectators will be under stress when you can only see heads and shoulders and no other part of the torso because the crowd is so tightly packed. This will often be accompanied by surges or swaying. You will need to remove the stress by directing or facilitating movement away from that particular area. This should be reported at an early stage so that additional resources can be sent to you and also to decide if the Passion should be stopped or delayed. 9.9.3 Command and Control A Command Tent will be set up at the Cathedral site to which stewards will have contact through their team leader. All incidents should be reported to the team leader and the Event Leader at the command centre before taking any action unless urgent intervention is required. This is an opportunity to demonstrate that Christians in Winchester do work together well and are a caring, gracious and yet disciplined community. 9.9.4 Medical The St John Ambulance Service will be deployed at the event; an ambulance (2 persons) and 4 walking with 2 persons and an ambulance at the Cathedral.

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10. CONSTRUCTION & STRUCTURE ARRANGEMENTS 10.1 On Route, Sites & Locations All staging is constructed from suitable strength materials and constructors are competent to select and use tools for process. Assembly at sites is supervised by competent persons and sites have been selected to be fit and suitable for purpose. Attachments and securing arrangements will be chosen that are safe & suitable and that do not cause damage to locations or surrounding infrastructures. Where it is necessary to work at any height the risk is managed by use of appropriate staging and equipment. Where construction or disassembly risk is more than Low then appropriate trained staff from reputable companies will be used. Scaffolding and staging on the Cathedral is being done by approved company under Cathedral arrangements. 10.2 Training & Equipment Those constructing equipment are checked as competent to the levels required for safe use of tools and materials. Equipments are suitable and where regulations exist they comply. See appendix E for details of construction, and the Production Plan. 10.3 Risk Identification & controls Minimal construction risk is present at sites, at the Cathedral the building arrangements are in place. The site risk is that of localised stage & equipment which does not threaten crowds and site access & control is by Passion personnel. The Army Field Kitchen is on the edge of the Cathedral site and has its own equipment and staff capable of assembly & disassembly. Any risk of minor injury or burns to staff covered by Army assessment and staff training.

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11. COMMUNICATIONS AND EMERGENCY COMMUNICATIONS 11.1 Communications 11.1.1 Communications with the audienceThe audience can be communicated with immediately by a number of means: • Locally, in their immediate vicinity‐ by a steward • At each Passion location/site‐

o Through the PA system o By a message shown on the video screens (Great Hall, Law Courts and Cathedral sites only)

These screen messages will be pre‐prepared (see emergency messages in 11.2 below) • Via BBC Radio Solent, which will be covering The Passion live (this will only be a minor way of

communicating as only a minority of the procession are likely to be listening to the radio) o Radio Solent will be, however, part of our strategy for communicating as people travel to

The Passion giving traffic alerts and informing of parking vacancies Emergency communication protocol is described further below. 11.1.2 Communication between The Passion workers, specifically stewards Gary Aitkenhead and Norman Bambridge, who work for Motorola and are part of the Technology Team will be overseeing a mobile Radio network for The Passion. They will secure licenses for the Radios and ensure there are no frequency clashes or modulations with • Local services (police, fire, ambulance etc). This is assured as our licensed Radios will operate in

the 400MHz band (specificallly between 467 MHz and 468 Mhz using Ofcom licensed simplex channels and)

• The Passion’s wireless microphones. Soundbite Productions microphones will be in the range of channels 67‐69 (839‐864 MHz). The majority of microphones will be in the range of channels 48‐51 (600‐840MHz) and this range will be licenced through HandHeld Audio who will be providing the majority of them.

• The Passion’s mobile cameras (which, again are licensed to the 2GHz band) In brief summary there will be 7 Radio frequencies (see footnote overleaf for clarification of terminology): • Technology Site Managers will be able to communicate globally (Frequency 1) and Locally to

just their specific site (F2 Arbour, F3 Great Hall and Law Courts, F3 Buttercross, F5 Cathedral) • Technology Directors will be able to communicate globally (F1) and onto the Steward’s

frequency (F6) in case of emergency • Technology local Task Managers will be able to communicate Locally to just their specific site

(F2 Arbour, F3 Great Hall and Law Courts, F4 Buttercross, F5 Cathedral) • Cameras will be able to communicate globally (F7) Technology Workers and Task Managers working situated at a desk (e.g. video or sound) will have their own two way (full duplex) wired comms system to allow cuing and communication. An individual on that wired system will also have a Radio to communicate out/in in case of emergency. Most importantly: • Stewards will have their own Global frequency (F6).

o As clarified in section 3.1.3 stewards will be organised in groups of ten with a supervisor to each group. Each supervising steward will have a Radio for Global communication

o Technology Directors will be able to switch to this frequency if there is an emergency need to talk with supervising stewards

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• Technology Site Managers (along with Supervising Stewards) will be able to communicate ahead regarding flow of people and forewarn of actors immanent arrival

• Each Frequency will have a Radio at the Command Tent at the Cathedral. Anyone wishing to transmit across all the frequencies will be able to call the Command Tent and set such a communication in motion

• This Command Tent will also be the link to St John’s Ambulance which will be situated next to it. SJA will also have their own comms system along with one of our Radios on the Stewards Global frequency, at the Cathedral base.

• A list of mobile phone numbers of key contacts showing a strict chain of command will also be available (as shown below under ‘Contacts’), section 7.

11.1.3 Issues and limitations of this system This Radio comms system, typically, has limitations and we have sought to overcome and minimise these: • Transmission/reception ‘dead spots’ will be minimised (and, we believe, eliminated) by strategic

placement of repeaters/boosters which shall be on 2 extra half‐duplex channels on public shared frequencies (which require no license o Functionality has been confirmed by our Comms Director (Gary) who has performed a

check looking for obvious dead spots before the event – coverage from handhelds without repeaters is very good, nonetheless, repeaters will be available as backup for critical comms (cameras and stewards) should we find problems with coverage during setup and testing prior to the event.

• Battery/power failure. Each location will have a member of the Technology Team delegated to oversee Radio (and battery) functionality

• Radio failure. A number of spare Radios will be available • Muting of other transmissions by an individual holding down the ‘transmit’ button

o These Radios are ‘one way’ (or ‘half duplex’) and so you cannot hear/receive when you are transmitting. Anyone transmitting also blocks (‘mutes’) others from transmitting as long as they hold their transmit key down

o This will be overcome by training all those carrying Radios to Hold ‘transmit’ as short a time as possible Keep frequencies clear‐ only talk when necessary If they note radio silence‐ check their transmit key is not depressed by accident. (this

will be virtually impossible) If a frequency becomes jammed‐ communicate to another frequency (either by

switching or via the Command Tent) and collect one manually. • Clogging up the airways‐ particularly in the case of an emergency

o This will be overcome by training and a clear chain of command and priority over the airwaves. All technological workers will be trained in their need to go silent on global channels in the case of an emergency and leave the airwaves clear for Producers, Stewards and Security in the priority specified in the chain of command.

o Mobile phones will be kept free and charged as a backup in case of Radio failure or channel clogging

Explanation of terminology: “Globally” describes the ability to communicate over the whole of the City (boosted via repeaters if necessary but probably not needed since radios transmitting on these channels will be set to higher transmit power levels). “Local” describes local communication only (for example at just the Cathedral venue). Technology Task Managers oversee a particular Technological Discipline at a Venue (e.g. Sound at the Arbour). Technology Site Managers oversee the all elements of technology

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at a specific venue/site. Technology Directors oversee a specific discipline (e.g. Sound) over the whole of the city. 11.2 Emergency Communications In the case of an emergency commands will be able to be given locally or globally over the PA and Video Screens. The following Video screen messages will be pre‐prepared: 11.2.1 Great Hall and Law Courts

o Please leave calmly and carefully through the routes you entered. You may also use the steps from the Great Hall to the Law Courts

o Please remain calm and stay where you are o Due to weather The Winchester Passion has had to be stopped. Please tune to Radio Solent

for more news. o Due to unforeseen circumstances The Winchester Passion has had to be stopped. Please

tune to Radio Solent for more news. 11.2.2 Cathedral Grounds

o Please leave calmly and carefully through the exit nearest to you o Please give careful attention to wheelchairs situated in front of the Cathedral o Please remain calm and stay where you are o Due to weather The Winchester Passion has had to be stopped. Please tune to Radio Solent


tune to Radio Solent for more news. o Lost? OR Parted from your friends – contact a steward.

11.2.3 Emergency ProtocolsIn the case of an emergency a strict protocol will be followed. So as not to be obscurest, names (rather than titles) will be used as call signs. Communication will be made to Howard Mellor at the Command Tent using the call sign “Emergency Call to Howard Mellor”. Communication will then transmit down the chain of command as follows: Chain of command‐ with mobile phone numbers – see section 7 Event Co‐ordinator ‐ Howard Mellor Site Director ‐ David Williams Site Director ‐ Fred Randall Chief Steward ‐ Ray Cousins Stewards and Site Managers 11.2.4 Call sign for immediate cessationThis call sign will be given by Howard Mellor and will be ‘This is Howard Mellor announcing

Armageddon’.

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12. TRAFFIC MANAGEMENT PLAN FOR THE WINCHESTER PASSION The route will be from Oram’s Arbour via Clifton Terrace, Romsey Road to Castle Avenue, where the participants and members of the public will enter the area of the Great Hall/Law Courts. When leaving there the procession will walk via Upper High Street, crossing the Southgate Street /Jewry Street junction and enter the upper pedestrian precinct. It will then proceed past the Buttercross, the Pentice and turn right into Market Street before entering the Cathedral grounds. To facilitate this, a management team has been put into place to oversee the movement of participants and public. This comprises. Overall site Director responsible for all sites and the movement between, Individual Site Directors responsible for each site. A Chief Steward with overall responsibility for site stewardship and movement between sites. Teams of 10 stewards each with a team leader. It is anticipated there will be at least 6 teams. All site managers and Stewards will have attended a number of briefings for training and direction on crowd control, and traffic control, coupled with Health & Safety criteria. All will have appropriate reflective clothing, and torches. 12.1 Movement The participants and public will leave the Arbour via Clifton Terrace. They will be preceded, flanked and followed by teams of stewards. A Thronging Order has been submitted by Neville Crisp of WCC Traffic Dept, on behalf of the Winchester Passion which will enable a brief road closure, at Romsey Road at its junction with Clifton Terrace and at the roundabout adjacent to the Westgate, not permitting traffic to use that part of Romsey Road between the Westgate and Clifton Terrace, whilst the procession moves down Romsey Road and into Castle Avenue. Appropriate signage will be obtained and displayed at the advice of Neville Crisp. Upon completion of this phase, Romsey Road will be re‐opened. An enactment will then take place within the precincts of the Great Hall and the Law Courts, before the procession leaves that area, to rejoin Upper High Street in the vicinity of the Frink Horse, and walk down Upper High Street, across the junction with Southgate Street and into the upper portion of the Pedestrian precinct. To facilitate this, traffic will be stopped by traffic lights at the Southgate street junction, and also at the Jewry Street junction to allow safe passage across this junction. The movement will again be preceded, flanked and followed by stewards. The Police have indicated that they may be able to facilitate the procession across the traffic lights at Southgate Street. We are developing plans in consultation with the police if neither they nor traffic officers are available. The procession will then proceed down the High Street, pause at the Buttercross and turn right at Market Street. Stewards will be in place to stop any conflict with moving vehicular traffic.

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All of these arrangements have benefitted from advice given by with the Police and local Traffic Engineers. All Senior stewards will remain in constant radio contact, and the procession will be accompanied at all times by a St John ambulance with 2 crew and 4 walking First Aid personnel. Signing has been discussed with Police and Traffic Engineers, and other signs as advised by Neville Crisp, and will comprise of pre warning signs denoting, ADVANCED WARNING DELAYS IN CITY CENTRE GOOD FRIDAY 1800 to 2000 WINCHESTER PASSION PROCESSION This will be to an acceptable standard by a supplier recommended by Police and Local Authority. These to be placed on strategic entry roads into the City. It is the view of the Police and Road Engineers that this is adequate if placed out a week prior to Good Friday. Exact locations and methods of fixture have been discussed with the appropriate authority Arrangements are in hand to show delays on illuminated variable message signs on the approaches to the City, together with regular broadcasts by local radio. All emergency services and bus services have been notified. 12.2 Sites 12.2.1 Oram’s Arbour This will be overseen by the senior Site Director, to whom the individual Site Director will be responsible. There will be a team of 10 site workers allocated to each site, apart from stewards responsible directly to the Site Director for the erection of structures, site safety and site clearance. All such personnel will wear appropriate safety clothing. They will be available for stewarding support during the enactments. Areas of performance will be kept separate from the public, and where appropriate barriered. All lighting, equipment, and sound systems will be securely fixed behind barriers to avoid damage, or harm to the public. The entry and exit from the site will be strictly monitored by stewards. In the event of an emergency, and bearing in mind the nature of the Arbour, there is no obstruction to members of the public being able to take an escape route through 360 degrees. Due to the shortness of occupation of the site, no toilet facilities are available. The site will be cleared of any debris etc once the public has left. 12.2.2 The Great Hall Stewards from Oram’s Arbour will proceed to this area as they accompany the crowd and will thus supplement those already present, and it is anticipated that this will double the number of stewards. The participants will move into an area separated by barriers, whilst the public will walk along Castle Avenue, and occupy the area of Castle Avenue, and the forecourt of the Great Hall. Members of the public will also be directed to the steps between the Great Hall and the Law Courts

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and once full, this area will be closed by stewards. Other members of the public then walking down Romsey Road will be directed via the High Street to Trafalgar Street and into the precincts of the Law Courts. All sound and lighting equipment will be behind barriers. Screens will be visible at both the Law Courts and Great hall to ensure there will be no crowd discomfort. 12.2.3 The Law Courts The area directly in front of the Law Courts entrance is to be kept clear by metal barriers. Those occupying the steps, will simply turn round, but be retained on the steps. Those in Castle Avenue will be directed to return to the High Street and then down the road towards Southgate Street. Those members of the public in Castle Avenue will have the facility of a large screen television to follow the event. The stewards will then accompany the participants and public to the precinct in High Street, and precede, flank and follow the procession to the Cathedral. In the event of an emergency, there are many side streets into which members of the public may be directed. 12.2.4 Cathedral At the Cathedral there is a team of stewards, who will now be supplemented with the 4 teams who have accompanied the procession. These will remain under the control of the Chief Steward. There is a specific barriered area outside of the West end of the Cathedral for disabled wheel chair observers to be present. On site will be a separate St John ambulance with crew, who will then be supplemented by St John ambulance crews and walkers from the procession. A Meeting Point will be identified on site. Any lost Children will be taken to the Command Tent. It will be manned by CRB approved personnel. All technical apparatus has been identified and will be surrounded by barriers to avoid any harm to the public. Facilities have been arranged for toilets, by the Local Authority opening the public toilets in the Covert, where there are also disabled facilities. The toilets by the Cathedral Refectory will also be open. Refuse facilities are already available on site but will be supplemented by two large industrial refuse bins supplied by WCC. Dedicated teams will assist in set up, dismantling and clear up of the site. No specific arrangement has been made for car parking, however liaison has taken place with the parking Manager and all public car parks will be open (except the Brook Centre Car Park). A separate arrangement has been made with Stagecoach for one park and ride parking area to be available with a bus service to and from the City centre between 5pm – 6pm and 9.30pm – 10.30pm and WCC (Parking Office), and the HCC (Planning and Development) have agreed that on this occasion the park and ride car parks can be used by visitors to this event. Special bus services will be running from 9.30pm on 4 designated bus routes.

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13. LOST CHILDREN 13.1 Lost Children: Person(s) Reporting a Lost Child "Missing Child"

1. If the report is made to a police officer or steward they should immediately contact the Command Tent at the Cathedral to ascertain if the child is already there.

2. If the child is at the Command Tent, direct the person(s) to that location where they will be

required to complete the necessary documentation and show adequate proof of identity (e.g. driving licence, family allowance book etc) before the child is 'released' to them.

3. If the child is not at the Command Tent, direct the person(s) to that area. There may be a

requirement to escort them to the Command Tent if they are highly stressed or upset. On arrival they will be asked to complete the 'Missing Child' form with details of the child's name, age, description etc. Once details of the child have been taken, any person( s) reporting a missing child should be requested to remain at the Command Tent rather than going out to search for the child. It is unlikely that there is any way to contact these persons once they leave the Command Tent, and it is possible that the child could either be brought in by a police officer/steward or report there themselves. However, neither the Lost Children staff nor the police have any powers to make any adult stay at the Command Tent if they do not wish to. In this case, the person(s) reporting the missing child should be asked to sign a disclaimer form stating that they left the area of their own accord/wish.

4. The Site Manager (or deputy) will then issue a message to stewards and officials at the earliest

opportunity so that all personnel are made aware and can remain vigilant. In the event of a very young child (6 years and under) or particularly vulnerable child being missing this message should be broadcast as a matter of urgency.

5. It should be noted that, in the interests of the safety of the child, no details of any missing children

should be broadcast over the public address system until it is deemed to be an emergency situation.

6. Any steward finding the child should immediately contact their Team Leader who will inform the

Command Tent to advise them that they are bringing the child in. All children found in this way must be escorted to the Command Tent to avoid them becoming 'lost' again. This escort is a priority and should be undertaken immediately, stewards must not retain the child any longer than is necessary.

7. In the event of a Lost Child not being found within 15 minutes the Police should be notified and

further instructions requested.

Note: It is generally accepted that the special measures for the Command Tent is provided for persons age 14 and under. However, discretion may be used regarding those over 14 years or those who may be particularly vulnerable.

13.2 Lost Children: Child reporting that they have lost their Parent(s)/Guardian(s) "Found Child" 1. If a child approaches, or is brought to, a police officer or steward and advises them that they have

lost their parent(s)/guardian(s) the stewards should immediately contact their Team Leader who will inform the Command Tent to ascertain if the parent(s)/guardian(s) is/are already there and to advise them that they are bringing a lost child in.

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2. The steward must then immediately escort the child to the Command Tent, after agreement of the Team Leader and in company with another Passion volunteer ‐ this escort is a priority and must be undertaken immediately. On no account should the stewards retain the child any longer than is necessary.

3. On arrival at the Command Tent the steward should wait whilst the 'Found Child' form is

completed. Details of where the child was 'found', together with the name of the steward will be required.

4. Once the 'Found Child' form has been completed, outline details of the child should be passed by

to Event Control, a 'runner' could be employed to undertake this task. However, at no time should one person be left in sole charge of any lost child.

5. Event Control will then ensure that these details are broadcast to stewards and officials so that all

personnel are made aware in the event of them being approached by a distraught parent or guardian.

6. It should be noted that, in the interests of the safety of the child, no details of any missing children

should be broadcast over the public address system without the authorisation of the Event Co‐ordinator.

7. On arrival of the parent(s)/guardian(s) they will be requested to show adequate proof of

identity (e.g. driving licence, family allowance book etc) before the child will be 'released' to them. In the event of any uncertainty, it will be the responsibility of the police to determine if the child should be allowed to go with the person who is claiming them and contact should be made with event control to determine what action should be taken.

8. In the unlikely event of a 'Found Child' not being claimed the Police should be informed.

Note: It is generally accepted that the special measures for the Command Tent is provided for persons age 14 and under. However, discretion may be used regarding those over 14 years or those who may be particularly vulnerable.

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13.3 Form for a Missing or Found Child

Date

Name

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Age

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Time lost

Location last seen

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14. Signs Prepared beforehand for Screens 14.1 General information 14.1.1 Before the start as a rolling timed set of information – all screens

1. Welcome to the [logo] Winchester Passion 2. There is programme available for you – donations welcome for local charities 3. Access into the Cathedral for frail and elderly – limited space 4. [logo] Winchester Passion supports the Emmaus homelessness project 5. Stewards are on site to help 6. Thanks to all who made this possible 7. Thanks to all listed in programme and ‘The Navy’ 8. [logo] Winchester Passion letting the story of Jesus loose on the streets

14.1.2 At the end – all screens

1. Want to talk? 2. Want someone to pray with you? 3. Go to St Lawrence Church, The Square (need directions, ask a steward) 4. Pick up a Gospel at the Meeting Point 5. Celebrate Easter, at a Church near you 6. Thank you for attending the [logo] Winchester

14.2 Crowd Movement Notices 14.2.1 (see EMP 9.7.2 Scenario 2) Many more people.Howard Mellor will decide, after consultation that before the people move from the Great Hall Law Court that advice should be given as follows:

Information • Many more people have attended the Winchester Passion than anticipated. • Already the Cathedral area is half full/full • We recommend that many/most/half of you to remain here • You will see everything on screen • You will have a better view from here

14. 2.2 (See EMP 9.7.3 Scenario 3) present plans are insufficientHoward Mellor will decide, after consultation that before the people move from the Great Hall Law Court that instruction should be given as follows:

Instructions • There is no room at the Cathedral • Please remain where you are • You will see everything on screen • You will have a better view from here • Please remain here until instructed by stewards

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14.3 Emergency Communications In the case of an emergency commands will be able to be given locally or globally over the PA and Video Screens. The following Video screen messages will be pre‐prepared: 14.3.1 Great Hall and Law Courts

o Please leave calmly and carefully through the routes you entered. You may also use the steps from the Great Hall to the Law Courts

o Please remain calm and stay where you are o Due to weather The Winchester Passion has had to be stopped. Please tune to Radio Solent


tune to Radio Solent for more news. o Follow instructions from stewards o Parted from your friends – contact a steward.

14.3.2 Cathedral Grounds o Please leave calmly and carefully through the exit nearest to you o Please give careful attention to wheelchairs situated in front of the Cathedral o Please remain calm and stay where you are o Due to weather The Winchester Passion has had to be stopped. Please tune to Radio Solent


tune to Radio Solent for more news. o Follow instructions from stewards o Parted from your friends – contact a steward.

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Appendices

Appendix A – Site plan of Oram’s Arbour Appendix B – Site plan of the Great Hall and Law Courts Appendix C – Site plan of the Buttercross and Cathedral Grounds Appendix D – Power and lighting Appendix E – Additional information from contractors Appendix F – Risk Assessment from the Army re Field Kitchen Appendix G – Organisation Chart for the Winchester Passion

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Appendix A, B & C‐ Technical Site Plans Large Size PDFs, also available on http://www.esnips.com/web/ThePassion‐images Appendix A – Site plan of Oram’s Arbour Appendix B – Site plan of the Great Hall and Law Courts Appendix C – Site plan of the Cathedral Grounds Appendix ‐ Site plan of the Buttercross

http://www.esnips.com/web/ThePassion-images

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THE WINCHESTER PASSION Oram's Arbor Scene Technical Site Plan V4

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THE WINCHESTER PASSION Cathedral Scenes Technical Site Plan V8

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Stage

4 x 13A Mains Supply inside Church (on 2 separate ring mains)

Strap Lighting Stand to Sign Post

1 x 1000 W2 x 500 W1 x PAR Can (tbc) to light Buttercross)

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D13 – 13A 4-way extension reelFor PAD14 – 2 x 16A 3-way splitter for 3 lights on far side of streetusing Council Christmas LightsAnchor Points, leading to 2 x 500W and 1 x 1000W on Stand at [secured to post (No Barriers Required) + 1 Par Can to lightButtercrossD15 – 16A supply running throughsplitters to 1 x 500w on floorstand on ledge above OrangeShop at [2], 1 x Par Can secured toDrain Pipe at [3], 2 x 150W onfloor stands At [4] & [5] taped to top step of Buttercross Forbacklighting, and one Par Cansecured to drain pipe at [6]for Buttercross lightingD16 – single 13A supply forRadio Repeater

Butter Cross Lighting & Power

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Appendix D – Power and lighting More detailed information about Power and Lighting, statements of intent, Diagrams, safety considerations etc.

PA - Concert lighting - Theatrical lighting - Disco lighting - Exhibition Lighting - Video and Slide projection - Sound effects

Power Distribution - Outdoor Events - Events Management - In Service Electrical Inspection and Testing - PAT Testing - Equipment Hire

Douglas P. Bennett 4 Cooper Close Worthy Down Winchester, SO21 2RD Tel: (01962) 889353 Mobile: 07791 058089 E-mail: [email protected]

Winchester Passion 2008 Cathedral Lighting & Power Statement of Intent Assumptions

• The Scaffold platform being built above the West door will be suitable for me to ‘hang’ lights from as discussed with your scaffolders last week.

• A lighting ‘tower’ will be built at the front of the Cathedral slightly to the left and to the front of the monument as shown in the diagram attached.

• Set up of all equipment will be performed during the day of Thursday 20 Mar 08, taking into account the services that will be taking place on that day.

• A full test of all equipment, including the lighting to be placed inside the Cathedral, will be need to be conducted on the evening of 20 Mar 08 following the final services. Arrangements will need to be made to permit this to take place.

• Where cabling or equipment comes into contact with the fabric of the building suitable protection will be used to prevent damage (e.g. rubber matting, carpet, rubber wheels on flight cases, rubber bases to stands etc)

• Additional security for the generator will not be required for the night of 19 Mar 08 (see item 1 below)

• Additional security for the site will have been provided in the form of personnel to protect equipment left on site on the night of 20 Mar 08.

• The LED screen, the BBC trailer and the Army Field Kitchen shown on the diagram come under the overall event management plan and do not form part of this assessment.

• The PA equipment is being provided by a separate contractor and is only mentioned here where a direct impact on power requirement is shown. These installations will also form part of the overall event management plan and do not form part of this assessment.

• All the equipment for the lighting will be transported to the site in a large box trailer, towed by a Mitsubishi Pajero. Additional equipment for the lighting or power may be transported in other vehicles which will drop off equipment and immediately leave the site. The box trailer will be re-loaded with flight cases and other unused equipment and will be parked at the position shown, behind the tower. Should the ground be soft, adequate protection in the form of hessian mats will be used to prevent damage to the grass during the movement of this into position.

• The Trailer will be used as a base for the Video Mixing desk and monitors as the controller will need to communicate with his crew and this prevents his voice carrying to the crowd.

• All personnel involved in installation of the equipment will be adequately supervised and/or trained.

• The current floodlighting used for the front of the Cathedral will either be switched off or masked by us during the event.

• The overall Indemnity, accident and equipment Insurance for the project covers all activities and equipment on this site.



Generators

1. A 4 tonne 200 Kva 3 Phase generator (sled mounted) would be placed just over the wall off Minster Street as shown. All circuits emminating from the generator will have RCD protection at the generator. A local Earth Spike for this will be inserted in the ground. This will be delivered by HEWDEN Power on Wednesday 19 Mar 08 at a time to be agreed. It will be collected on Tuesday 25 Mar 08 at a time to be agreed. Method of delivery and collection will be by HIAB truck.

2. A 20 Kva single phase generator will be used to provide a separate power source for the PA system and the Video Mixing desks. A local Earth Spike for this will be inserted in the ground. This will have been deliverred to a safe location prior to the event and will be transported to the site on Friday 21 Mar 08 at the same time that the rest of the PA equipment being installed arrives. It will be a road tow rig and will be positioned as shown on the diagram. If the ground is soft on the day, suitable protection will be placed on the grass to prevent damage and to spread the load. This generator weighs no more than 1 tonne. The towing vehicle weighs 2760 Kg.

3. A 11 Kva generator will be used to power 4 x 400W UV lights which will be used as

specified in Para 22. A local Earth Spike for this will be inserted into the ground. This system will have no contact with any other supply.

INSIDE CATHEDRAL for ressurection scenes

4. A 3 phase 32A supply cable would be run into the cathedral as specified in Para 7

below, with the cable runs temporarily routed through the entrance door, passing through an in line 3 phase RCD and terminating at a 3 Phase Lighting Dimmer mounted in a rack on rubber wheels. This dimmer would have 6 individually protected channels (fuses).

o From this dimmer the 3 x 8 light Blinders would be powered – 2 mounted on 7M high Manfrotto Tripod stands and a 3rd mounted on a 4M stand. All three of these stands will be weighted down with 3 sand bags to provide additional stability. If required 3 x 4ft long by 3 ft high crowd barriers can also be placed around each of the stands in a triangle arrangement to prevent accidental contact by the public.

o A low voltage analogue control cable (5 core telephone cable size) for this dimmer would also be run out to the tower, from which all control will take place.

5. 1 or 2 COEMAR CF1200 Spot dmx movinghead lights (number tbc dependant on response from COEMAR to a request for spare parts). These will be mounted in a Flight case on rubber wheels and can be rapidly deployed.

o A dmx control cable will be run in from the tower to control these lights. o Power for these lights will be from 2 x 13A sockets inside the cathedral as

previously discussed.

6. A video projector will be set up for rear projection onto a screen located as shown on the diagram. This is intended to permit better viewing for any differently abled persons who choose to watch the performance from in front of the Cathedral, including the hard of hearing, who might otherwise be unable to view or hear the event properly.



7. The installations inside the Cathedral will be positioned, tested as discussed in the assumptions above, their positions marked using Tape on the floor, and then placed safely out of the way inside the cathedral at a position specified by you during the Maunday Thursday services. They can then be repositioned rapidly following the Friday services and re-tested briefly prior to the event.

OUTSIDE CATHEDRAL - Balcony

8. A 63A 3 phase supply will be run using 16mm cable to a point near the tower. This wil then be split using an RCD protected board, into 2 x 32A 3 phase supplies; one for the balcony and one for inside the cathedral.

9. A 32 A 3 phase supply will be fed up to the balcony, terminating in an RCD protected distribution box. This will feed a number of lighting dimmers and 2 dmx strobe lights.

o Strobes will be used in accordance with British Health & Safety Executive advice on use of strobes and in this particular setting will not cause concern for people suffering with epilepsy. The use of strobes in this way will be advised in the brochure and if it is deemed necessray by the H&S staff an announcement made over the PA at the appropriate time.

o Each individual circuit will be MCB protected. o The dimmers will be placed in racks (and thus off the floor) underneath the

stage and protected from the weather. o All cabling and connectors not inside this shelter will be waterproof Ceeform

plugs and sockets.

10. 14-16 x 1K PAR 64 cans (number tbc following discussions with the artistic director) with either white or red gells to protect the lamps from direct contact with the weather will be strategically placed around the balcony to light the crosses, the actors and the architecture. Each fitting will be fed from the dimmers, and each will be individually protected by the fuses and circuitry in the dimmers

o All fitings used on the balcony will be firmly fixed to the scaffolding and thus earth bonded, and safety chains will be used to further ensure safe use.

o A number of analogue and dmx low voltage control cables will be fed up to the dimmers on the balcony from the tower.

11. 3 x 1500W infrared heater lamps will be mounted using clamps to the scaffolding

At front of the balcony to provide heat for the actors. These will be controlled via Dimmers.

12. Equipment placed on the balcony will be lifted into position using the stairs, with the exception of the power cable, which will be carefully routed over rubber matting or carpet to protect the building.

13. The Scaffolding on the balcony will be bonded to the nearest Lightning conductor, and thus to earth.



OUTSIDE CATHEDRAL – Tower area

14. Details of the construction of the tower are being submitted seperately, but it will be a 4 tier structure with a footprint of 8ft x 12 ft + stabilisers as required with steps leading up to the second level.

o The first level, at ground level, is where we intend placing the control desks for the lighting and PA.

o The second level, accessable by steps, is where one or more of the camera crews will be based once they arrive with the procession

o The third level, accessable by ladder, is where the 3 follow spots and their operators will be placed

o The forth level is for lighting dimmers and for mounting lights. o The whole structure will be protected from the weather as appropriate (side

walls) and will have a roof that overhangs the top level by 2 Ft on each side 15. A 32A 3 Phase supply will be run from the 200 Kva generator to the tower, following

the line of the wall a distance of approximately 80 meters. Where this passes over public access areas it will pass through conduit to provide protection from trip hazzard. This supply will pass through an in-line RCD and terminate in an MCB protected distribution box on the tower.

o Power will be distributed from this supply to a number of dimmer packs, which will be placed in the top level of the tower. All lighting on the tower will be powered from these dimmer and will thus be individually protected by the fuses and circuitry in the dimmer packs.

o 12 x 1k Par Cans, 2 x 575 moving head dmx lights and 2 x 1200W cantata profile spots with GOBOs and 3 x 2K follow spots will be mounted under the cover on the tower. All electrical connections for these will be under cover and will be protected by the dimmer circuitry and MCBs on the distribution units.

16. A single 32A 240 Cable wil be run from the generator to the tower to power all the local equipment (Lighting Desks, Safety lighting on the tower, heaters if required). This will terminate in an RCD protected distribution board.

17. An earth cable will be run from the Tower structure to an independent Earth Spike, which will be inserted in the ground at an appropriate point.

18. All distribution boards used on the tower will be bonded to the tower structure. This

will also serve to provide linked bonding between the generators. All lighting used on the tower will be bonded to the structure of the tower.

OUTSIDE CATHEDRAL – Separate power for PA system

19. A 32A Power lead will be run from the generator specified in Para 2 to a position at the far side of the west entrance to the Cathedral. PA speakers will be positioned in accordance with the overall Event Management Plan. This will terminate in an RCD protected board with single phase 16A outlets. This requirment ensures that all the PA runs off the same supply. Where this cable passes across public access areas it will be routed through conduit to prevent trip hazzard. It will not be routed across the wheelchair ramp at the left hand side of the west entrance.



20. A 32A lead will be run from the generator specified on Para 2 to the tower, to power the PA mixing desk, the PA equipment on the tower side of the Cathedral. This will terminate in an RCD protected distribution board with 6 x MCB protected 13A sockets that will be under cover and thus also protected from the weather.

21. A 16A lead will be run from the PA generator into the Trailer to power the video

mixing equipment. This will terminate in a protected distribution board with 13A sockets inside the trailer and thus out of the weather. The distribution board in the trailer will be bonded to the structure of the trailer, and the trailer will be fitted with an independent earth spike.

Additional Site Lighting

22. 18 x 150W floodlights will be placed in the trees alongside the paths as shown on

the diagram. These will be powered from the 2 x 6A supply fitted to the lamp posts as shown. Cable runs for these will be placed at least 3.6 m above head height, by running the cables through the trees. Where this is not possible suitable cable ducts will be used. These lights will be adequately fixed to the trees by rope and/or cable ties. Access to the trees will be using a suitable step ladder, supported at its base by additional personnel.

23. An additional 4 floodlights will be placed in the trees behind the tower. Cable runs for these will be placed at least 3.6m height, by running the cables through the trees. Where this is not possible suitable cable ducts will be used. These lights will be adequately fixed to the trees by rope and/or cable ties as above.

UV Lighting for procession out at the end

24. A small trailer bourne 11 Kva generator will be sited as shown to provide power for 4 x 400W Ultra Violet Cannons, which will be used to enhance the patterns on the banners which will be used for the final procession out of the Cathedral grounds ate the end of the show. These cannons will be mounted on stands located 2 either side of the pathway as shown and will be surrounded by 3 x crowd barriers each to prevent access by the public. Cabling for these will be run through the trees, and will not fall below 3.6m height. The generator will be surrounded by crowd barriers to prevent access by the public. This will only be in operation for 5 minutes prior to and during the final scene.

Power supply to Lost Children / Communication Hub Tent and to St Johns Ambulance Tent

25. A single 13A supply will be run out from the mains supply at No.3 The Square to provide power to Portable Appliance Tube fittings for lighting in each tent, and for power sockets to supply the Radio Battery Chargers. Location of these tents will be to the side of the Army Fieldf Kitchen iaw the overall event management plan and will be such that access by the public behind the tents will be prevented.



General Comments

26. All portable equipment, whether listed here or not, will have been PAT tested

specifically for this event. Details will be submitted prior to the event and will include readings and date of test.

27. All electrical wiring and distribution systems will comply with the recommendations of BS 7909 “Code of practice for design and installation of temporary distribution systems delivering a.c. electrical supplies for lighting, technical services and other entertainment related purposes” or where applicable BS 7671 “Requirements for electrical installations. IEE Wiring Regulations. Sixteenth Edition”.

28. A site certificate for the electrical installation will be issued following successful

testing once complete. This will cover all electrical equipment listed above and all PA or video equipment as specified in the overall event management plan. The site certificate will specify readings taken during the tests.

(Signed on Original)

Douglas Bennett Sole Proprieter ICTHUS Sound, Light & Multimedia Services

Cathedral Grounds Lighting

G

Legend

- Generator- Cables (Cables will be

grouped and fed through conduit where they cross paths)

- Cable Conduit

- Lost Children & Comms Hub

- St John’s Ambulance Tent

- Ambulance

G

G

20 KVa SinglePhase Generator

Trailer forVideo Mixing

9 x 0.15K Floodsin trees poweredFrom CathedralSocket onLamp Post

9 x 0.15K Floodsin trees poweredFrom CathedralSocket onLamp Post

4 x 0.5K Floodsin trees poweredFrom 200 Kva GeneratorExact Cable route tbc on the dayBut will be over 3.6m height

200 KVa 3 Phase Generator

32A 3 Ph cable from 200 KvaGenerator into Cathedral +Analogue & dmx Control Cables

32A 3 Ph cable from 200 KvaGenerator to Balcony +Analogue & dmx Control Cables

63A 3 Phase supply+ 32A 3phase supply+ 32A 240V supply from200KVa Generator to Tower

+ 32A 3phase supply for Balcony+ 32A 3phase supply for InsideFrom 200KVa Generator32A 240V supply for PA from 20 Kva Gen

32A 240v cable from 20 KvaGenerator for PA

1

G

400WUV x4

23

1

2

3

•13A supply from No. 3 to Lost Children & Comms Tent to feed 1 x Lightand Radio Chargers•Power for Army Kitchen from No. 3is the responsibility of the Army•13A supply from No. 3 to St Johns for1 x light & sockets if required

11 KVa SinglePhase Generatorto feed 4 x UV Lights

4 x 400W UV CannonsOn 3m standssurrounded by 4 ft x 3ft high crowd barriersCables in trees at >3.6m

200KvA

Genny32A 240v

63 A 3Ph

16A 240v(lights in Trees)

D2

32A 3Ph (inside Cathedral for Blinders)

32A 3Ph (Cathedral Balcony)

D5

D6D3

D1 – Provided by HEWDEN – Multiple RCD protected sockets on GeneratorD2 – 63A RCD protected 3Ph splitter – Provided by HewdenD3 – 32A RCD protected 3Ph splitter to 3 x 32A 240V sockets – Provided my ICTHUS (Me)D4 – 32A 240V RCD protected distribution to 6 x 13A sockets – Provided by ICTHUSD5 – 32A in line 3 Ph RCD to 3 Phase BETAPAC dimmer – Provided by ICTHUSD6 – 32A RCD protected 3Ph splitter to 6 x 16A 240V sockets – Provided my ICTHUS

D4

Winchester Passion Cathedral Power Diagrammatic Representation

20 KvAGenny

32 A 240V Cable for Power on far side of Cathedral for PA

32A 240V supply for PA

16A 240V supply for Video

D7 – RCD Protected Distribution on Generator or provided by HEWDEND8 - 32A 240V RCD protected distribution to 4 x 16A sockets - Provided by Future Media – Loan UnitD9 - 32A 240V splitter to 2 x 32A 240V outlets For PA in Tower - Provided by ICTHUSD10 – 16A 240V to 10 x 13A sockets for Video in Trailer

Earth Earth

Earth

Earth

32A 3Ph

D8D9

D10

Tower

D1Balcon

y

Tower

EarthTrailerEarth

D7

16A Sockets on2 Lamp Posts(6 A actualSupply on each)

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

150 W

11KvAGenny

16A Cable withSplitter through

Trees for UV Lightson Stands

St Johns & Lost Kids + Comms Tent

MainsAt No. 313

ARadio

sTube Light Tube Light

13A

UV Lights

Main System

PA & Video

Great Hall & Law Courts Lighting

G

80 Kva 3Phase Generator63A per phase2 for lights + 1 forPA/Video/Broadcast

Legend

- Generator- Lighting Stand- Lamp Post with cross

bar- Light Direction- Light Power- Cables (Cables will be

grouped – shown separated for diagrammatic purposes)

- Distribution Box

- Focus for lighting at GH

G

LEDScreen

1.5 Kw

1.5 Kw

1.5 Kwx2

1.5 Kw

1.5 Kwx2

0.5Kw x 2

0.5 Kwx2

1.5 Kw

1.5 Kw

1.5 Kwx2

1.5 Kwx2

Load 31.25A

Load 29.17A

Load 12.5A

Load 4.17A

Load 6.25A

D17

D18

D20

D21D22

D24

D26

D27

D28

D25

PA PA

D19

D23

D23

2 x 1K PAR Cansrunning from 3 waydimmer with controlExtra Light for JesusFocussed on GH door

Note: Extra Lights for Jesus, & the Follow Spot Not Shown due to space) are being run Directly from the generator with minimal cable runs

Note: Extra Lights for Jesus, & the Follow Spot Not Shown due to space) are being run Directly from the generator with minimal cable runs

XX

Winchester Passion Great Hall and Law Courts Power - Diagrammatic Represe

Earth

Earth

D19

D27

1500 W

1500 W

1500 W

500 W

500 W

D24

1500 W

1500 W1500 W

D21

D20 PA

PA

D22

D17 – Board/Generator sockets supplied by HEWDEN (tbc) D18 – In Line 63A 3 Ph RCD – Supplied by ICTHUS (Me)D19 – 63A 3 Ph Distribution Box - Supplied by ICTHUS D20 – Yellow RCD Protected 63A Distribution Box – Supplied by ICTHUSD21 – 32A RCD Protected Distribution to 12 x 13A sockets (In a brief case) for PA desk/Video/Local light etc – Supplied by ICTHUSD22 – 16A into 10 x 13A sockets for Video – Supplied by ICTHUS2 x 32A sockets for PA – NO Distribution planned (supplied by Soundbite as required)D23 – 63A 240V to 2 x 32A – Loan unit supplied by Future Media D24 – 32A In to 32A + 2 x 16A out – Supplied by ICTHUSD25 – 32A into 2 x 16A splitter – supplied by ICTHUS D26 - 32A into 2 x 16A splitter – supplied by ICTHUSD27 - 32A In to 32A + 2 x 16A out – Supplied by ICTHUS D28 - 32A into 4 x 16A splitter – supplied by ICTHUS

D18

63A

32A

16A

16A

D23

63A

32A240V Cable

32A240V Cable

39.6A

43.75A

UnknownPower Consumption

32A

16A

32A

32A

D17

1500 W

1500 W

D26

Earth

80KvAGenny

D25

32A

32A

16A

500 W

1500 W

500 W

1500 W

D28

16A

16A

16A

16A

16A

16A

16A

16A

Blue Phase

Yellow Phase

Red Phase 1500 W

1500 W

16A

16A

X – Not Used16A

16A

16A

Earth

Orams Arbour

G

Orams ArbourZoom

G

10 m

15m

12 m

1.5 Kw

1.5 Kw

1.5 Kw

1.5 Kw

D12 PA

D11

Cable Requirements

1 x 12m 16A2 x 10m 16A1 x 37m 16A1 x 12m 32A2 x 16A splitters

D11 – 32A & 16A Distribution supplied on or with generator by HEWDEND12 – 32A splitter – supplied by Steve Lucas

Appendix E – Additional information from contractors Sound Statements of intent, certificate, safety considerations. Staging Information, safety considerations, timetable. Access times to inside of Cathedral. Microwave camera setup.

Method Statement – Winchester Passion, Cathedral Site. Speaker Stands – Two along the front of the cathedral Steel tripod stand, weight 8.6kg, crank raising mechanism, height range 1.4m 2.2m, storage length 1.3m. Rated load capacity 50kg. Load of each speaker will be 22kg. Speakers will be placed in an area where there is no public access. Steel barriers will be placed either side of these stands to avoid actors knocking into them. Steel Decks 2m X 1m platforms for stacking large speaker boxes. Weight of platforms about 24lkg and the load capacity is 453kg. Will be stacked with up to 6 speaker boxes. Each box has a weight of 40kgs. Speakers will be ratchet strapped down to the decs to avoid being knocked off. Speaker stacks will have crowd barriers placed around them. Foldback Speakers, monitors & Microphones Two Foldback speakers will be placed on the performance platform floor above the cathedral west entrance. These Foldbacks stand 300mm high are 489mm height by 316mm width. Cables for these foldbacks will include a single cable running from the left speaker stacks (looking at the west entrance) up the side of the cathedral onto the side balcony. Then along to the speakers at the performance area. All cable runs will be run along side steps and they wont be running across public access areas when they are required. Inc the wheel chair access. Four extra foldbacks will also be used on the ground at the front of the west entrance between the cathedrals railings and the crowd barrier. This is in an area where there is no pubic access and cable runs will be rubber matted and hazard taped to avoid trips from the choir whom are performing in that area. Cables for these foldbacks will be run from the left speaker stack. In the same area 6 microphones will be placed on stands with a height of 2 meters The cables for the microphones will again run along non public areas. The cables running to the microphones and foldbacks are no more than 5mm in diameter

Fast Fold Screen. 8ft x 6ft fast fold screen will be used at the front of the cathedral. The screen will have 4 stage weights (12.5kgs) to avoid the screen tipping. Cable Runs All cables will be routed against walls and steps. Any cables that run across pathways will be placed in cable ducts. Any cables that run across the entrance of the cathedral will be able to be broken to allow wheel chair access and avoid trip hazards during Friday daytime. The routes the cables will be running are: (facing the cathedral) From the PA tower to the left against the bottom steps up to the grass to the right speaker stack. From the PA tower the cables will follow the lighting and power cables round the café area, along the wall, through the cable duct (across the path) then across the front of the cathedral within the gates against the steps to the second speaker stacks. Arrival of Sound Equipment The Sound equipment will be arriving onsite at 8am in two vans. Contact is Gareth Fox Williams 07973838090 Arrival of Army Kitchen The Army Kitchen will be arriving at 8am on Good Friday, Army Contact: SSgt Dave Rimmington b. Contact: Work: 0115 957 3308 (Fax 3121) Mobile: 07985 317 695 E-Mail: [email protected]

PA Concert lighting Theatrical lighting Disco lighting Exhibition Lighting Power Distribution

Outdoor Events Video and Slide projection Sound effects Events Management

Douglas P. Bennett 4 Cooper Close Worthy Down Winchester, SO21 2RD Tel: (01962) 889353 Mobile: 07791 058089 E-mail: [email protected]

Winchester Passion Safety Considerations Site Certification An Electrical Safety Site certificate will be issued for each site on the day following installation and testing. PAT Testing All Portable Appliances used at the event will have been PAT tested and certified safe. Lighting Stands Lighting stands will vary in height and footprint dependant on use, but will all be of the form shown in Annex A and will be fitted with T-Bars for mounting of lights. Each stand has a separate maximum load capacity. The maximum lighting load on any stand will be 8 Kg and the the lightest carrying capacity of any of the stands is 10 Kg. It will thus be impossible to overload any stand. Each stand will have crowd barriers around them to avoid trip hazard. Stands placed on Grass will be additionally secured using 10 “ steel ground pegs and rope. Where possible stands will be placed on flat ground. If this is not possible then all stands are rated for safe use on slopes up to 6o. Stands will be placed where these limits are not exceeded. Generators All generators will contain integral fuel tanks, will be silenced and regulated, and will be fully insured. These will be hired from HEWDEN Power and will be surrounded by 6 ft crowd barriers to prevent access by the public. Distribution Boards All distribution equipment will have been tested iaw 16th Edition wiring regulations. Cabling Cabling will be routed along the side of walls and behind crowd barrieres where possible to avoid trip hazzard. Where cables are required to pass across public access paths they will either be burried in the ground or pass through cable conduits. Due consideration will be given to cable sizes iaw 16th edition regs in these circumstances to ensure compliance.

PA Concert lighting Theatrical lighting Disco lighting Exhibition Lighting Power Distribution

Outdoor Events Video and Slide projection Sound effects Events Management

Annex A to Winchester Passion Safety Considerations LIGHTING STANDS Lighting Stand Type A (Telescopic) Millenium Lighting stand SLS6. 30mm black tubing. minimum collapsed length: 120cm; maximum height: 260cm; Maximum weight supported: 18kg. Weight: 6 kg

Lighting Stand Type B (Telescopic Wind Up) Millenium BLS-2700 lightweight steel - maximum height: 3.10m, minimum collapsed length: 176cm. Maximum weight supported: 50kg. Colour: Black. Weight: 11.6kg.

Lighting Stand Type C 2 Section Stands No Picture Available Lightweight Steel Stands, Tripod Base, collapsible upright in 2 sections with T-Bar; Maximum height 3.00m; Minimum Height 2.2m; Maximum weight supported: 15 Kg; Colour Black Upright, Galvanised Steel (Silver) base. Lighting Stand Type D Hired in and certified by StageCraft Ltd, Salisbury. Fully compliant professionally produced stands. Max Height 6m with T-Bars. Max Weight supported 10kg.

Speaker Stands - for use on all speakers at Great Hall and Law Courts Steel stand, weight 8.6kg, crank raising mechanism, height range 1.4m 2.2m, storage length 1.3m. Rated load capacity 50kg. Weight 8.6kg. Load of each speaker will be 20kg. Each speaker will have a pair of crowd barriers around to avoid trip hazard. Gap from speaker front, where sound is emitted, to the barrier will be 2m so as to avoid damaging sound intensity to audience. Steel Decks - for use on all speakers at Cathedral and Arbor 2m X 1m platforms for stacking large speaker boxes. Weight of platforms about 24lkg and the load capacity is 453kg. Will be stacked with up to 6 speaker boxes. Each box has a weight of 40kgs. Speakers will be ratchet strapped down to the decs. Crowd barriers will surround each speaker and will have a gapof 2m from the speaker front so as to avoid damaging sound intensity to audience

Departmental Risk Assessment Page 1

Likelihood Impact L*I Impact description Plans for Minimizing Risk Actions Carried out

1 to 5 1 to 5

1 USE OF ELECTRICITY 1 5 5DANGER OF DEATH FROM ELECTROCUTION VENUE WOULD HAVE TO CLOSE

ALL EQUIPMENT TO HOLD A CURRENT PAT TEST. ALL ELECTRICITY SUPPLY TO BE ON MCB AND RCD SAFETY TRIPS.

INSPECT FOR PAT TEST LABELS.

2 TRIP HAZARD FROM CABLES AND STANDS 2 4 8

PUBIC COULD TRIP OVER AND FALL ALL CABLES TO BE ROUTED AGAINST WALLS AND AREAS THAT HAVE NO PUBLIC ACCESS. WHERE CABLES CROSS PUBLIC ACCESS THEY ARE TO BE COVERED WITH 30CM WIDTH RUBBER MATTING. RUBBER MATTING TO HAVE HAZZARD WARNING TAPE. ALL STANDS ARE TO HAVE CROUD BARRIERS SURROUNDING THEM.

CHECK FOR CABLES AND STANDS IN PUBIC AREAS AND CORRECT MARKING OUT AND BARRIERS

3 RISK OF FIRE 1 5 5VENUE WOULD HAVE TO BE EVACUATED CO2 FIRE EXTINGUISHER TO BE PRESENT IN VENUE. NO

FIRE ESCAPES MUST NOT BE BLOCKED WITH EQUIPMENT OR CABLES

INSPECT FOR FIRE EXTINGUISHER ON ARRIVAL. CHECK FIRE EXITS.

4 WORKING WITH YOUNG PEOPLE 1 5 5 RISK OF ACCUSATIONS MALE AND FEMALE YOUTH WORKERS MUST BE PRESENT AT ALL TIMES DURING THE SESSION ASK ABOUT STAFFING ON ARRIVAL

5 HEARING DAMAGE FROM LOUD MUSIC 1 2 2PERMANENT HEARING DAMAGE SOUND LEVELS NOT TO EXCEED 85dB AT VENUE

BOUNDRY. BARRIERS TO BE PLACED 2 METERS FROM THE FRONT OF SPEAKER STACKS.

SOUND LEVEL TO BE AGREED WITH CLIENT

6 USE OF SMOKE MACHINES 1 3 3

CAN CAUSE ASTHMA ATTACKS AND SET OF SMOKE DETECTORS.

VENUE TO BE CHECKED FOR SMOKE DETECTORS. A COSHH DATA SHEET IS TO BE CARRIED INCASE OF ASTHMA ATTACK. IF SOMEONE REPORTS BREATHING DIFFICULTIES THEN SMOKE SHOULD NOT BE USED.

CHECK WITH VENUE MANGER ABOUT SMOKE ALARMS. CHECK WITH CLIENT ABOUT ASTHMATICS.

7 RISK OF FALLING EQUIPMENT 1 5 5

PUBIC COULD BE INJURED. VENUE WOULD HAVE TO CLOSE

ALL SUSPENDED EQUIPMENT MUST HAVE A SAFETY BOND AND BE HUNG WITH APPROVED RIGGING HARDWARE. ALL STRUCTURAL FLYING POINTS ARE TO HAVE MAX WEIGHT LOADINGS CHECKED WITH VENUE. ALL FLOWN EQUIPMENT MUST NOT EXCEED LOAD LIMITS OF STRUCTURAL POINTS AND FLYING HARDWARE.

SAFETY BONDS AND FLYING HARDWARE TO BE SAFETY INSPECTED AT TIME OF RIGGING.

8 STROBE LIGHTING 1 3 3 CAN TRIGGER FITS DISPLAY SAFETY NOTICE IN VENUE ENTRANCES AND CHECK WITH CLIENT BEFORE USE CHECK SAFETY NOTICES ARE IN PLACE.

9 VARIOUS HAZARDS WHIST RIGGING EQUIPMENT 2 5 10 RISK OF FALLING EQUIPMENT AND TRIP HAZARDS

WHIST RIGGINGNO PUBIC NO BE ALLOWED IN VENUE OR VENUE STAFF ALLOWED IN RIGGING AREAS BARRIER OFF RIGGING AREA IF POSSIBLE.

10 FIRE EXITS MUST HAVE MAINTAINED ILLUMINED EXIT SIGNS 1 4 4

VENUE WOULD NOT BE ALLOWED TO OPEN ALL EXITS MUST HAVE MAINTAINED ILLUMINED EXITS. CHECK ON ARRIVAL IF NOT FITTED INFORM VENUE MANGER .

11 USE OF BUBBLE MACHINE 1 3 3 FLOOR COULD BECOME SLIPPERY. PUBIC COULD SLIP OVER

A DRY BUBBLE SOLUTION MUST BE USED. CHECK BUBBLE FLUID ON ARRIVAL FOR CORRECT TYPE

12 USE OF LASER EQUIPMENT 1 5 5EYE DAMAGE FROM LASER EMISSIONS. LASER MUST BE OF APPROVED CLASS IF OVER 180MW

NO AUDIENCE SCANNING IS PERMITTED. NO SINGLE BEAM OPERATION IS PERMITTED.

CHECK LASER SPECS MAKE SURE LASER SCAN IS ABOVE HEAD HEIGHT

Key High risk Over 11 We must concentrate on the highest risk firstMedium risk Between

7&11These should be looked at after the highest risks

Low risk Up to 7 These are looked at last, if at all

Likelihood ImpactExtremely unlikely, rare occurrence 1 not critical to continued operation 1Unlikely 2 minor impact in many areas 2Moderately Likely 3 Significant impact, would not risk continued operations in the

short term but might in the long term.3

Highly Likely 4 Significant impact, in the medium term. 4Extremely likely, frequent occurrence 5 Fundamental to continuing operations. 5

Risk

Department / Task group: SOUNDBITE PRODUCTIONS - THE WINCHESTER PASSION

You can add rows if you need to, by inserting rows above row 26

Owner

Rectangle

Owner

Rectangle

Owner

Text Box

See p2 of this document for Great Hall stage

Owner

Rectangle

GREAT HALL STAGING See picture of trailers from Warwick Brothers Trailer specification and installation to convert to staging Spec is 2 x 18ft long by 7ft 2inches wide and they weigh approx. 1.5 tons each. Two will be delivered by Warwick Bros (Alresford) to the Great Hall barrier. At that point a small tractor (weight 1.5 ton) will pull them into position at the Great Hall. Warwick Bros will also provide 'skates' which enable the trailers to be pushed in from the side thus the 18ft trailers can easily be positioned in the 19ft gap between the Great Hall buttresses. The trailers come with braking devices so they will be perfectly stable once in position. They are 3ft high and we were hoping for a 4 ft stage. We can either add a 1ft layer of staging blocks to the trailers or we can jack the trailers up by one foot. Either way, the stage top will then be covered with strawboard sheeting to eliminate any risk of slipping. Two wooden staircases will be in place on either side of the resulting stage and securely fitted. Railings will not be necessary as a ‘no go zone’ white strip of tape will be placed 2 feet from the edge of all stage edges.

STAGING AND STRUCTURES FOR THE WINCHESTER PASSION 21/03/08

DRAFT FOUR – 14/03/08 ORAMS ARBOR Requirement: A camera tower 2m high and 1.5m by 1.5m is required at Oram’s Arbor. Solution: The scaffolding tower is being supplied by the United Church. Storage and transportation: It will be stored at the church until the day of the performance (Mark, Eric will work with your team and is a keyholder atURC) when it will be moved to site in Martin Almerhall’s car. Assembly date: 21/03/08 Delivery time: 10:00 Assembly deadline: 12:00. Site crew security requested from 12:00. Structure: The tower will be assembled by Mark Wheadon (team leader), Frank Goodland and Martin Almerhall. An assembly rehearsal has taken place and the tower was assembled in less than one hour. The tower is too low to require outriggers but will be leveled by means of paving slabs at the four feet. The slabs will be leveled using wooden wedges if required (Mark, I will let you know wha slabs Robert can offer, let David know if you need wedges made…David will supply four resting blocks fr the scaffolding). The tower will be made inaccessible to the public by means of 2 x 2m metal crowd barriers (Fred Randall to arrange delivery to and collectoin from site of 8 x 2m barriers) on all four sides of the tower. This will ensure a 2.5m gap between the barriers and the crowd preventing any members of the public being able to touch the structure. De-construction and removal: Following the end of the performance (and the crowd moving onto the next scene), the tower will be de-constructed by the same team involved in the construction and returned to the United Church the same day via Martin’s car. GREAT HALL Requirement: A stage 1.2m high and 4.9m wide and 4.3m deep with a set of steps stage left and another stage right is required at the Great Hall. Solution: Two bale trailers each 5.5m long and 2.13m wide will be positioned side by side creating a stage 0.91 metres high. The additional 0.3m height required will be achieved using wooden staging blocks each 30cm tall. Storage and transportation: The two bale trailers were delivered to a barn at Crabwood on 11/03/08 (Crabwood Vale Farm, Sarum Road, Winchester, SO22 5QS). Five of the staging blocks were delivered by HMS Sultan to the Crabwood barn on 22/02/08. Two staging blocks from the Winchester Operatic Society were delivered to the barn on 25/02/08. Two additional blocks (2.45m x 0.6m x 0.3m high) have bee constructed by David Teale and are being stored at the barn. The stairs were also delivered to the barn on 25/02/08 and will be altered to suit the stage. The first bale trailer (weight 1.5 tons) will be loaded with the staging blocks and steps (weight 1 ton and secured using bale ties) will be delivered the Great Hall using a small farm tractor. The trailers will be moved into position using the Kubota, ‘skates’ and a trolley jack. The second bale trailers (weight 1.5 tons) will be delivered to the Great Hall using a light agricultural Kubota tractor (weight 1.5 tons on loan from Vitacress). Assembly date: 21/03/08

Delivery time: From 09:00 Assembly deadline: 14:00. Site crew security requested from 14:00. Structure: The stage will be assembled by David Teale (team leader), David White, Robert McNeely and Rupert Pitt. The trailers will be secured using built-in braking devices and will be covered with. The staging blocks will then be placed on top of the trailers and sheets of 3mm hardboard will be nailed to the blocks (David Teale to purchase) to prevent slipping. A striped balck and yellow warning line will be taped (David Teale to purchase) on the stage surface at a distance of one foot from the four edges and the performers will not move beyond these taped lines. A metal crowd barrier is being assembled to prevent the crowd from being able to touch the stage. De-construction and removal: Following the end of the performance (and the crowd moving onto the next scene), the stage will be de-constructed by the same team involved in the construction. HMS Sultan will collect (Bedford lorry) their five blocks to return to HMS Sultan on the night. The other trailers, blocks, steps etc. will be returned to the barn in Crabwood by the same mode of transport that delivered them from the barn in the morning. The trailers will be returned to Warwick at a later date. THE LAW COURTS Requirement: A screen situated by the Law Court doors large enough to conceal four actors during the performance. The screen must be self supporting (not allowed to drill the building for support ) light structure with no protrusions, outriggers, to snag actors, stage hands or audience in the dark. light and portable structure to be managed by two average persons and small enough to be transported by an estate car. Solution: The design is based on an concertina dressing screen (as seen in an old fashioned western) with a straight row of castellations on top. It is 18' long and will vary in height between 7' 00" and 8' 6" at the top of the castellations The concertina design provides floor support and is weighted down by sand bags placed on base diagonal supports fixed to the base of the structure. The structure is made from 12 off, 1800 mm high x600 mm wide light 3mm thick hardboard wooden backed frames. Each section is hinged together using 3 off x 75 mm steel butt hinges. The castellations are also made from 3mm framed backed hardboard and are designed to hide the 62mm x 15mm support bar notched over the concertinas to prevent them collapsing. There will be three manual support points inside the structure to provide additional stability and added safety in the event of very windy day. Low level battery light will be provided inside the frame with just enough intensity to allow the actors with some direction and avoid collisions. A trial 3m section will be built and tested. Permission has been sought and granted to assemble both the test and final structure at the law courts on a Saturday. Storage and transportation: To be stored at Crabwood barn until 21/03/08 and brought to the Law Courts in an estate car. Assembly date: 21/03/08 Delivery time: 09:00 Assembly deadline: 16:00. Site crew security requested from 16:00. Structure: Assembled by 2 persons. De-construction and removal: As construction and delivery.

THE BUTTERCROSS Requirement: A stage 1.2m high and 1.2m deep by 3m wide with a set of steps stage left and another stage right is required at the Buttercross. Solution: HMS Sultan is supplying a pre-constructed stage 0.91m high and 1.2m deep by 5.8m wide (this width incorporates steps) which was delivered to the Crabwood barn on 22/02/08. The remaining 0.3m of height will be achieved by placing one wooden staging block 0.3m high and 3m wide and 1.2m deep on top of the stage. Storage and transportation: The stage (which is made up up of three sections) and the staging block were delivered by HMS Sultan to the barn in Crabwood on 22/02/08. A rehearsal assembly indicated that assembly of the stage will take less than one hour. The stage sections and block will be delivered to the Buttercross using a bale trailer (secured with bale ties) pulled by small tractor -- total weight of 3.5 tons. A second small tractor with forklift will lift the heaviest section of the stage into place, Delivery time: 08:30. Assembly date: 21/03/08 Assembly deadline: 09:30. Site crew security requested from 09:30. Structure: The stage will be assembled by a team of 6 people. The three stage sections will be screwed together and the final staging block placed on top of those. The staging block is carpeted to prevent slipping and a striped black and yellow line will be taped (David Teale to acquire) on the stage surface at a distance of one foot from the four edges and the performers will not move beyond these taped lines. De-construction and removal: Following the end of the performance (and the crowd moving onto the next scene), the stage will be de-constructed by the same team involved in the construction. HMS Sultan will collect the stage (Bedford lorry) to return to HMS Sultan on the night. CATHEDRAL GREEN Requirement: A four tiered weatherproof scaffolding control tower for lighting and video. Total dimensions 7.6m high; 3.7m wide and 2.5 m deep. To be surrounded by Herris fencing at all times (other than during the performance) to ensure that access by the public is not possible. Solution: Adept Scaffolding have been contracted to erect this structure. The construction will be overseen from our perspective by Paul White. Storage and transportation: TBA by Adept Scaffolding. Delivery date: 18/03/08 Assembly date: 18 + 19/03/08 Assembly deadline: 5pm on 19/03/08 De-construction and removal: Adept Scaffolding will remove the structure on Tuesday 25th March.

APPROXIMATE TIMETABLE ON 20/03/08 and 21/03/08 Buttercross team (leader in bold): JH, HH, JG, BL, MF and GR Great Hall team: DT, DW, RM and RP Oram’s Arbor team: MW, FG and MA-H PB = Peter Bray of Vitacress 20/03/08 During the day RM will load the stages, block, sceren, tables, hardwood and shairs

(possibly some paving slabs) onto the two bale trailers for pick-up ni the morning,

21/03/08 07:30 PB to arrive at Crawood with Kubota tractor. 08:00 PB to leave Crabwood barn with Buttercross staging trailer. 08:00 RM to leave Crabwood with second trailer loaded with staging blocks, stairs

and ply sheeting. 08:30 RM to drop first trailer (loaded) at Greeat Hall. 08:30-08:45 Both tractors and second trailer arrive at Buttercross. 08:30-10:00 All available members of the Buttercross staging team to be at the

Buttercross for unloading and assembly of Buttercross stage (JH, HH, JG, BL, MF, GR).

09:00 Second bale trailer (empty at this point) to be delivered to the Great Hall by

PB. 09:30-14:00 Great Hall team commence assembly to be joined by the Buttercross team

as soon as the Buttercross stage is completed (DT, DW, RM, LB, LB, JH, HH, JG, BL, MF and GR).

10:00 Both tractors to be moved to Hilliers Garden Centre (permission OK

Robert?). 10:00-13:00 Oram’s Arbor assembly team to collect scaffolding from URC and

commence assembly of camera tower (MW, FG and MA-H). 14:00 Scenery team to take over at the Great Hall stage. 14:00-16:00 Wings to be collected and assembled at the Law Courts by the Great Hall

assembly team (DT, DW, RM and RP). 16:00 Official prayer time across all sites. 19:00-21:00 De-construction of scaffolding tower at Oram’s Arbor to commence and be

returned to URC (MW, FG and MA-H). 21:00 Chairs to be picked up by Oram’s Arbor team and taken to URC for return

to Chesil Theatre the following week. 20:00-24:00 De-construction of Great Hall stage to commence. 5 army staging blocks to

be collected by army. Trailers, tables, steps, 2 x WOS blocksand 2 x

constructed blocks plus plywood to be returned to Crabwood (DT, DW, RM, RP, PB and LB) together with Law Court wings.

21:00-23:00 De-construction of Buttercross stage to commence (JH, HH, JG, BL, MF

and GR). Army to help during de-construction and and return stage to HMS Sultan.

At later date – trailers to be returned to Warwick (22/03); blocks returned to WOS, and anyone who wants the plywood can have it! Directions to Crabwood Barn: From the Romsey Road end, follow Sarum Road for 1.8 miles (past hospital, golf course etc.) and then turn right into Lanham Lane (signposted as a dead end and opposite a farm with a sign advertising the sale of lamb and beef). Follow this lane past a few houses for a few hundred yards until you reach a large wooden double gate on the lhs. Enter through the gates and follow the rough path for about 100 yards until a fork; take the right fork which leads to the barn. .

GENERIC RISK ASSESSMENT FOR LED SCREENS 16SqMTRS

Company Name ARB Audio & Visual Hire Ltd Office / Department Buckingham / H & S

Area / Location All Locations where LED Screens are used.

Operation Covered by this Assessment Rigging and De-Rigging of LED Screen POD and Vehicle mounted 16 Square Meters

Maximum number of persons exposed, frequency and duration 2 x Employees, 15 Minutes to demount POD and place in a stable position Hazards 1) Vehicle Access and Egress 2) Contact with overhead obstructions 3) Hydraulics (crushing of fingers) 4) Stability 5) Screen / POD Overturning 6) Structure Collapse 7) Falls from Height 8) Public 9) Wind Loading Controls taken to reduce the risk a) Vehicle movement on site to be done out of the way of the public and all hazard lights working. b) Clear access, egress, firm level ground and no obstructions are required for the vehicle when manoeuvring the POD into position. c) Vehicle operators are to be over 21 years, trained, certificated and authorised to operate LED screen trucks, also responsible for daily maintenance and defect reporting. d) All overhead hazards and obstructions to be identified prior to movement on site of vehicle and where necessary fenced off and area avoided. e) Lowering off the POD is carried out by the use of hydraulic legs which are pulled from their housing by the operator. Operators wear appropriate type gloves for this operation. f) Screen POD to be lowered to its lowest position possible once it has been demounted from the vehicle transporting it before any attempt to raise the screen inside the POD. g) Screen POD to be placed on firm level ground which is suitable, spacious and clear of obstructions.h) All POD legs to be locked off prior to work being carried out on the POD itself i) Operators are fully trained in the use of fall arrest equipment. j) Area to be cordoned off and made Out of Bounds during erection and dismantlement from the public and vehicles. j) Maximum wind speed for elevated screen to be 25-30mph. Above this speed the screen and pod must be lowered to minimum position k) Twist locks to be in locked position prior to vehicle moving once POD is on rear of vehicle on derig. Assessment of residual risk Specific Site Risk Assessment available on request.

Further action required Supervisor or Projects Manager is to keep main contractor informed at all times of any changes to the above. Signed Date

1st January 2008 Review Date 1 Year, or if any changes occur to assessment

Print Name M NEWTON Position: DIRECTOR

Access times to inside of Cathedral for Winchester Passion There is no problem to access outside the cathedral. We have the following from Bob Forrester to access inside the cathedral As discussed, listed below are the times that you can have access to inside the Cathedral to set up the equipment for the Passion: Wednesday 19 March • Anytime during the day until 5 pm, but silent work from 4 pm Thursday 20 March • 12.30 pm - 5 pm, but silent work from 4 pm. The equipment may be left in place

during the Concelebrated Eucharist of the Last Supper from 7 pm -9.30 pm • Cathedral are open to someone staying on the cathedral balcony from 7-9.30pm

while lights are tested (they are aware that we need to test lights outside during this time) and Carlton/Darren will be on Walkie Talkies if this sound (not lights) cause a disturbance

• 9.30 pm - 10.30 pm to test the lighting Friday 21 March • 9.30 am - 11.30 am • Can you be silent outside the Cathedral from noon - 3 pm as far as reasonably

possible, ie no loudspeaker tests • 3 pm - 4.30 pm (silence from 4-4.30pm) • Access to cathedral again at 5.45pm. Need to be as quiet as is reasonably possible

as a service is going on in the choir stalls until 6.15pm (!) • External set up may continue throughout the day The cathedral west end doors will be closed to visitors from 4pm and then cables can be finally run near the wheelchair ramp (left of west end doors) without any concern of visitor access etc. Prior to that if cables are momentarily run across the ramp for testing technology engineers need to be on guard to warn visitors Access to grounds Carlton will open gates at 8am on Wed, Thurs, Fri

Appendix F – Risk Assessment from the Army re Field Kitchen

Commercial Letter Of Agreement

To: Rev David Williams organiser of Winchester Passion Plays

1. Your agreement is requested for Catering Support Regiment RLC assisting in the feeding and refreshments of the participants in the Winchester Passion Plays. The kitchen will be established within the Cathedral grounds, location as agreed on the 21 Mar 2008 between the hours of 0800-2330.

CATERING SUPPORT REGIMENT RLC

2. I acknowledge that the catering team will have:

a. 12 personnel

b. The following equipment/vehicles:

(1) 2 Four ton vehicles (2) 1 Refrigerated truck (3) 1 Mini Bus (4) Tentage(2x 12x12) (5) Field catering equipment (5 x No5 Cooksets)

3. The event OIC (Officer In Charge) will be:

a. SSgt Dave Rimmington

b. Contact: Work: 0115 957 3308 (Fax 3121) Mobile: 07985 317 695 E-Mail: [email protected]

SECURITY

4. I accept that the Army always gives security a priority and will have made arrangements with local police prior the event as necessary.

5. The vehicles and field kitchens will not be left unattended at any time.

HEALTH AND SAFETY

6. A health and safety risk assessment has been conducted and is attached.

MINISTRY OF DEFENCE PUBLIC LIABILITY STATEMENT

7. The Ministry Of Defence Public Liability Statement is below:

a. The Ministry Of Defence (MOD) will deal with any common law claim for compensation the basis of legal liability to make payment, which is to say any claim that arises due to negligence of the MOD, its servants or agents. Any such claim should be forwarded to:

Directorate of safety & Claims (DS&C), Public Liability Group, 7th Floor Zone A St Georges Court, Bloomsbury Way, LONDON, WC1A 2SH

b. The MOD does not purchase public liability insurance, but accepts its own risks and acts as its own insurer, consequently our cover is without financial limit.

c. The MOD has no legal liability to deal with claims for injuries resulting from pure accident or 'Act of God'. Therefore you may wish to consider personal accident insurance.

PHOTOGRAPHY

8. I understand that photographs may be taken for use in official military publications, including recruiting material.

DISCLAIMER

9. I understand that the team may not be able to attend for operational or other reasons out of the teams control. The unit will always give maximum warning of any cancellation.

Signed ______________________________________________________ Event Manager

Name _________________________________________________ (In Full and Capitals)

Date ___________________

Position __________________

Enc: Risk Assessment

RISK ASSESSMENT ON THE PASSION PLAY FIELD KITCHEN DATED 21 MAR 08

Address/Location: Winchester Cathedral Grounds & 12 The Square Winchester SO23 9ES

Assessment No: Feeding Stand

Date: 26 Jan 08 Assessor: SSgt Rimmington

Activity/Process: Field Kitchen

Number Of Persons At Risk: Cat Sp Regt Mil Other General Public 1 – 5 6 – 10 * 11 – 50 51 – 100 100 plus *

Hazards Involved with the Activity/Process: 1. Heavy lifting of all objects (dropping, strain injuries) 2. Uneven or soft ground on which to site certain apparatus (hot water spillage, falling fuel

cylinders) 3. Guy ropes, storm lashings, pegs, stakes, trailing fuel pipes (tripping/falling hazard) 4. Risk of burns from naked flame (use of LPG to heat cooking equipment) 5. Risk of burns and scalding from exposed hot surfaces (cooking equipment, hot liquids

and steam). 6. Risk of splinters from wooden tables. 7. Risk of cuts to hands (gained from knives and manual handling of rough surfaced

equipment). 8. Risk of fire/explosion from stored fuels. 9. Risk of fire from naked flames to canvas/camouflage netting. (No5 cookers) 10. Risk of injury to others from untrained personnel 11. Risk of food induced illness. 12. Interaction with untrained personnel (customers) Existing Safety Measures/Controls 1. Use mechanical aids, manual handling techniques, sharing loads and lifting. 2. Level ground using boards or mats, use staves and retaining straps for fuel cylinders. 3. Set tent pegs and stakes low, mark trailing fuel pipes, storm lashings and guy ropes with

mine tape. 4. Students to be supervised at all times by qualified military staff 5. Visitors to be kept at a safe distance. 6. Use serviceable equipment only. Operators to wear PPE. 7. Stored fuel to be a minimum distance of 15 metres from kitchen, clearly signed and secured. 8. Ensure work area is correctly laid out with good ventilation. Set out fire control & first aid point, to be clearly labelled and cordoned no entry points, containing water, foam fire extinguishers and fire blankets. 9. Ensure all staff are trained on specific equipment that is to be used by celebrities under supervision. 10. Ensure all aspects of FSA 90/FS(G)R95 to be adhered to. 11. Students and customers to be fully briefed on requirements and safety factors 12. Clearly erected signage indicating no entry areas, barriers were appropriate The Residual Risk: (after existing control measures) Presence of general public

Risk Rating: Severity x Likelihood = Rating 2 x 3 = 6

Additional Controls Required: None foreseen

Revised Rating: Not required at this stage.

RISK ASSESSMENT IMPLEMENTATION AND REVIEW

1

Unit: Catering Support Regiment RLC

Address/Location: Prince William of Gloucester Bks GRANTHAM Lincs NG31 7TJ

Date of Activity Process: 21 Mar 08

• Assessment agreed/proposed: Yes/No • Additional controls agreed/proposed: None/foreseen • Action to be taken: As Prescribed Target Date for Implementation:

• Lead-in date: 17 Mar 08 • Date of Event: 21 Mar 08 • Stand down date: 22 Mar 08

Senior line manager responsible for activity/process: SSgt Rimmington

Assessment Review (refer to assessment reviews) Controls effective: Yes/No Comments: Dated Implemented: Assessment Review Date: Signed (senior line manager responsible for the activity/process): Assessment review is required when one of the following applies:

a. A change in line manager. b. A change in job task details. c. Twelve months anniversary. d. After an accident or incident.

SEVERITY OF INJURY

2

Multiple deaths 6 Death to one person 5 Major injuries to several people 4 Major injuries to one person 3 Minor injuries 2 Trivial injuries 1

2 x 3 = 6

0 1 2 3 4 5 6 LIKELIHOOD M

ost U

nlikely

Unlikely

Possible

Likely

Very Likely

Certain

RISK RATING = SEVERITY X LIKELIHOOD RATING ACTION BANDS AND ACTION REQUIRED 1 – 3 Minimal risk – Maintain control measures 4 – 6 Low risk – Fine control measures 8 – 10 Medium risk – Improve control measures 12 – 36 High risk – Improve controls immediately and consider stopping work.

3

RESTRICTED

ANNEX C TO CATSP224/1 DATED 08 JAN 08 KITCHEN AREA SET UP & FLOW

Dry Waste

3 2 1 4

5 PREP OFCS Tables

MAIN COOKING AREA - No 5 Cooksets

WATER BOILING AREA

PREP OFCS Tables

SERVICE AREA 1 OFCS Tables




LPG LPG

Waste Water

NO 3 THE SQUARE (Access)

Refrigerated Vehicle

(Rear Door)

PREPARED FOOD

DAF Vehicle

(Tail Gate)

(STORAGE & DRY

RATIONS)

BREW STATION

OFCS Table BREW STATION

OFCS Table CUSTOMER

FLOW

RESTRICTED

C-1

RESTRICTED

LOCATION SET UP

Access to No 3 The Square

DAF 12x12’s

KITCHEN LOCATIONFridge

IN/OUT

Additional Parking

N

RESTRICTED

B-1

Appendix G – Organisation Chart for the Winchester Passion Responsibility Tree showing Producers and Directors Telephone numbers of key contacts

The Winchester PassionPhilip Glassborow

Artistic DirectorHoward Mellor

Co-ordinator

David WilliamsSite & movement of

people

Jeremy DavisFinancial

Roly RiemDiscipleship resources &

personnel

Ewen HuffmanTechnical

Yvonne SeckerWardrobe

Helene BeavenScenery

Fred RandallSite Director

Carl ClausenMusic Director

Helen Revans, Geoff & Angela Vaine

Prayer Directors

Peter SmithCompany Director

Mike SimpsonPublicity Director

Ken LiddellElectronics Director

Lorna BrowneStaging Director

Marjory MonroLlyn Parker

Melanie TibbittsCostume & Wardrobe

Directors

Roly RiemMission Director

Michael Orpen-PalmerProduction Director

Peter Davey Outreach Director

Ray CousinsStewards &

Security Director

Roland BurberryHealth & Safety

Director

Juli WillsProject Manager

(with Naomi Honey, Admin)

Matt HowsonWebsite Director

Laura ChaseSchools Team

Director

The Winchester Passion PRODUCER/DIRECTOR CONTACT DETAILS

Name Responsibility Telephone email HOWARD MELLOR Coordinator/Producer 01962 867278

0770 256 2789 [email protected]

Juli Wills Project Manager 01962 878948 / 863057 [email protected] Naomi Honey Administration 01962 849559 [email protected] SIMPSON PUBLICITY TEAM

Publicity Director 07817 897731

[email protected] [email protected]

Philip Tutt-Leppard 07785 718901 [email protected] PHILIP GLASSBOROW DRAMA TEAM

Scriptwriter/Overall Director 01962 877443 [email protected]

Michael Orpen-Palmer Production Director 01794 388440 [email protected] Lusmore Production administrator [email protected] DIRECTORS Neil Simpson (Act 1) 01962 623727 [email protected] Burnaby (most of Act 2) 01962 865432 [email protected] Simpkin (Act 3) 01962 85302 [email protected] Cecily O'Neill (Act 5) 01962 890722 [email protected] Carl Clausen Music Director 0790 3824670 [email protected] Smith Company Director 01962 840800 [email protected] EWEN HUFFMAN TECHNICAL TEAMS

Producer (Technical) 01962 868770 [email protected]

Lorna Browne Staging Director 01794 388717 [email protected] Ken Liddell Electronics Director 07769 727443 [email protected] Doug Bennett Lighting/power director 07791058089 [email protected] Webber Cathedral Lighting 07766005459 Helene Bevan Scenic director 01962 867310 /07755014355 [email protected]













08.02.08

Matt Howson Website Director [email protected]@hotmail.com (preferred)

Heather Evans Website updater [email protected] JEREMY DAVIS Producer (Finance) 01962 877334 [email protected] Peter Russell Fund Raising 01962 865689 [email protected] WILLIAMS SITE MANAGEMENT

Producer (Site & movement of people)

01962 854454 [email protected]

Fred Randall Site Director 01962 884244 [email protected] Ray Cousins Stewards & Security Director [email protected] Roland Burberry Health & Safety Director 01264 860553

Work: 01264382969 Mobile 07910800494

[email protected] [email protected]@lineone.net

Laura Chase Schools Team Director 01962 854454 [email protected] ROLY RIEM OUTREACH

Producer (Discipleship resources & personnel)

01962 857216 [email protected]

Helen Revans Prayer Director 01962 866826 07866344535

[email protected]

Geoff & Angela Vaine Prayer Directors 01962 865061 [email protected] Peter Davey Outreach Director 01962 880406 [email protected] SECKER WARDROBE

Producer (Wardrobe) 01962 854454 07891310517

[email protected]

Marjory Monro Wardrobe Director 01962 620056 07961847465

[email protected]

Llyn Parker Wardrobe Director 01962 862826 [email protected]

Melanie Tibbitts Wardrobe Director 07771788577












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