event production

111chapter nineevent production:operations, equipment,facilities, health & safety


This chapter is intended to help you startthinking about how to safely deliver yourevent from an operational point of view.For further information and more detailed advice particular to your situation, werecommend you refer to the appropriate ‘industry standard’ guides, for example:> ‘The Event Safety Guide – A Guide to Health, Safety and Welfare at Musicand Similar Events’ (The Purple Guide), HSG195, HSE Books 1999ISBN 0 7176 2453 6. Available from www.hsebooks.com> ‘Guide to Safety at Sports Grounds’ (The Green Guide) by the Departmentof National Heritage and the Scottish Office, the Stationery Office, 1997,ISBN 0-11-3000-952The above publications are considered authoritative guides. Their information isreferred to and followed by the UK events industry, local authorities and the emergencyservices. The Health & Safety Executive (HSE) website is also an excellent source foradvice. The HSE is responsible for the regulation of almost all risks to health and safetyarising from work in the UK – www.hse.gov.ukThe nature and size of your event will have a direct bearing on the level of productionequipment, facilities, services, staff and time required to make it happen. Make sureyour assessment of what’s required to facilitate the production process is accurate andbuild in contingencies where you can. Events with too short a production time canattract additional and unnecessary costs and the likelihood of making mistakes ormissing out key steps in procedures that may affect health and safety will be greater.TOP TIPBegin to draw up a ‘production schedule’ – a detailed plan of how theevent/festival site will be prepared, operated and de-rigged. Includeactions required, contractors, timeframe, etc.chapter nine event production: operations, equipment, facilities, health & safety 113It is not possible to comprehensively list all the production equipment, services andfacilities that you may require (each event is likely to have a long and very specific listpertinent to its particular circumstances). Instead, we have provided some examples tohelp you put your own checklist together.Production Equipment – Sample ChecklistStaging and associated structures – disabled platforms, sound delay towers, etcLighting, audio and visual equipmentPower – generators and distribution cablesElectrical suppliesFuelCable covers and rampsPlumbing suppliesJoinery suppliesBarriers, ropes & stakes, etc – front of stage, perimeter, no-go areas,queuing systems, etcPortacabins, tents, marquees, etc – dressing rooms, production and site offices,first aid points, catering, storage, baby change, etcBallast – for staging, tents and other structuresTemporary tracking & ground cover – trackway, blaze, hard core, sand, bark chips, etcTransport & vehicles – forklift, cherry picker, crane, off-road vehicles, flat bed trucks,vans, cars, etcFire fighting equipment – fire extinguishers, blankets, etcSports specific equipment – timing equipment, photo finish, hurdles, batons, etcRefuse disposal – bins, skips, etcOther plant hireOn site office equipment – computer, printer, admin supplies, etc114Seating and furniture – audience, offices, catering, dressing rooms, etcCanopies and coverings – for equipment, audience, etc in the event ofinclement weatherSite decoration and dressingHealth and safety signageDirectional and information signageTypes of Facilities & Services – Sample ChecklistSanitary facilities and associated servicesDisabled facilitiesWaste/rubbish removal and recycling servicesFirst Aid & emergency servicesCatering – for crew, staff, artists, competitors, guests, audiences, volunteers, etcPhone linesRadio communications systemSecurity servicesStewarding servicesInformation booth(s)Lost & foundMeeting pointDrinking waterChanging facilities (sports events)chapter nine event production: operations, equipment, facilities, health & safety 115116Site/Venue LayoutSite or Venue Layout is very important to the health, safety and comfort of everybodyattending and taking part in your event. A well considered layout can significantlyinfluence an event’s success. An event site or venue should be an effective space thatsuits the type of event being staged. When beginning to plan the layout, assess allthe factors and risks associated with the following points: 1) Capacity; 2) Access,Egress and Flow; 3) Sterile Areas; 4) Surface and Underground Conditions; 5) ExistingSite Features; 6) Placement of Equipment and Services; 7) Sanitary Facilities; 8) LocalResidents; 9) Signage; 10) Facilities for People with Disabilities; 11) Litter and Waste.As you do this, you will be able to plot the various elements of the event to achievemaximum site efficiency and safety.1) CapacityThe capacity of your site/venue is calculated based on the available audience space,the number of emergency exits (see Access, Egress & Flow) and the risk assessment forthe venue and the event. Site Layout is therefore particularly important if you need tomaximise the audience potential. Keep in mind:> For outdoor events where a standing crowd gathers in a defined space to watch theentertainment (such as at a street theatre or a music event) the general acceptancefor a clear, flat, open space with a reasonable view of the performance is 2 peopleper 1m2. However the figure should not be applied to all of the available space.> Not all of the available space for the audience will have a clear view of theentertainment. In such instances a lesser figure should be applied or the areashould be taken out of the equation altogether.> Existing site features such as hills, trees and site line obstructions will further reducethe capacity.> Other areas that may be in and around the audience space such as front of houseareas, media stands, camera positions, judges boxes, sound delay towers, watertowers, disabled platforms, etc will further reduce the capacity.chapter nine event production: operations, equipment, facilities, health & safety 117> Types of entertainment such as funfairs will have different calculations based on thenumber and type of rides and the available space between the rides.> Your venue may be seated, standing or a combination of both. The seating availablemay be actual seats or it could be areas where people can sit on the ground. If thevenue is outdoors you may or may not have covered areas to sit or stand if the weatheris inclement. Each of these points will influence the final capacity of the event.Remember to also take into account any potential ‘pinch points’ around the venue.> If the site/venue area is extensive, consider the viability of placing screens aroundthe site to show the main entertainment. These may be helpful with increasingcapacity potential while reducing the possibility of overcrowding or surging.> Remember to recalculate the capacity if the site layout changes or if structures areadded, removed, etc.> As you can see, the calculation and issue of capacity can be tricky and it may behelpful to involve an experienced risk assessor who will provide advice and amaximum capacity figure after consideration of all the facts.2) Access, Egress & FlowThe access, egress and flow of the audience, staff, equipment and the entertainmentrequire careful consideration. A range of issues are required to be taken into account.These include:> The venue may have existing or natural points of access/egress. If you have chosenan existing indoor venue, then its access and egress points (which will have helpeddetermine the capacity) are likely to be fixed. However, if you are utilising an openplan outdoor site you will have to determine where the best possible access and egresspoints should be for the audience, staff and equipment. The exit requirements dependon capacity and the acceptable time taken to exit the venue. Seek advice from thelocal authority and the Fire Brigade when calculating number and width of exits.> Spectator flows at sports events, i.e. access and egress during sessions, should beconsidered.


> You must also check that any large equipment that is being brought to the eventcan fit through the access/egress and there is suitable turning space for large vehiclesto enter and exit the venue.> Do not mix pedestrian and vehicular access/egress if at all possible. Similarly, try tokeep public, staff and performer/participant access/egress separate from each other.> Ensure all access points have suitable gathering/queuing spaces for the audienceexpected and all egress points have safe exit potential.> Individual or specially created access for the disabled may be required.> Consideration must also be given to the emergency services. It is likely you willrequire the presence of first aid facilities at the event but in the event of a moreserious incident arising, e.g. someone requires hospital attention or a fire tenderneeds access, clear access into the site, passage around the site and egress from thesite is necessary. If appropriate, representatives from the emergency services shouldbe able to advise on this point and may recommend sterile access routes or pathwaysfor their use.> To avoid the audience making their own paths, create clearly defined routesaround the site that are wide enough to accommodate the amount of footfall thatis anticipated.> Ensure there is enough space for people to gather or queue at concession orentertainment areas without impeding the paths or access/egress routes.> Avoid building dead ends into the layout at all costs as these could be detrimentalto health and safety.> The siting of entertainment should encourage a steady movement of the audiencearound the event site/venue. In other words, if there is multiple entertainment onoffer, it should not be concentrated in the one area. This will help minimise the riskof ‘hot spots’ and bottlenecks building up. Avoid a haphazard or cluttered layout asthis can impede flow.chapter nine event production: operations, equipment, facilities, health & safety 1193) Sterile AreasDepending on the size and nature of the event, it may be necessary to build in areas tothe site that are sterile – in other words, areas that the public should not gain generalaccess. Areas such as a Rendezvous Point (for emergency services to use in the event ofa major incident) or a fireworks fall-out zone require careful consideration of theirplacement, size and barrier/security protection system. Remember that the area chosenmust be suitable for the function it will perform.4) Surface and Underground ConditionsIf the event is taking place outdoors, a thorough assessment of the existing andanticipated surface conditions is necessary. Bear in mind the following points:> Ensure that the ground can accommodate what you intend to place on it(size, type and weight).> Assess the impact that adverse weather conditions may have on the ground. Payparticular attention to the risk of flooding as this can cause the most damage toequipment and is a likely cause of cancellation.> If you are anticipating adverse conditions, ensure you have contingencies in placeto deal with all possibilities, e.g. water pump for flooding, temporary tracking orbark chippings for muddy areas, grit for frost paths/roads, etc.> If appropriate, ask the land-owner or local authority for an underground utilitiesassessment to advise you about any underground cables, wires or pipes that couldpotentially be damaged by heavy equipment or penetration of the ground.> The type of event and the chosen location may necessitate bringing in or creatingtemporary surface conditions such as tracking for transport or emergency servicesor to protect the ground below. Check that the ground beneath is suitable for thecovering to ensure this doesn’t become a hazard in itself.> Ensure that any damage anticipated can be put right or reinstated as failure to dothis could incur heavy financial penalties.120> If the event is indoors, check that the floor can take the weight of the equipmentbeing used.5) Existing Site FeaturesIf your event is being held outdoors, you may have to accommodate existing sitefeatures in the site layout. Whenever possible, use these to your advantage but makesure that your risk assessment of these features identifies all possible risks they maypose and put in place the necessary control measures to minimise such risks. Sitefeatures may include: hills, gullies, open water, trees, overhead cables, public art ormonuments, etc.6) Placement of Equipment and ServicesDifferent factors will influence where you finally position equipment and services butkeep in mind the following:> Place equipment and plant as close as possible to where it is needed without impedingaudience view or affecting audience enjoyment. This will also help reduce the amountof cabling required.> Ensure that any equipment that has to be pl in the vicinity of an audience issecured and can cause no harm. Place it in an area that is accessible should it requireattention during the event.> Any disabled viewing platforms should be positioned to ensure maximum visibilitywithout negatively affecting audience capacity and sight lines.> If there are simultaneous entertainments, position them to ensure there is no clashof sound or audience.> Make sure all welfare services are in a convenient and visible location and are wellsign posted. Similarly with rubbish bins, place them in visible locations and particularlyaround catering areas.chapter nine event production: operations, equipment, facilities, health & safety 1217) Sanitary FacilitiesThe calculation of the level of sanitary facilities required at events is based on a range offactors including the audience capacity, audience profile, location, duration and existingfacilities. General guides exist but it is best to seek the advice of an experienced contractorand the local authority (Environmental Health) to ensure your estimate is neither toohigh nor too low. When planning these facilities, keep in mind the following points:> Toilet ‘clusters’ are best pl in various locations throughout an outdoor site.They should be clearly signposted, adequately lit and positioned away from foodpreparation areas. These facilities should be cleaned and re-stocked regularlythroughout the day and, depending on the length of the event and the type ofunit used, they may require to be emptied during the course of the event. If thisis the case, ensure that the siting of them allows for vehicle access.> Everyone using the toilet should be able to wash their hands with warm water(ideally) and soap. Again, these areas should be kept clean and restocked regularly.If wash facilities have to be separate from the toilets, ensure that you leave enoughroom when planning the site and ensure that appropriate drainage is possible toavoid unsanitary or flooded conditions. Again, your contractor and local authoritycan advise on this matter.> Ensure there are sanitary facilities in the vicinity of first aid and baby change areasand don’t forget about the artists, participants, employees and concessionaires thatwill require appropriate facilities too. If there are camping opportunities at the event,you will also need to supply washing and toilet facilities for this group.> If you have an area set aside for people with disabilities, appropriate sanitary facilitiesshould be pl in the vicinity and clearly signposted.8) Local Residents (Commercial and Domestic)When planning the site layout, keep in mind local residents (if there are any) and bearin mind the following:> Make sure event elements such as access/egress points, transport drop off points,parking arrangements, sterile areas, etc do not impede entry to or encroach ontheir property.122> If the residents are commercial, ensure the site layout and nature of the event donot hamper their day-to-day business.> If the event is using sound systems, where possible point the sound away fromthe residents.> You may need to hold a special meeting with the local residents to familiarise themwith what will be happening on their doorstep and provide reassurance about howyou will minimise any concerns they may have in connection with the event.> Be prepared to make special arrangements for those who are particularly negativelyaffected and ensure all residents are informed of what is happening either througha special meeting and/or a leaflet or letter drop to their residence.9) SignageRegardless of how well-considered the layout is, if you do not have the appropriatesignage to direct people around the site/venue (or to follow in the event of an incident)the space could be rendered ineffective, crowd management issues may result andhealth and safety compromised. For further information on safety signage legislation seeHSE’s The Health & Safety (Safety Signs and Signals) Regulations 1996 at www.hse.gov.ukYou may require a range of signage to perform various functions:> Directional signage – e.g. to direct people to the nearest exit, toilet, bar, etc.> Information signage – e.g. to tell people where they are in the venue/on the site,to show people where facilities are on the site, the running order of theentertainment, etc.> Safety signage – e.g. showing the location of emergency exits, fire fightingequipment, danger zones, etc.> Welfare signage – e.g. meeting point, baby change, lost persons, drinking water,first aid, etc.chapter nine event production: operations, equipment, facilities, health & safety 123


Points to consider are:> The location and timing of the event will dictate whether you need to light some ofthe signage (such as exit signage in marquees, indoor venues, night time events, etc).> All signage should be of the correct dimensions and design and plappropriately around the site/venue so as to be clearly visible.> If your event is outdoors, ensure all signage is waterproof, wind permeable(as appropriate) and fastened securely.> Make sure arrows are pointing in the right direction.> Place sponsorship banners/signage in visible positions (agreed in advance with yoursponsor – see Chapter 5) but ensure they do not impede audience sightlines or flow.> Remember signage will be required for all areas of the event including back stage,production areas, media locations and dressing rooms as well as front of housewhere the audience is.> Remember to think about how the audience will find the event. Ensure the eventsite is well signposted at access points coming into the town and at key junctions.Organising AA signs can be an inexpensive way to achieve this www.theaa.com> It’s worthwhile creating a ‘signage plan’ to address how, where, when and who willerect the required signs and banners – always ensure the appropriate permissionshave been sought.10) Facilities for People with DisabilitiesAn inclusive approach is required for all aspects of event planning. People with disabilitieshave the right to equal treatment and should not be discriminated against. At theplanning stage ask yourself if you need to implement special measures in order to makethe event accessible to people with mobility problems, sight or hearing impairments orother special needs. You must make the appropriate provision for suitable access to andegress from the event as well as goods, services and facilities for all. Provision may include:chapter nine event production: operations, equipment, facilities, health & safety 125> Widened access/egress doors and routes> Ramps> Handrails> Lifts> Sanitary Facilities> Lowered surfaces – for instance at food outlets and info points> Floor surfaces & ground coverings> Parking> Transport to and around the event> Seating> Viewing areas> Signage> Hearing systems> Staff or stewarding support> Light and sound levels> Accommodation> Free access for carersRemember to consider people with disabilities when preparing emergencyand evacuation plans. Further information on this topic can be gained fromwww.direct.gov.uk/disability11) Litter & WasteEvents can create a tremendous amount of litter and waste that has to be collected,disposed of and recycled as appropriate. A build up of waste can be harmful to thehealth and safety of all those involved or affected by the event and the environment.It is therefore important to prepare for and stay in control of this issue. As eventmanager you must ensure that rubbish and waste is disposed of in the correct manner.If you are using a waste management contractor, make sure they are reputable andcan supply you with method statements.Create a Waste Management Plan in advance of the event. This will help identify areasof concern and how the issue will be addressed. Your plan should consider the following:> The event type, audience profile and capacity.126> Waste generators, e.g. production, administration, catering, bar operators, generalpublic, artists, pyrotechnics, toilets & showers, medical areas, etc.> Waste types, e.g. food remnants/paper/plastic at catering concessions, wood/metal/paper/fuel at production area, drink cartons/food/paper flyers/etc front of house.> Waste receptacles and requirement, e.g. skips, plastic bins, bottle banks, etc.> Waste locations, e.g. skip in production area, bottle bank for bar use.> Recycling opportunities (recycle and reuse whenever possible).> Waste management activity, i.e. what is going to be uplifted, when will this happenand by whom (before, during and after the event).> Waste management promotion, i.e. how will you encourage others to minimisewaste and dispose of it properly.Site/Venue PlansSite (or venue) plans or maps are necessary for any event. They serve as a tool to helpcalculate the capacity and maximise the effectiveness of the site/venue in the planningstages. They also act as a communication tool between everyone involved during build-upand the live event. A copy of the plan(s) should be included in the Event Manual (seeChapter 10) and larger versions should be given to all the managers, appropriatecontractors and agencies working at the event for quick and easy reference.If you are using an existing venue, it is likely a floor plan will already be in existencewhich you can get a hold of and add your information to. If you are working outdoors,it is likely you may have to start your plan from scratch. Ask the land owner or thelocal authority if they can provide you with a blank map of the area, showing existingsite features such as hills, walls, trees, paths, roads, etc. You can then start to add inyour particular information.TOP TIPBe aware of any specific restrictions that your site/venue may pose asthese will have an impact on the planning process.chapter nine event production: operations, equipment, facilities, health & safety 127


Below is a list of some of the elements that may appear on your site ‘master’ plan.If this plan is particularly complex, it may be an idea to prepare simplified plans forindividual user groups or purposes, e.g. showing emergency routes of access/egressfor services/audience. If the site is extensive with multiple entertainment locations itwould be advisable to include a very basic plan in the printed event programme andon display at the site itself with a ‘you are here’ marker clearly displayed.Site layout often changes throughout the planning stages. Make sure you keep theplans up-to-date and distribute to necessary parties as required.For outdoor event site plans the final version is likely to feature:> A grid running ‘a,b,c’, etc one way and ‘1,2,3’, etc the other. This allows for easyreference when communicating with others – particularly the emergency servicesand event security during the live event> The compass direction showing ‘north’> The scale> Points of access and egress. Note – mark all points including ones being used byemergency services, disabled access, etc> Pathways, routes and roads> Entertainment/staging/field of play areas> Other activities such as children’s activity area, funfair, medal presentationlocations, etc> Audience areas – seated and standing> Accredited areas> Front of house and sound delay tower positions> Venue operations centre/joint agency control centre> Media points> Services and utilities points, e.g. toilets, first aid/ambulance location, lost propertyand persons, information, meeting point, disabled platform, telephones, ATMs,drinking water, etc> Police and security points> Sterile areas and emergency rendezvous points> Parking and transport> Box Office/ticket points> Rubbish pointschapter nine event production: operations, equipment, facilities, health & safety 129> Food and drink dispensing and consuming points such as picnic/barbeque areas, bars,food vans, etc> Camping areas and other accommodation> Administration, production and storage areas> Generators and electricity points> Artist and hospitality areas> Existing site features> A clear legend explaining the map symbols and coloursHealth & SafetyHealth and Safety is a high-priority area in event organisation. Effective health andsafety has to be carefully planned, managed and controlled. As the event manageryou must consider the health and safety of:> Everyone working in your organisation and at the event> Everyone performing at or taking part in the event> Everyone attending the event> Everyone who may be affected by the eventYou also must ensure that everyone who is working on the event understands theimportance of the health and safety issues and works together to achieve a safeevent for all.The elements covered in this section are fundamental issues that will help you managehealth and safety. Each event will require different arrangements and these should bediscussed at length with the appropriate authorities. There are also many publications(some of which may be specific to your particular event type) which will give you goodadvice to help you plan and execute a safe event. As stated at the beginning of thischapter, the ‘Purple’ and ‘Green’ guides and the HSE website are essential resources.130Safety Officer/Co-ordinatorDepending on the size and nature of your event, you may need to appoint a SafetyOfficer. The basic requirement is that a ‘competent’ person (often the event orproduction manager) is able to provide access to a good level of health and safetyexpertise. Competence is usually achieved through a combination of experience andformal health and safety qualifications. Consultants are often used to supplement thisexpertise. Whoever is responsible should have suitable training and experience to beable to advise on and implement safety procedures.Health & Safety PolicyYour Health and Safety Policy should set out your organisation’s commitment to healthand safety. If your organisation has more than five employees, it is a legal necessity tohave a policy in place already. However, this general policy is likely to be different fromone you will produce specifically for the event. The event-specific policy should set out:> Who is responsible for health & safety within your organisation> Who will monitor health & safety at the event> Arrangements for each aspect and phase of the event> How others should follow and interpret the policy (the Event Safety Memo)> Staff training proceduresSubcontractors should provide you with their own policies. These should be checkedto ensure there is no conflict with your policy or your event safety memo.Event Safety MemoIt’s a good approach to produce an Event Safety Memo to be distributed to all thoseworking at the event (preferably at the ‘induction’ or briefing meeting). This memoshould give specific and easy-to-follow advice to all employees, volunteers, subcontractors,etc who are working at your event during the build, the live event and the ‘get-out’. Itshould set out how you, as the Event Management, expect others to conduct themselveswhile on site or at the venue. It should highlight particular safety aspects they shouldbe aware of such as fire controls, emergency exits, evacuation procedures, incident oremergency codes and procedures, personal protective equipment/clothing required,incident reporting procedures, hazards, etc.chapter nine event production: operations, equipment, facilities, health & safety 131Reporting ProceduresFor every aspect of health and safety, you should have a procedure for reportingincidents and occurrences. It should be clear in the Event Safety Memo, how and towhom individual incidents should be reported. Each incident or occurrence should bewritten down and described in full. Ensure staff and volunteers are well briefed onhow to report any incident. Reports will likely take the form of:


> Accident/Injury> Incident> Lost Persons


> Lost/Damaged Property> Safety/System Failures


Normal Operating ProceduresIf the location in which you stage the event is an existing venue, it is likely that itwill have in place Normal Operating Procedures. Ensure you are aware of these andincorporate them into your planning.Monitoring & InspectionsContinual monitoring of health and safety procedures is essential to ensure they remaineffective. Inspections of the event site should take place before, during and after thepublic are on the premises/site and inspections of operating procedures by event staffand contractors should be a continual process throughout.Plans and DrawingsIn addition to your site or venue plan, if your event features any staging or structuralelements, it is likely you will have to provide structural drawings to the local authority,Fire Brigade, etc. If you have subcontracted these elements, the subcontractor will provideyou with copies. If the structure has been made specifically for the event ask the originalarchitect or engineer for copies along with the Method Statement for its construction.RIDDOR: In April 2001, the Health & Safety Executive (HSE) launched a new Incident Contact Centre (ICC) for allincidents currently reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations(RIDDOR) 1995. The ICC is a joint venture by the HSE, COSLA and Local Government Associations (LGA), and itprovides a central point for employers to report incidents irrespective of whether their business is HSE or LocalAuthority enforced. For more information visit www.riddor.gov.uk132


Method StatementsA Method Statement describes how a specific action or task is facilitated. It describesto others the process by which an operation will take place and usually relates to the‘production’ aspect of event organisation. In writing method statements, you willidentify the safest procedure for the task in question. This will assist you when it comesto writing the Risk Assessment. Again, subcontractors should provide you with theirown Method Statements.CommunicationsNo event can operate successfully without the implementation of a thoroughCommunications Strategy. The size of the event and the number of organisationsinvolved will influence the complexity of the strategy.From a health and safety perspective the strategy will require two areas to be addressed:1. Communication between all parties involved in the event planning> Good communication is crucial during the planning stages. As the event manager,you should ensure that all agencies are effectively communicating with each otherand with you. A roles and responsibilities chart or statement may help you in thistask. Make sure that meetings are minuted, agreed actions are followed throughand there is a paper trail for all decisions that have been agreed.> During the event itself, the Event Manual (see Chapter 10) and Site/Venue Planshould be valuable tools that aid good communication. It is therefore vital theycontain up-to-date information. If the nature and size of your event requiresa multi-agency presence, it is likely each organisation will employ their owncommunications system and use their own equipment. Consider setting up a JointAgency Control Centre (JACC) or Incident Room at the event which hosts allagencies’ communications personnel to assist quick and decisive decision making.> If you are using radio communication, ensure that frequencies do not clash withother radio users. Allocate a channel on your system for different user groups suchas Production, Management, Artist Liaison, Front of House, Emergency Channel, etc.Ensure all staff know how to use the equipment, provide guidance/training and keep134accurate records of all communications and decisions. Decide in advance any codes orlingo to be used in the event of an incident or emergency and ensure that everyoneknows their meanings. Document them in the Event Manual and Event Safety Memo.> Ensure all key staff have mobile phones but do not rely on them for essentialcommunication – especially if network coverage is not strong.> Supply all staff with easy-to-read laminated cards which feature the contact numbersof all key individuals involved in the running of the event along with radio channels.These cards can be worn on a lanyard together with accreditation/access passes.> Arrange a briefing session for all staff working on the event. This should coverintroductions so that everyone is aware of lines of command and responsibility,health and safety, communications and all procedures, practices and regulationsthat dictate the conduct of staff whilst working on the event. It’s a good idea toprovide a ‘Staff Briefing Document’ to be distributed before or at this briefingsession so event workers can refer to it as required. (See Chapter 10 for a guideto preparing your Staff Briefing Document).2. Communication with the public at the event> There are many ways to communicate with the public at the event includinginformation stands, printed material, stewards, screen messages and PAannouncements. Your strategy should take into account how you will communicatewith the public in the event of an incident or emergency.> However you decide this should be achieved, announcements and instructions mustbe conveyed in a clear, audible and succinct manner. Rehearse potential scenarioswith the Health and Safety Sub-Group (if appropriate) and agree what will be said,when it will be said, how often, who will say it and by what means for each scenario.Make sure you have contingencies in place should equipment fail.> Note – at a sporting event, the commentator is ideally pl to make safetyannouncements and should therefore be well briefed and in radio contact.chapter nine event production: operations, equipment, facilities, health & safety 135


Emergency ServicesYour contact with the Emergency Services will depend on the type, scale and complexityof your event. If you are planning a medium-scale, indoor event in an established venue,you may not require the assistance of the Emergency Services during the planning andoperation of the event. However, for larger and more complex events it will benecessary to seek their advice, assistance and co-operation. Each service usually has itsown planning and special projects departments which deal with events. If appropriateto the nature of your event, you may wish to invite one or more people from thefollowing agencies onto your Health and Safety Sub-Group:> Police – the Police may advise on many safety aspects such as audience numbers,crowd control, emergency procedures, communications, traffic management andemergency services access, etc. Their presence at a live event will depend on thenature of the entertainment, the scale of the event and the level of stewarding.> Fire Brigade – the Fire Brigade may advise on occupant capacity, potential firehazards, fire fighting equipment required, equipment locations, emergency access,means of escape, signage, lighting, rendezvous points, pyrotechnic elements suchas fireworks, fire sculptures or bonfires and other emergency procedures.> Medical Services – depending on the nature and scale of the event you mayrequire the assistance of the local health board, Scottish Ambulance Service or afirst aid organisation such as St Andrews Ambulance or the British Red Cross. Seektheir advice on the medical provision required such as numbers of doctors, nurses,physiotherapists, first aiders, accommodation and facilities as well as emergencyaccess and other procedures. Remember that first aiders are usually volunteers buta donation should be made to their organisation who will advise you as to theappropriate level of support.> Fees – note that charges may be levied by some or all of the Emergency Services.Make sure you factor these costs into your budget at an early stage.chapter nine event production: operations, equipment, facilities, health & safety 137Medical ProvisionThe type and amount of medical provision required at events varies enormouslydepending on the size, nature and location of the event. Medical provision must beavailable to everybody working on, performing at, competing in or attending theevent. As far as is practicable, an event should be self sufficient in order to minimisethe impact on the day-to-day provision for the local community. Factors that willinfluence what provision is required include:> Nature of event – programme, activities, sports> Location – indoor, outdoor, size of venue, proximity to existing services> Venue – standing, seated> Duration – few hours, multiple days> Weather conditions – the season, inclement weather> Size of audience> Audience Profile – young, elderly, teenagers> History – previous casualties/incidents, first time event> Other hazards – identified in risk assessmentNote: Medical provision at many events is a mandatory requirement.Remember that it is not only medical personnel that may be required. Facilities,equipment, transport and liaison personnel may also have to be organised andbudgeted for. Medical provision should be discussed and agreed well in advancewith the appropriate authorities and providers.Welfare ServicesThe easier you make it for people to attend your event, the better the experiencethey will have. Think about the audience you wish to attract to the event and theirpotential needs. A happy, stress-free attendee is likely to come back to future events.Some services to consider are:> Drinking Water – this should be supplied at all types of events, particularly atthose held outdoors. Depending on your existing venue/site services, you may haveaccess to mains drinking water. If not, water can be supplied from bowsers (watercontainers) that are fit-for-purpose or bottled water made available. Pay particular138attention to areas of potential congestion such as at front of stage areas at an allstanding event.> Baby Change – if your event is family oriented, provide a facility for parents tochange babies’ nappies. Ensure the accommodation is secure with suitable furniture,supplies, waste disposal and washing facilities present. Also, think about providinga private area for mothers to breastfeed babies, should they wish.> Meeting Point(s) – if the event covers a large area or if there is the potential forpeople to become separated from their group, provide one or more well-signpostedmeeting points. Remember to number meeting points to avoid confusion.> Lost Persons – if the event is family oriented or you are anticipating childrenattending the event, it is crucial to provide an area where they can go, or be takento should they become separated from their parent or guardian. Ensure that thefacility is staffed at all times by more than one suitably qualified staff member(remember that all staff working with children and/or vulnerable adults must bechecked by the Scottish Criminal Record Office/Disclosure Scotland in advance –contact them at www.scro.police.uk, www.disclosurescotland.co.uk)Agree a plan/policy in advance of the event that addresses the process of receiving,caring for and handing children back to their parents/guardians.> Information Points – depending on the complexity, length and type of event,it may be wise to have a point or points of information. Those staffing thesepositions should be knowledgeable about the event, the venue/site, parking andtransport arrangements, etc and must also be kept informed of any programmechanges that the public needs to know about.> Lost Property – a point for Lost Property is appropriate at events of all types andsizes. Agree a procedure in advance with those staffing the area to ensure thatproperty is being reunited with the correct owner.> Cloakroom Facilities – ensure that the area is suitably stocked, secured and staffedthroughout the event. Agree a policy and procedure on receiving bags, luggage andother accessories. Ensure that patrons are aware if items are left at their own risk.chapter nine event production: operations, equipment, facilities, health & safety 139Remember:Consider allage groups…Think aboutyour audiencein detail.> Other services you may decide are necessary will be dependent on the nature of theevent. Remember to carefully consider the audience profile when consolidating thelist of services.Traffic & Transport ManagementGood traffic and transport management is a key issue for events. Poor planning can leadto unnecessary disruption for those involved in or attending the event as well as thenormal day-to-day traffic. Consider this aspect in detail when selecting your venue. Asappropriate, include the local authority, Police and transport providers at the earlieststage possible to help you make arrangements. For large events it may be necessary toform a Transport Management Sub-Group to consider all issues surrounding this topicand to formulate effective plans for transport, traffic and parking. Consider the following:> The event type, audience size and profile> The anticipated number of vehicles (audience, staff, contractors, etc)> Existing transport links and the potential for enhancement> Existing parking opportunities for cars, buses and other vehicles> Park and ride facilities (existing or temporary)> Transport routes for vehicles, buses, trains, underground> Drop off and pick up locations for buses, taxis, etc> Existing signage and the potential requirement for temporary signage(e.g. AA signage)> The requirement for coning and parking suspensions> Temporary traffic regulation orders such as road closures and re-routing (the localauthority can advise on requirements, notification and timescales)> Staffing – who will marshal the traffic, who will staff the car parks, etc> The potential for charging for parking to help offset costs> Pedestrians entering and leaving the venue/congestion issues> Access for production, artist, subcontractor vehicles, etc> Emergency access for fire tenders, ambulances, etc> Traffic movement on sitechapter nine event production: operations, equipment, facilities, health & safety 141Security and StewardingThe size and nature of your event will influence the type and amount of security andstewarding measures required. When planning your event, consider the following:> Crowd management> Artist/performer/competitor/guest protection> Equipment and facility protection> Entrance, exits and perimeter security> Traffic/car parking management> Sterile and danger areas> Assistance to emergency services> Emergency procedures> Overnight security> Restricted areas> Cash storing and handlingIf employing a security or stewarding firm ensure they are reputable and experienced.If appropriate, invite a senior supervisor to join the Health and Safety Sub-Group atthe earliest opportunity to ensure they are as familiar as possible with the event andso that they can contribute to health and safety procedures which are being agreed.Assess all risks with the security/stewarding contractor to reach a conclusion as to thelevel of service required at the event and ensure all agencies are comfortable with theprovision, roles and responsibilities of the contractor. Ask the contractor to supply youwith details of the Supervisors/Chief Stewards who will be responsible at the event.Organise a pre-event briefing with all security/stewarding staff to ensure that allquestions are answered and everyone is clear about their role at the event.Regulation of the private security industry is delivered through the Security IndustryAuthority (SIA). The SIA exists to manage the licensing of the private security industryas set out in the Private Security Industry Act 2001; to raise standards of professionalismand skills within the private security industry and to promote and spread best practice.In 2007, SIA licensing will be extended to include Scotland. For up-to-date informationvisit www.the-sia.org.uk/scotland142Risk ManagementNo matter the type and size of your event, risk management is a critical issue in theplanning process. Simply put, risk management is about foreseeing and identifyingpotential risks, evaluating them and putting in place a plan, control measure orcontingency to reduce or neutralise the level of risk. A good event manager willincorporate risk management at all stages of the planning process. In terms of eventproduction, the issue of risk management is of the utmost importance when makingdecisions that impact on those who have a chance of being affected or harmed byany aspect of the event. They could be:> Event staff and crew> Audience and others attending the event> Performers/competitors and their entourages> People/residents in the vicinity of the eventThe event manager has a duty to identify and minimise these risks. The best way todo this is to undertake an effective risk assessment.Risk AssessmentNo one knows your event better than you and your key team. From this point of view,as the event management, you are best pl to undertake the assessment and each‘department’ should carry out their own assessment to be consolidated into the finalversion. For larger or more complicated events, you may wish to seek the assistance of anindependent risk assessor who is knowledgeable on your type of event. If appropriate,the event’s Health and Safety Sub-Group should take an active role in the risk assessmentprocess, agree to the control measures and take steps to implement any aspects forwhich they as individuals or their organisations have responsibility.The Risk Assessment should be completed well in advance of the event. You shouldprovide a copy to your insurance broker or underwriter and include a copy of it in theEvent Manual. Ensure that all key staff and personnel are familiar with it and all safetymeasures are implemented before the event starts. Should any additional risks beidentified prior to the event, a specific assessment should be carried out for eachnew risk.chapter nine event production: operations, equipment, facilities, health & safety 143At the end of this chapter there is a template to help you complete a Risk Assessment.In doing so, you will undertake the following steps:1. Identify the area of risk and related hazards2. Decide who or what is at risk3. Decide what measures will be put in place to control the risk4. Evaluate the level of riskRisk factors are unique to every event but some areas of consideration may include:> Type of event – nature of programme, timing, etc> Venue – seated/standing, capacity, access/egress> Location of event – outdoor/indoor, geography (near roads/railways, etc)> Ground conditions> Crowd – profile, history, habits, disorder, surging, special needs, welfare, etc> Weather – adverse conditions (very hot/cold/wet, etc)> Vehicle movement – on and off site> Contractors> Working at height> Structures – permanent and temporary, collapse, trip hazards, etc> Barriers> Equipment – production, safety, etc> Electrical equipment and supply> Traffic management> Car parking> Sound and noise – inside and outside venue, before, during and after event> Pyrotechnics> Fire> Explosion> Terrorism> Emergency announcements> Security – audience, staff, venue, cash handling, etc> Drugs – anti-doping, audience profile, etc> Animals> High profile artists, dignitaries, VIPs144AppendicesIf your Risk Assessment has to be distributed to partners/authorities independently ofthe event manual, you should append the various information that will support yourRisk Assessment. The nature of these will be dependent on the type of event you areproducing. These appendices may include:> Event Safety Memo> Production Schedule (a detailed plan of how the site will be prepared and de-rigged)> Site Maps> Contractor Risk Assessments/Licences/Fire Certificates, etc> Where venues are hired rather than created, you may find it appropriate to appendthe Normal Operating Procedures (NOPs)> You could also discuss with your risk assessor and/or health and safety sub-groupwhether your event warrants an emergency scenario planning sessionchapter nine event production: operations, equipment, facilities, health & safety 145146Risk Assessment for (Name of Event)


Type of Event:(short summary)


Event Location(s):


Event Date(s):


Site Build Period:Live Period:De-Rig Period:


Type of Venue(s):(List the various event venues/arenas/roads to be used etc)


Event Running Times:


Estimated Attendance(Breakdown into days/sections as appropriate)


Participants/Artists:Spectators/Audience:


Details of Event Partners:


Overview: OperationsCovered by Risk Assessment(If appropriate, you can break down yourevent into sections for assessment. Forexample, Section A could cover the buildand de-rig period, Section B the event itself).


Section A:Section B:


Circulation:(i.e. details of the groupthat you will send the riskassessment to)


Signatures:


Event Organiser:Risk Assessor:


Assessment undertaken by:(name and contact details forRisk Assessor, Safety Officer orother ‘competent’ person)


Event Organiser:(company/organisationaddress and lead contact)


Signature:


Signature:


Date of Assessment:


Date:


Event Risk Assessment TemplateThis template provides an indication of the kind of approach that is acceptable whencarrying out a Risk Assessment for an event. You can also refer to The Health & SafetyExecutive’s ‘5 Steps to Risk Assessment’ guide – www.hse.gov.ukFIGURE 9.1chapter nine event production: operations, equipment, facilities, health & safety 147Risk Assessment: Section A


Section A(Insert description of what is coveredin this section – i.e. event build period)


Period Covered:(i.e. if this section covers the event buildperiod, put those dates here)


Activity


Hazards


Who/What is at Risk?


Measures to Control Risk


Risk Level


In this box you outline thearea of Risk, e.g. ‘VehicleAccess and Activity onSite’


In this box you wouldoutline the assessedhazards, e.g. ‘Collisionswith Motorists, StationaryVehicles, Street Furniture,Pedestrians’


In this box you would listthe groups that areperceived to be at riskfrom the hazard, e.g.> Staff> Contractors> Pedestrians> Motorists> Public Property


In this box you wouldoutline the controlmeasures and actionsyou have put in place tominimise the risks thatyou have anticipated.You would also note ifadditional information isavailable as an appendix(or elsewhere) andidentify any person orofficial who will reduceany risk.


In this box you wouldestimate the ‘Risk Level’(i.e. Low, Medium or High)after the control measureshave been implemented.Note that any entries witha Medium or High ratingshould be treated aspriority.


FIGURE 9.1 CONTINUED