Event Name Event Date and Times Owned by: ____________________________ Version: ____________________________ Date Submitted: ________________________ Review Date: ___________________________ NUI Galway Event Management Plan template d1 May 13 Contents 1. Event Overview Event description Location Dates and Duration Entrance and Exit points Attendance Audience ro!i"e #$e Event Or%anisers Ro"es and Responsibi"ities &ontacts &aterin% and 'ospita"ity Li(uid etro"eum )as Litter Entertainment *arriers Security+Stewardin% &ompanies &&#V ,. &ommunications A System Radio Loud 'ai"ers #e"ep$one Si%na%e and ub"ic -n!ormation .edia 'and"in% /. #ra!!ic .ana%ement 0. .edica" and 1irst Aid &over 2. 1ire Ris3 Assessment 4. o"ice 5. Ris3 .ana%ement Ris3 Assessments -ncident Recordin% 'ea"t$ and Sa!ety Aut$ority -nsurance 6eat$er 7. -ncident .ana%ement Extreme 6eat$er Emer%ency Ve$ic"e Access , NUI Galway Event Management Plan template d1 May 13 Event Evacuation "an / NUI Galway Event Management Plan template d1 May 13 EVENT DESCRIPTION LOCATION DESCRIBE TE SITE AND SOME O! TE S"RRO"NDIN# AREA DATES AND D"RATION 0 $% Event Ove&vie' NUI Galway Event Management Plan template d1 May 13 ENTRANCE(E)IT POINTS ATTENDANCE A"DIENCE PRO!ILE TE EVENT OR#ANISERS 2 NUI Galway Event Management Plan template d1 May 13 TREE O! RESPONSIBILIT*+ ROLES AND RESPONSIBILITIES CONTACTS CATERIN# AND OSPITALIT* 4 NUI Galway Event Management Plan template d1 May 13 LI,"ID PETROLE"M #AS LITTER ENTERTAINMENT BARRIERS 5 NUI Galway Event Management Plan template d1 May 13 SEC"RIT*(STE-ARDIN# COMPANIES CCTV 7 NUI Galway Event Management Plan template d1 May 13 PA S*STEM RADIO LO"D AILERS TELEPONE 8 .% COMM"NICATIONS NUI Galway Event Management Plan template d1 May 13 SI#NA#E AND P"BLIC IN!ORMATION MEDIA ANDLIN# 19 NUI Galway Event Management Plan template d1 May 13 11 /% TRA!!IC MANA#EMENT NUI Galway Event Management Plan template d1 May 13 !IRE E)TIN#"ISERS 1, 0% MEDICAL AND !IRST AID COVER 5% !IRE RIS1 ASSESSMENT 2% #a&dai NUI Galway Event Management Plan template d1 May 13 RIS1 ASSESSMENTS INCIDENT RECORDIN# INS"RANCE -EATER 1/ 3% RIS1 MANA#EMENT NUI Galway Event Management Plan template d1 May 13 E)TREME -EATER EMER#ENC* VEICLE ACCESS EVENT EVAC"ATION PLAN 10 4% In5ident Management NUI Galway Event Management Plan template d1 May 13 Event Management Plan #6idan5e 12 NUI Galway Event Management Plan template d1 May 13 o' to 6se t7is g6idan5e A b"an3 temp"ate p"an is provided : as a startin% point !or your Event .ana%ement "an. -t s$ou"d be remembered t$at t$e $eadin%s in t$e temp"ate are by no means ex$austive: and i! t$e or%ani;er considers a part o! t$eir event ou%$t to be detai"ed in t$e p"an: t$en it s$ou"d be added. A"so note t$at not a"" parts o! t$e temp"ate may be re"evant !or every event. On comp"etion o! t$e document: it is recommended t$at t$e p"an is t$orou%$"y read t$rou%$: and per$aps c$ec3ed by a person w$o $as not seen t$e p"an be!ore. -n t$e event o! an incident at t$e event: t$e event team: and t$e emer%ency services wi"" be re"yin% on t$e p"an to 3now your event as we"" as t$e or%ani;in% team do. 6$en be%innin% t$e p"an: t$e %uidance notes s$ou"d be read to ensure an understandin% o! w$at eac$ section is as3in% !or. #$e Summer 1air $as been used as an examp"e t$rou%$out. A"so: be!ore !i""in% in t$e b"an3s !or an event: ma3e sure you 3now t$e answers to most o! t$e (uestions: to avoid dup"ication "ater in t$e p"an. 14 NUI Galway Event Management Plan template d1 May 13 Event Management Plan Event Name Summer Fair Event Date and Times July 3rd 2011, 10am 10pm Owned by: Vincent de Paul Society Version: 4 Date Submitted: 2nd February 2011 Review Date: 16th February 2011 15 NUI Galway Event Management Plan template d1 May 13 &ontents 1. Event Overview Event Description Location Dates and Duration Entrance and Exit points Attendance Audience ro!i"e #$e Event Or%anisers Ro"es and Responsibi"ities &ontacts &aterin% and 'ospita"ity Li(uid etro"eum )as Litter Entertainment *arriers Security+Stewardin% &ompanies &&#V ,. &ommunications A System Radio Loud 'ai"ers #e"ep$one Si%na%e and ub"ic -n!ormation 17 NUI Galway Event Management Plan template d1 May 13 .edia 'and"in% /. #ra!!ic .ana%ement 0. .edica" and 1irst Aid &over 2. 1ire Ris3 Assessment 4. o"ice 5. Ris3 .ana%ement Ris3 Assessments -ncident Recordin% R-DDOR 'ea"t$ and Sa!ety Executive -nsurance 6eat$er 7. -ncident .ana%ement Extreme 6eat$er Emer%ency Ve$ic"e Access Event Evacuation "an $% Event Ove&vie' EVENT DESCRIPTION -nc"ude a brie! description o! w$at your event is. #$in3 o! it as $ow you wou"d describe your event to someone w$o $as never been to your event. The ummer !air i an annual e"en that ha been held on the playin# !ield e"ery July ince 1$$$% The !air include ide ho& and tall, &hich ta'e place in mar(uee erected by the or#ani)in# committee% Some trader brin# their o&n unit% *ntertainment ta'e place on a main ta#e in the centre o! the !ield, &ith pace in !ront !or the audience% *ntertainment i lo& 'ey and !eature bra band and +rih dancin#% There i a beer tent, operated by the tudent bar% LOCATION 18 NUI Galway Event Management Plan template d1 May 13 Describe t$e detai"ed "ocation: inc"udin% t$e "oca" aut$ority area: c"osest ma<or road=s>. The Summer Fair ta'e place on the playin# !ield, o!! the ,1234, -ity .oad% Describe t$e site some o! t$e surroundin% area Thi e"ent i located on playin# !ield &hich are not o"erloo'ed% There i an area o! hard tandin# and a 2 acre !lat #reen !ield% The area i bordered by a mi/ture o! local hop and reidential property% , !ull ite plan i included at ,ppendi/ 00 INT+ ?ou may be ab"e to print aeria" views o! your site !rom t$e internet. DATES AND D"RATION -nc"ude detai"s o! t$e bui"d up and brea3 down sc$edu"e o! t$e event: as we"" as t$e event itse"!. -! speci!ic $appenin%s are "i3e"y to attract a "ar%er number o! peop"e: inc"ude in!ormation in t$is section. 1ate2 3rd July Time2 10am 10pm 3ther2 The Prince &ill be cro&ned at 3pm on Sunday% ENTRANCE(E)IT POINTS -! your event $as comp"ex entrance+exit arran%ements e.%. separate entrances !or tic3et or cas$ sa"es: pre@so"d entrance points or is an enc"osed area p"ease add more detai" to t$is section. People &ill enter the Summer Fair throu#h the Playin# Field car par' and then throu#h a #ate meaurin# 3!t &ide and uper"ied by te&ard% ATTENDANCE -nc"ude your expected attendance !i%ures. 1or an a"" day+mu"tip"e day event t$is s$ou"d inc"ude maximum expected+a""owed attendance and t$e maximum at any one time. ,9 NUI Galway Event Management Plan template d1 May 13 The playin# !ield can only a!ely accommodate 4,000 people at any time% Tic'et are retricted to 4,400% 5aed on pre"iou year and on up to date tic'et ale in!ormation, e/pected number !or the e"ent are 4,200% 1ependin# on &hether tic'et ha"e old out be!ore the e"ent, tic'et may be on ale on the mornin# o! the e"ent% Ste&ard &ill be on #ate &ith clic'er to count the number o! people on ite and mana#e attendance% A"DIENCE PRO!ILE Aote t$at your audience pro!i"e wi"" $e"p you w$en p"annin% !or ris3s and ensures t$at you put in p"ace contro" measures and !aci"ities appropriate to t$e event. 1or examp"e B i! or%anisin% a tea dance: it is not "i3e"y t$at you wou"d need to provide baby c$an%in% !aci"ities: but s$ou"d ensure t$at t$ere are p"enty o! rest areas avai"ab"e. revious $istory: entertainment type and tic3et sa"es wi"" a"" $e"p to indicate t$e audience pro!i"e. Thi e"ent &ill attract a &ide ran#e o! people !rom youn# to elderly% For people &ith mobility iue, the hard tandin# ur!ace #i"e uitable acce to the e"ent% TE EVENT OR#ANISERS "ease detai" w$o t$e event or%anisers are. #$e event is or%anised by Vincent de au" Society. -nc"ude a tree o! responsibi"ity: The chairperon i Fred 5lo## &ho i reponible !or all matter o! a!ety at the e"ent and the e"ent co6ordinator, reponible !or the arran#ement and timin# o! the e"ent i ,nnette Smyth% The e"ent team comprie o! other member o! the Vincent de Paul Society &ho &ill be ituated in a mar(uee &hich i clearly identi!iable a *"ent -ontrol% ROLES AND RESPONSIBILITIES -nc"ude t$e various ro"es o! t$ose invo"ved in t$e event in t$e tab"e be"ow: and detai" w$at t$eir ro"e entai"s. ,1 NUI Galway Event Management Plan template d1 May 13 , brie! decription o! role and reponibilitie i included belo& Sa!ety 3!!icer 3"erall mana#ement o! a!ety iue relatin# to the e"ent% *"ent 7ana#er 7ana#ement o! incident on the #round% 7ana#ement o! 'ey contractor, mana#ement o! iue and compliance, ite mana#ement, entertainment mana#e *"ent Team Security and Ste&ardin# -ompanie -ro&d Sa!ety, earchin#, and admiion control, bad#e chec'in#% Tra!!ic 7ana#er8Tra!!ic 7ana#ement -ompany Tra!!ic 7ana#ement 9a peci!ied in Tra!!ic 7ana#ement Plan: Firt ,id Firt,id . ; are contracted to pro"ide Firt ,id co"er in accordance% Sa!ety o! "ulnerable adult and children <arda "etted chec'ed peronnel &ill be located in The Pa"ilion, and ta'e reponibility !or, any lot, !ound or "ulnerable people% CONTACTS -! t$e user o! t$is p"an needs to %et in touc$ wit$ anyone invo"ved in your event: t$ey wi"" "oo3 $ere. , !ull contact lit i included at ,ppendi/ 00% CATERIN# AND OSPITALIT* &aterin% sty"es durin% an event wi"" vary !rom mobi"e caterin% units to a"" inc"usive $ospita"ity pac3a%es. Environmenta" 'ea"t$ o!!icers !rom t$e 'SE "iaise wit$ a"" contactors around !ood: $ea"t$ and sa!ety: be!ore t$e event and conduct monitorin% visits durin% t$e event. -t is t$e responsibi"ity o! t$e event or%aniser to advise t$e Environmenta" 'ea"t$ o!!icers o! a"" contractors as soon as t$ey are ,, NUI Galway Event Management Plan template d1 May 13 -! app"icab"e: describe t$e caterin% !aci"ities you are o!!erin% and w$ere t$ey are "ocated on your site map. There &ill be 4 caterin# "an o!!erin# li#ht re!rehment, and 3 ice cream "an on ite% Thee are ho&n on the ite map% LI,"ID PETROLE"M #AS A"" p"ans o! caterin% "ayouts s$ow w$ic$ traders $ave dec"ared t$e use o! L) %as. A "ist o! sta""$o"ders: to%et$er wit$ p"ans are %iven to Environmenta" 'ea"t$ sta!! !or inspection and issued to Sector Stewards and 1ire and Rescue. , plan indicatin# ite uin# =P< i ho&n in ,ppendi/ 00 LITTER &onsideration needs to be made !or "itter durin% and a!ter t$e event. #$is may be provided by t$e "oca" vo"untary %roups or by companies. =itter collection and treet cleanin# er"ice are pro"ided by "olunteer% Thi include the pro"iion o! bul' re!ue 'ip, upply and emptyin# o! litter bin, litter pic'in# and mechanical cleanin#% S'ip and collection point are ho&n on the !ull ite plan% ENTERTAINMENT Various types o! entertainment may ta3e p"ace at an event. "ease detai" $ere t$e types o! entertainment w$ic$ are p"anned !or your event: inc"udin% t$e times and "ocations. There &ill be li"e muic throu#hout the day !rom local band on the main ta#e ho&n on ite plan% The Prince &ill be cro&ned on the main ta#e at 3pm% ,t >pm, there &ill be a t&o hour talent ho& !or competitor o! all a#e% BARRIERS "ease indicate w$ere barriers wi"" be used: and $ow many wi"" be on@site. ,/ NUI Galway Event Management Plan template d1 May 13 -nc"ude detai"s o! t$e type o! barrier and w$o is insta""in% t$em. , upply o! cro&d control barrier &ill be a"ailable at 'ey location around the ite, and their deployment and a"ailability i lod#ed &ith the *"ent -ontrol% 5arrier that are already planned to be ued can be een on the ite plan% SEC"RIT*(STE-ARDIN# COMPANIES Stewardin% or security sta!! wi"" be needed !or t$e !o""owin% types o! duties: Searc$in% at entrances *ad%e c$ec3in% Rapid response &rowd monitorin% Emer%ency evacuation &ontro" and direct t$e pub"ic as re(uired .onitorin% !ire exits and !ire e(uipment in t$eir areas 1ire pane" monitorin% Ste&ard &ill be preent at the Fair% They &ill be identi!ied by hi6"i ?ac'et, and be reponible !or tic'et chec'in# and earchin# at entrance, rapid repone, cro&d monitorin#, emer#ency e"acuation, controllin# and directin# the public, and monitorin# !ire e(uipment% The te&ard are !ully trained, and &ill recei"e a brie!in# at 0$200 on the day% CCTV -! &&#V is avai"ab"e at t$e event: t$e covera%e s$ou"d be detai"ed $ere. -nc"ude w$o is responsib"e !or operatin% and w$et$er t$ey are: or re(uire to be S-A re%istered. The playin# !ield are co"ered by --TV and the operator ha"e been made a&are o! the e"ent ta'in# place% ,n o!!icer &ill be a"ailable in the --TV room on the day o! the Fair, and a contact number ha been pro"ided% ,0 NUI Galway Event Management Plan template d1 May 13 .% COMM"NICATIONS PA S*STEM #$is section s$ou"d detai" any A systems in use at your event. -! t$e entire site is not covered: p"ease detai" w$ic$ parts are not covered and $ow t$ese areas can be communicated wit$. There &ill be a P, ytem on the ta#e to #i"e any announcement to "iitor% +t i currently aumed that thi &ill be uitable to pro?ect mea#e to the entire e"ent ite% Thi &ill be teted prior to the e"ent, and the plan updated accordin#ly% RADIO Cse o! radios s$ou"d be considered and detai"s o! t$eir use recorded in t$is p"an =!or examp"e B w$o $as t$em and w$at c$anne" t$ey are bein% a""ocated> .adio are pro"ided !or the e"ent and are allocated to all appropriate ta!! and contractor% ,n *"ent -ontrol channel &ill be acceible !rom all radio% ,ll ta!! &ill be brie!ed by the e"ent or#anier to enure that all incident, operational or a!ety, hould be communicated to the *"ent -ontrol &here incomin# call &ill be lo##ed and dele#ated8communicated to the appropriate people% .adio co"era#e &ill be teted on 3rd June, to allo& time !or any chan#e to be made i! re(uired% LO"D AILERS Detai" $ere w$ere "oud $ai"ers can be "ocated i! in use at t$e event: and "ist t$ose trained and con!ident in use. =oud hailer are pro"ided at the entrance, and at the ta#e, in cae o! P, ytem !ailure% The e"ent or#anier and te&ard are trained and con!ident in the ue o! a loud hailer% TELEPONE ,2 NUI Galway Event Management Plan template d1 May 13 #$is section s$ou"d contain detai"s o! any "and"ines: or any 3nown di!!icu"ties wit$ mobi"e p$one networ3s in t$e area o! t$e event. #$ere are two "and"ines in p"ace at Event &ontro". $ere are no 3nown mobi"e p$one networ3 di!!icu"ties in t$e area. A !u"" radio and te"ep$one "ist can be !ound in Appendix , SI#NA#E AND P"BLIC IN!ORMATION Detai" $ere any si%na%e or pub"ic in!ormation !aci"ities bein% used. Temporary e"ent i#na#e i a"ailable acro the ite, #i"in# direction to the e/it point, toilet !acilitie and !irt aid point% MEDIA ANDLIN# #$e event may attract media attention and senior members o! t$e team s$ou"d be ready and prepared to %ive statements about t$e event. Pre6prepared media tatement, &ith #ap !or attendance number etc &ill be &ritten by the Vincent de Paul Society team prior to the e"ent% ,4 NUI Galway Event Management Plan template d1 May 13 /% TRA!!IC MANA#EMENT #$e tra!!ic mana%ement o! an event is t$e responsibi"ity o! t$e event or%aniser. #$ey wi"" "iaise wit$ t$e "oca" )ardai and any stewardin% company invo"ved in mana%in% t$e road: to write a tra!!ic mana%ement p"an !or t$e event. @o road ha"e had to be cloed !or thi e"ent, a it all ta'e place on !ield% There i car par'in# a"ailable on ite, but te&ard &ill be directin# car to pace to aid the mo"ement o! "ehicle on the ,1234% The or#anier are in contact &ith the <ardai and the te&ardin# company to !ormalie a tra!!ic mana#ement plan% The ne/t meetin# i on 14th February, and the plan &ill be updated by the 16th February% 0% MEDICAL AND !IRST AID COVER Detai"s o! t$e 1irst Aid and medica" cover !or your event s$ou"d be detai"ed in t$is para%rap$. #$is para%rap$ a"so a""ows !or detai"s o! w$ere eac$ medica" !aci"ity is "ocated on your site. Firt ,id co"er !or the Summer Fair i bein# pro"ided by Firt,id . ;% They &ill be located at the main ta#e and at the *"ent 7ana#ement Tent% The !irt aid point &ill be #i"en o"er the P, ytem, and alo i#npoted around the ite% Ae ha"e alo made the ,mbulance Ser"ice a&are o! thi e"ent% The nearet hopital i located at Villa#eto&n% ,5 NUI Galway Event Management Plan template d1 May 13 5% !IRE RIS1 ASSESSMENT A 1ire Ris3 Assessment must be carried out !or a"" "ocations and detai"s o! any ris3s identi!ied and t$e way t$at t$ey are to be mana%ed s$ou"d be written wit$in t$is para%rap$. The !ire ha)ard that ha"e been !ound are the caterin# "an 9&ho ha"e all pro"ided their o&n ri' aement ee ,ppendi/ 00:, and li#htin# on the ta#e !or the e"enin# entertainment% Ae aim to miti#ate the ri' o! the ta#e by uin# teted e(uipment% !IRE E)TIN#"ISERS 1ire extin%uis$ers s$ou"d be "ocated at 3ey positions across t$e site. There &ill be 3 !ire e/tin#uiher by the ta#e, all o! the caterin# "an pro"ide their o&n e/tin#uiher, and 2 by the entrance8e/it% Ste&ard are trained in their ue% =ocation o! !ire e/tin#uiher are ho&n by a red dot on the ite map% 2% #a&da8(Se56&it9 #$is para%rap$ s$ou"d inc"ude w$ere )ardaD or Security are invo"ved in any o! t$e tra!!ic mana%ement o! t$e event as we"" as i! t$ey are present durin% t$e event or i! t$e "oca" o!!icers $ave been made aware o! t$e event ta3in% p"ace. The Vincent de Paul Society ha"e made <ardai a&are o! the e"ent ta'in# place, and ha"e included them on the email circulation lit !or e"ent plannin# and update% Security ta!! &ill pro"ide aitance% 3% RIS1 MANA#EMENT RIS1 ASSESSMENTS -ndicate w$ere ris3 assessments can be !ound and any si%ni!icant issues ,7 NUI Galway Event Management Plan template d1 May 13 arisin%. Pleae ee ,ppendi/ !or complete ri' aement% Thi ha been made in accordance &ith the .i' ,ement document% INCIDENT RECORDIN# #$e Event &ontro" s$ou"d maintain a record o! everyt$in% t$at occurs t$rou%$out t$e event. Describe w$at met$ods wi"" be used. ,ll radio mea#e &ill be captured on a laptop at e"ent control by a dedicated incident reporter, &ho ha &or'ed on e"ent !or 3 year% EALT AND SA!ET* A"TORIT* #$is para%rap$ s$ou"d detai" w$o is to contact t$e 'SA i! t$ere is an incident. The Sa!ety 3!!icer &ill contact the BS, i! re(uired uin# the number in the contact lit% INS"RANCE #$is is w$ere detai"s o! t$e insurers wi"" be !ound and wi"" inc"ude t$e "eve" o! &over -EATER #$is para%rap$ s$ou"d cover w$o is responsib"e !or monitorin% weat$er !orecasts in advance and durin% t$e event: w$o t$is in!ormation wi"" be passed to and w$ere t$e in!ormation wi"" be obtained. The &eather !orecat &ill be monitored by 5ill Victor and the in!ormation &ill be paed to Fred 5lo## !or any rele"ant action% The in!ormation &ill be obtained !rom the 7et *ireann &ebite% ,8 NUI Galway Event Management Plan template d1 May 13 4% In5ident Management #$is section a""ows !or detai"s o! t$e mana%ement o! t$e event under norma" circumstances as we"" as detai"s o! $ow t$e event wi"" be mana%ed s$ou"d an un!oreseen incident occur. The e"ent &ill be mana#ed !rom an *"ent -ontrol .oom, &hich include repreentati"e o! the e"ent or#anier and the emer#ency er"ice% *"ent -ontrol monitor e"ent a!ety and co6ordinate and direct the role o! the "ariou a#encie in"ol"ed% Ext&eme -eat7e& Extreme weat$er may cause ot$er actions to be ta3en to prevent in<ury or dama%e. "ease detai" $ere i! t$ere are any issues re%ardin% t$is event. +! e/treme &eather a!!ect the Fair, Fred 5lo## &ill ta'e appropriate action to pre"ent in?ury or dama#e% , thi i an open ite, tron# &ind may become an iue, epecially &ith electrical e(uipment on the ta#e% The deciion o! cancellation8amendment to the e"ent lie &ith the e"ent or#anier% EMER#ENC* VEICLE ACCESS RO"TES #$is para%rap$ s$ou"d detai" any dedicated emer%ency ve$ic"e access routes and rende;vous points or any pub"ic routes or "ocations t$at may be used !or emer%ency ve$ic"es. /9 NUI Galway Event Management Plan template d1 May 13 #$ese are more easi"y s$own wit$ re!erence to t$e site map. There are t&o loc'ed #ate onto the playin# !ield, &hich can be unloc'ed by either the e"ent or#anier or the emer#ency er"ice, and &hich &ill pro"ide direct acce to the playin# !ield% Thee route are mar'ed on the ite map% EVENT EVAC"ATION PLAN Detai" $ere emer%ency evacuation !or visitors as we"" as t$e event team and contractors: inc"udin% car par3s. Plan !or the e"acuation o! the ite or ditinct part thereo!, are contained in the 7a?or +ncident Plan, at ,ppendi/ /1