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Appendix 5

Event Management Plan


Event Name
Event Date and Times
Owned by: ____________________________
Version: ____________________________
Date Submitted: ________________________
Review Date: ___________________________
NUI Galway Event Management Plan template d1 May 13
Contents
1. Event Overview
Event description
Location
Dates and Duration
Entrance and Exit points
Attendance
Audience ro!i"e
#$e Event Or%anisers
Ro"es and Responsibi"ities
&ontacts
&aterin% and 'ospita"ity
Li(uid etro"eum )as
Litter
Entertainment
*arriers
Security+Stewardin% &ompanies
&&#V
,. &ommunications
A System
Radio
Loud 'ai"ers
#e"ep$one
Si%na%e and ub"ic -n!ormation
.edia 'and"in%
/. #ra!!ic .ana%ement
0. .edica" and 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
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Event Evacuation "an
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EVENT DESCRIPTION
LOCATION
DESCRIBE TE SITE AND SOME O! TE
S"RRO"NDIN# AREA
DATES AND D"RATION
0
$% Event Ove&vie'
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ENTRANCE(E)IT POINTS
ATTENDANCE
A"DIENCE PRO!ILE
TE EVENT OR#ANISERS
2
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TREE O! RESPONSIBILIT*+
ROLES AND RESPONSIBILITIES
CONTACTS
CATERIN# AND OSPITALIT*
4
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LI,"ID PETROLE"M #AS
LITTER
ENTERTAINMENT
BARRIERS
5
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SEC"RIT*(STE-ARDIN# COMPANIES
CCTV
7
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PA S*STEM
RADIO
LO"D AILERS
TELEPONE
8
.% COMM"NICATIONS
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SI#NA#E AND P"BLIC IN!ORMATION
MEDIA ANDLIN#
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11
/% TRA!!IC MANA#EMENT
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!IRE E)TIN#"ISERS
1,
0% MEDICAL AND !IRST AID COVER
5% !IRE RIS1 ASSESSMENT
2% #a&dai
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RIS1 ASSESSMENTS
INCIDENT RECORDIN#
INS"RANCE
-EATER
1/
3% RIS1 MANA#EMENT
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E)TREME -EATER
EMER#ENC* VEICLE ACCESS
EVENT EVAC"ATION PLAN
10
4% In5ident Management
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Event Management Plan #6idan5e
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o' to 6se t7is g6idan5e
A b"an3 temp"ate p"an is provided : as a startin% point !or
your Event .ana%ement "an. -t s$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$e p"an.
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Event Management Plan
Event Name
Summer Fair
Event Date and Times
July 3rd 2011, 10am
10pm
Owned by: Vincent de Paul Society
Version: 4
Date Submitted: 2nd February 2011
Review Date: 16th February 2011
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&ontents
1. Event Overview
Event Description
Location
Dates and Duration
Entrance and Exit points
Attendance
Audience ro!i"e
#$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$one
Si%na%e and ub"ic -n!ormation
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.edia 'and"in%
/. #ra!!ic .ana%ement
0. .edica" and 1irst Aid &over
2. 1ire Ris3 Assessment
4. o"ice
5. Ris3 .ana%ement
Ris3 Assessments
-ncident Recordin%
R-DDOR
'ea"t$ 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
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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.
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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$eir ro"e entai"s.
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, brie! decription o! role and reponibilitie i
included belo&
Sa!ety 3!!icer 3"erall mana#ement o! a!ety iue
relatin# to the e"ent%
*"ent 7ana#er 7ana#ement o! incident on the
#round% 7ana#ement o! 'ey
contractor, mana#ement o! iue
and compliance, ite mana#ement,
entertainment mana#e
*"ent Team
Security and Ste&ardin#
-ompanie
-ro&d Sa!ety, earchin#, and
admiion control, bad#e chec'in#%
Tra!!ic 7ana#er8Tra!!ic 7ana#ement
-ompany
Tra!!ic 7ana#ement 9a peci!ied in
Tra!!ic 7ana#ement Plan:
Firt ,id Firt,id . ; are contracted to
pro"ide Firt ,id co"er in accordance%
Sa!ety o! "ulnerable adult and
children
<arda "etted chec'ed peronnel &ill be
located in The Pa"ilion, and ta'e
reponibility !or, any lot, !ound or
"ulnerable people%
CONTACTS
-! t$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$ey are
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-! app"icab"e: describe t$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 $ow
many wi"" be on@site.
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-nc"ude detai"s o! t$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$ey are: or re(uire to
be S-A re%istered.
The playin# !ield are co"ered by --TV and the operator ha"e
been made a&are o! the e"ent ta'in# place% ,n o!!icer &ill be a"ailable in the
--TV room on the day o! the Fair, and a contact number ha been pro"ided%
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.% COMM"NICATIONS
PA S*STEM
#$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$ose trained and con!ident in use.
=oud hailer are pro"ided at the entrance, and at the ta#e, in cae o! P,
ytem !ailure% The e"ent or#anier and te&ard are trained and con!ident
in the ue o! a loud hailer%
TELEPONE
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#$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$e event.
Pre6prepared media tatement, &ith #ap !or attendance number etc &ill be
&ritten by the Vincent de Paul Society team prior to the e"ent%
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/% TRA!!IC MANA#EMENT
#$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%
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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$ere ris3 assessments can be !ound and any
si%ni!icant issues
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arisin%.
Pleae ee ,ppendi/ !or complete ri' aement% Thi ha been made in
accordance &ith the .i' ,ement document%
INCIDENT RECORDIN#
#$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%
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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.
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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/
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