weekender 15th, 16 , 17 june 2012 - tower hamlets

ESMP Version 2.0 ESM12/001 14.02.12

WEEKENDER 15th, 16th, 17th June 2012

EVENT SAFETY MANAGEMENT PLAN

Version 2.0: 14/02/12

Produced for Lovebox Festivals Ltd, 59-65 Worship Street, London, EC2A 2DU


Contents

1. Planning & Management 1.1 Event Summary 1.2 Artists and Running Order 1.3 Roles and Responsibilities

2. Event Details 2.1 Venue Design 2.2 Audience Profile 2.3 Admissions Policy 2.4 Production Schedule

3. Fire Safety 3.1 Fire Retardancy 3.2 Structural Sign Off 3.3 Capacity Assessment of whole site 3.4 Capacity Assessment of individual structures 3.5 Schedule of Fire Fighting Equipment

4. Event Contingency Planning 4.1 Consultation 4.2 Multi Agency Control Room 4.3 Multi Agency Walk Round 4.4 Multi Agency Meeting onsite 4.5 Show Stop

5. Communication 5.1 Multi Channel Radio System 5.2 Radio Controllers 5.3 Landline Telephones 5.4 Headsets 5.5 Radio Channels 5.6 Gridded Site Plan 5.7 Event Control number 5.8 VoIP Numbers

6. Crowd Management 6.1 HSE Guidance 6.2 Appointed Company 6.3 Resources available to Crowd Management Co-ordinator

7. Transport Management 7.1 Phases 7.2 Build & De-rig 7.3 Event Ingress 7.4 Event Egress 7.5 Additional Transport Services 7.6 Car Parking 7.7 Contractors 7.8 Traffic Management Order 7.9 Gate closures

8. Structures 8.1 Temporary Structures 8.2 Technical Information 8.3 Sign Off


8.4 Structure supplier details 9. Barriers

9.1 Contractors 9.2 Structural Engineers 9.3 Pit barrier 9.4 CCB

10. Electrical Installations & Lighting 10.1 Electrical Contractors 10.2 Site Lighting Check 10.3 Competent Persons

11. Food, Drink & Water 11.1 Catering Franchises 11.2 Food Safety Team 11.3 Fresh water 11.4 Public water points 11.5 Grey Waste 11.6 Grey Water Tanks

12. Merchandise & Special Licensing 12.1 Head and Shoulder massage 12.2 Therapists 12.3 Official Lovebox Merchandise

13. Amusements, Attractions & Promotional Displays 13.1 Amusement Rides 13.2 Supplier 13.3 Risk Assessment

14. Sanitary Facilities 14.1 BS6465-1:2006 14.2 Capacity 14.3 Screened 14.4 Servicing 14.5 Locations 14.6 Queue Toilets 14.7 Staff Toilets 14.8 Servicing Contractor

15. Waste Management 15.1 Contractor 15.2 Contact 15.3 Site Cleaning Schedule

16. Sound: Noise & Vibration 16.1 Organisation 16.2 For Attendees 16.3 For Workers

17. Special Effects; Fireworks & Pyrotechnics 17.1 Council contact 17.2 Current plans

18. Facilities for People with Special Needs 18.1 Wheelchair Accessible Toilets 18.2 First Aid Points 18.3 Viewing Platforms 18.4 Individual Venues Accessibility


19. Medical, Ambulance & First Aid Management 19.1 Event Medical Resources 19.2 2007 Figures 19.3 2008 Figures 19.4 2009 Figures 19.5 2010 Figures 19.6 2011 Figures 19.7 Primary Medical Point 19.8 Provision Schedule 19.9 Local A&E Facilities

20. Information, Welfare & Children 20.1 Welfare Facilities 20.2 Lost Children 20.3 Further details

21. Performers & Media 21.1 Details

22. Accreditation 22.1 Accreditation Process 22.2 Format for accreditation

23. Contacts Appendix A – Event Risk Assessment Appendix B – Fire Risk Assessment Appendix C – Crowd Management Plan Appendix D – Site Plan Appendix E – Medical Plan Appendix F – Noise Management Plan Appendix G – Accessibility Appendix H – Crowd Dispersal Plan


1. Planning & Management

1.1. Event Summary

Lovebox Show Days: Fri 15th, Sat 16th & Sun 17th June 2012 The total licensed capacity for each event day will be 29,999. Event Schedule:

Friday Doors open 14:00 Bars & fairground close 22:45 Food traders curfew 22:45 Music Finishes 23.00 Site closed 23:30

Saturday Doors open 12:00 Bars & fairground close 22:45 Food traders curfew 22:45 Music finishes 23:00 Site closed 23:30

Sunday Doors open 12:00 Bars & fairground close 22:15 Food traders curfew 22:15 Music curfew 22:30 Site closed 23:00

1.2. Artists & Running Orders

Running orders for the following stages and venues will be added as a separate appendix to this document:

o Main Stage Friday - Hot Chip, Crystal Castles Saturday – Friendly Fires, Emilie Sande Sunday – Holly Johnson, Nicky and the Dove

o Bang the Big Top Arena Friday – Magnetic Man. Saturday – Hospitality, Sunday – DJ Hell

o Stage 2 o Wah Wah 45’s o The Bearded Kitten Stage o Rizla Area o Floripa Cocktails and Live Music o Art Against Knives o Rebel Rave o Downlow o VIP Area


1.3 Roles & Responsibilities Promoter Operations Manager Event Organiser Jools Butterfield, Lovebox Festivals Ltd The Promoter Operations Manager is responsible for management of issues relating to artist, stage talent, content providers, guestlist operations and communications/ messaging with the Lovebox crowd. The Event Organiser is the person responsible for all aspects of licensing and public safety and will be present and available during the event. The Event Organiser, or a Deputy will be available throughout the construction and breakdown of the event.

Event Production Manager Deputy Event Organiser Dave McCalmont, PAPA Responsible for the overall management of the event - co-ordinating the management teams for site and stage production, security and gates and all other operational services and suppliers key to the safe running of the event. Operations Manager Deputy Event Organiser Sean McNally, PAPA Responsible for co-ordination and integration of site operations, sponsor activities, stage production, bars operations, markets and other activities and content providers. Site Manager Ofir Azenkot Deputy Event Organiser ) Designated Premises Supervisor ) Event Safety Officer ) Mick Bowles, Event Safety Management Ltd The Event Safety Officer will provide assistance as broadly defined in chapter one of the Event Safety Guide, namely; pre-event and on site liaison with contractors, self-employed people and the health and safety enforcement authority, checking of safety method statements and risk assessments, checking of appropriate certificates in respect of installations, electrical supplies, etc., preparation and monitoring of site safety rules, communication of safety information to contractors on site, monitoring and co-ordinating safety performance and co-ordinating safety in response to a major incident. Deputy Event Organiser ) Deputy Event Safety Officer ) Wesley Pierce, Event Safety Management Ltd Stage Production Manager Neil McDonald, Clockwork Responsible for overseeing the installation of all elements of show production (sound, lights, video).


Stage Managers Each of the stages and arenas is assigned a responsible person for production, artist liaison and stage management. The Stage Managers are responsible for ensuring the smooth running of the show on their stage. Responsible for enacting show stop procedures and emergency announcements at their respective stages. Head Of Security Steve Reynolds, Showsec Ltd The Head Of Security is responsible for all aspects of crowd management, security and safety within the event and associated venue areas, under the direction of the Event Organiser, and are additionally responsible for the management of security staff/stewards and their response to fire and contingency procedures. Event Control Event Safety Management Ltd Event Control will operate as the Event ‘Silver’, and will act as the point of contact between all agencies, and other stakeholders on site. Event Control will be first point of contact for calls for assistance from Event staff requiring staff, and will act as the coordinating body when requiring actions from stakeholders or contractors. Metropolitan Police Gold Command – Commander Robert Broadhurst (Pan Ldn) Silver Command – Commander Michael Johnson (Pan Ldn) Lovebox Bronze – Chief Inspector Helen Lewis The Police role will, primarily, be the maintenance of order and the prevention and detection of crime. The Police will not be involved in the routine management of the event, although they have specific roles in the management of Emergency Situations and Major Incidents. A separate Police Operational Order will be prepared for this event. Medical Providers Excel

The role of the Appointed Medical Provider is to plan the provision of medical, ambulance and first aid services, have responsibility of providing an appropriate management and operational control infrastructure and to liaise with the ambulance service and local Accident & Emergency Department.

Medical Manager Dave Owen, Excel Responsible for all aspects of on site medical support. To have overall responsibility of the smooth running of the event To deal with any problems or queries which may arise during the event. To liaise with relevant agencies. Medical Co-ordinator Carl Hannon, Excel

To act as Event Control liaison. To ensure all medical facilities and support are in place. To deal with any problems or queries which may arise during the event.


London Fire Brigade London Ambulance Service Event Noise Control Officer Jim Griffiths, Vanguardia Consulting To monitor event noise levels in respect of boundary conditions, liaise with and direct the on-site sound technicians, in respect of operating within these conditions. Attend sites of potential nuisance, and provide information to the Event Organisers and council Officers as required. Structural Engineers Campbell Reith To provide independent verification of structural safety of temporary structures, and certification of their satisfactory completion. Bars Manager Ivor Wilkins The Bars Manager is responsible for the implementation of the sensible drinking policy, age policy and the smooth running of the bars onsite. At the end of the event or in the event of an emergency they are responsible for closing the respective bars on time as per the license conditions or under the instruction of the safety team. Food Concessions Manager Lulu Azenkot The Food Concessions Manager is responsible for the catering outlets onsite trading onsite sensibly and the closure of the outlets in line with the license or under the instruction of the safety team.


2. EVENT DETAILS

2.1. Venue Design 2.1.1. Lovebox is held within Victoria Park, which is located within the London Borough of Tower

Hamlets. See below an overview of the position of the site; Please note this is not to scale or proportion, but to demonstrate position of site in relation to surrounding area.

2.1.2. The site design features a steel shield fence, surrounding the whole site. With 14 exits located at points around the perimeter. This fencing will be supplied and installed by an appointed competent contractor - Entertee.

2.1.3. The site plan has been overlaid with a grid, which will be referred to throughout this

management plan and is located at Appendix D.

2.1.4. Within the site are multiple performance areas including outdoor stages, marquees and self contained structures. Each of these locations are identified by a number on the plan and are listed on the right hand side.

2.1.5. There are a number of supporting pieces of infrastructure including bars, catering outlets,

toilets and medical & event management facilities. These are also identified on the plan as a number and listed on the right hand side.

2.2. Audience Profile

2.2.1. The event is aimed at a concentration of customers in the 18-35 age range.

2.2.2. We are anticipating a 50/50 split of male/female within this range.


2.2.3. The crowd profile of the audience changes slightly dependant to the artist line up on the stages. However Lovebox has a consistent following to the event itself.

2.3. Admissions Policy 2.3.1. Glass or alcohol will not be permitted into the event, and security staff will have the discretion

as to whether to allow other food products.

2.3.2. In order to minimse the amount of litter leaving the site and to enforce the license condition, security will ensure that the audience leave behind any unfinished drinks at the end of the event.

2.3.3. A full search policy will be in effect for the event, this can be found within the Security

providers plan (Showsec).

2.3.4. Amnesty bins will be positioned on the route into the event so that attending public have the opportunity to dispose of any drugs prior to entry.

2.4. Production Schedule 2.4.1. Details of the production schedule will be contained in this section.


3. FIRE SAFETY 3.1. Structures, which have been dressed with materials posing a potential fire risk will be addressed

individually by the event safety officer and signed off as safety compliant by the structure operators before being opened to the public.

3.1.1. Within the pre event information provided to contractors and companies working onsite at Lovebox they are informed that all potentially flammable material must be treated with a flame retardant product or replaced with inherently flame retardant products. Copies of the flame retardant certificates are collated in advance of the event within the contractor files.

3.2. Those structures requiring individual sign off due to their bespoke nature will be detailed here.

Campbell Reiths are the appointed structural engineers for Lovebox, they receive all of the documentation prior to the event and then visit the site during the build of the infrastructure to carry out checks and advise.

3.2.1. Once complete and the structural engineers are satisfied with the integrity of the structures,

they are signed off by the company. During this procedure the councils building control officers are consulted with and make suitable suggestions with the structural engineers.

3.3. Capacity Assessment of whole site 3.3.1. Available Space (excluding structures) is 63,000m2, and so is adequate for an audience of

29,999 persons at a minimum provision of 0.5m2 per person. 3.3.2. Exits (excluding main entrance gate)

14 x Gates x 4.8m exit width = 67.2m total exit width or 128 units exit width 128 units x 40 ppm flow rate = 5,120 people per minute 29,999/5120 = less than 6 minutes to evacuate

3.4. Capacity Assessment of individual enclosed arena/bar structures 3.4.1. As any enclosed arenas are confirmed, their capacity will be assessed here in line with their

dimensions and fire exit routes available. 3.4.2. Downlow Arena: 20m x 30m marquee structure with scaffold frontage

Floor Space - Available floor space (excluding staging and infrastructure) is 480m2 or 960 persons at 0.5m2 per person. Desired capacity of this area is 900 people. Exits (N/(40 x T) = U) where N= number of persons (900)

T = time factor in minutes (2.5mins) U = number of units required (0.525m each)

900 / (40 x 2.5) = 9 Therefore 9 units of exit width required (= 5.25m)

(U/4) + 1 = E (9/4) + 1 = 3

Therefore area requires a minimum of 3 exits comprising not less than 9 units of exit width. Area will contain at least this number and width of exit space in addition to the main entrance / exit.

Therefore desired occupant capacity of 900 persons is within exit capacity.


3.5. Schedule of fire fighting equipment

Water CO2 Blankets Dry Powder Artist Check In 1 Artist Catering 2 1 1 Crew Catering 2 1 1 Kitchen 1 1 2 Main Stage 1 4 2 Main Stage FOH 2 Stage 2 1 4 1 Stage 2 FOH 2 Bang the Big Top Stage 1 4 1 Bang the Big Top Stage Arena 4 Bang the Big Top FOH 2 Rizla Area 1 2 Floripa Cocktails and Live Music 1 2 1 Intergalatic Space Bar 1 1 Bombpass & Carr Cocktail Bar 1 1 Meat Liquor Al Fresco Dining 1 1 1 Bearded Kitten Stage 1 2 Fashion Retail Court 2 1 Art Martket Court 2 1 Medical Point 1 1 Bars 8 8 Bar Trailers 1 1 1 Downlow Arena 1 2 1 Hurly Burly Café 1 1 1 Info & Welfare Post 1 Police Search 2 Just Dance 2 1 Gaymers Music and Cider Bar 2 1 Bounce 1 1 Pale Blue Restaurant 1 1 1 Secret Emporium 1 1 Screen 1 Cadburys Sweet Emporium 1 1 Wah Wah 45’s Tent 2 1 Cabaret Tent 2 1 Sponsor 1 1 1 Sponsor 2 1 1 Artist Marquee 1 1 Green Room 1 1 Disabled Viewing platforms 2 VNC 2 2 Dressing Rooms (Main Stage) 4 1 Dressing Rooms (Stage 2) 1 1 Dressing Rooms (Bang the Big Top) 1 1


Dressing Rooms (Rizla Arena) 1 1 Box Office Cabins 1 Production Cabins 4 2 2 Event Control 1 1 Security Control 1 1 VIP Marquees 2 1 1 Generators 16 Fairground Rides 5 Concessions (in addition to their own provision) 5 2 5 10 Toilet Blocks 5 Main Entrance 2 Fire Exit Gates 14 Production Gate 2 Site Lighting Positions 14 Spares 12 10 5 5 Total 122 109 30 19

All of the above conform to BS EN3: Part 1 1986 (Extinguishers), BS6575: 1985 (fire blankets), and BS5306: Part 3 1985 (maintenance).


4. EVENT CONTINGENCY PLANNING

4.1. The Lovebox Weekender’s contingency plans have been drawn up by the Event Team in conjunction with the crowd management contractors (Showsec) and the relevant responsible authorities to ensure a consistent approach to planning.

4.2. A multi-agency Event Control office will be established and staffed as part of the event

arrangements, and will operate as the co-ordinating point in any untoward incidents, emergency situations or Major Incident operations. This is located at C9 on the plan.

4.3. A multi-agency site walk around will take place at 17:00 on Thursday 14th June 2012.

4.4. The proposed first multi-agency meeting will be at 12:30 on Friday 15th June 2012 on site.

4.5. Show Stop

The following persons are authorised to stop the show, should it become necessary; Event Organiser Jools Butterfield Event Production Manager Dave McCalmont Operations Manager Sean McNally Event Safety Officer Mick Bowles Deputy Event Safety Officer Wesley Pierce Head of Security Paul Legge Stage Manager tbc Security Stage Supervisor tbc If a halt is required to the show this will be communicated to the Stage Manager or in his absence

to the FOH system technician, via communications from Stage. Depending on the nature of the situation, the alert status will be upgraded via Event Control, and further instructions will be relayed to the audience via ‘Voice Of God’, or the evacuation procedures will be enacted.

Lovebox 2012 Event Contingency Plans Version 1 10.02.12 EVENT ORGANISER ONLY NO AGENCY INPUT

1) DEFINITIONS

a) These contingency arrangements have been devised to assist a co-ordinated response to unscheduled occurrences that may impact on the safe running of the event. Three categories of occurrence have been identified, each requiring a specific response reflecting their severity;

i) Untoward Incidents ii) Emergency Situations iii) Major Incidents

b) Untoward Incidents

i) An Untoward Incident is a routine occurrence that impacts upon the safe running of the

event but does not require the Police to assume the co-ordination of the resolution.

c) Emergency Situations

i) An Emergency Situation is 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 co-ordination of its resolution.

ii) Whilst Event Control is responsible for dealing with Untoward Incidents, those involved

must be aware of the limitations of their own ability to cope with a situation and thus recognise the occurrence of an Emergency Situation. In such circumstances responsibility for co-ordination of the response will pass to the Police, who will require the assistance of Event Control in the communication of essential information to security, officials and members of the public.

iii) A flexible Emergency Situation Response Plan will be implemented if required (see

section 3, below).

iv) In most Emergency Situations the deployed resources available to the emergency services will be sufficient to ensure effective resolution. However, it is recognised that circumstances may be such that a Major Incident will have to be declared.

d) Major Incident

i) A Major Incident is any emergency which requires the implementation of special

arrangements by one or more of the Emergency Services, the NHS or the Local Authority for

(1) the initial treatment, rescue, and transport of a large number of casualties;

(2) the involvement either directly or indirectly of large numbers of people;

(3) the handling of a large number of enquiries likely to be generated both from the

public and the news media, usually to the police;

(4) the need for the large scale combined resources of two or more of the emergency services;

(5) 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.

ii) A Major Incident Plan may be drawn up in consultation with those other agencies

required to contribute to it.

iii) A Major Incident can be declared by each of the agencies present based on their definition. If declared the co-ordination of all emergency services and other agencies present will be undertaken by the Police.

iv) It would not be termed a Major Incident for example if fire appliances had to attend a

fire that had already been isolated by event staff to ensure the safety of persons attending, or if crowd disorder was being dealt with and contained by event staff, as these would be categorised as Untoward Incidents or Emergency Situations, depending on the response required.

e) Resources from other Stakeholders

i) In addition to the roles of Stakeholders in dealing with Emergency Situations, other

important more general roles may be performed in assisting with Crowd Management at the event. This may take many forms, and will be further clarified through further discussion, but may include, for example;

(1) Ensuring that emergency vehicles on standby do not add to congestion or narrow

walkways.

(2) Ensuring that illegally parked vehicles are removed promptly to prevent problems with emergency vehicle access, narrowing of walkways.

(3) Ensuring that unauthorised traders are removed promptly to prevent problems with

emergency vehicle access, narrowing of walkways.

2) KEY ON-SITE LOCATIONS

a) Event Control i) Event Control will be located at C9. The Event Organiser, or a member of his staff will

be in attendance in the Event control during the licensed periods. Event Control will operate as a liaison, information sharing and communication point for all other services controls, i.e. Security, Police, and Medic controls will operate from the same location.

ii) Event Control will be operational from 10:30 hrs until stood down.

iii) The following functions will be based in Event Control throughout the event;

(1) Event Control (2) Security Radio Control (3) Bar Security Control (4) Security Event Control Liaison (5) Medic Control (6) Medical Coordinator (7) Police Liaison Officer

iv) The following will attend Event Control as required;

(1) Event Organiser (2) Event Safety Coordinator/Deputy (3) Head Of Security/Deputy (4) NHS Ambulance Officer (5) Medical Manager (6) Local Authority Officers (7) Police Bronze

b) Security Control

i) As Event Control a) above.

c) Medical Control

i) As Event Control a) above.

d) Major Incident Liaison Centre

i) Event Control will be available as a Major Incident Liaison Centre for use by members of

the Emergency Liaison Team (ELT) in the event of a Major Incident being declared.

3) PROCEDURES

a) Emergency Situation Response Plan

i) Any steward or member of staff becoming aware of a potential Emergency Situation

must advise Event Control as soon as possible, preferably by radio. A concise location and situation report should be given.

ii) On receipt of this information Event Control will conduct an assessment, in conjunction

with the Police Event Liaison Officer, to determine if the circumstances do amount to a potential Emergency Situation. If assessed as such, the Emergency Situation Response Plan will be implemented. If not, Event Control will manage the occurrence as an Untoward Incident.

iii) If appropriate (with respect to the nature of the Emergency Situation) Event Control will

halt any performances ongoing at the relevant venue at the time. Although there are natural breaks in the performances, any unplanned stoppage could indicate a possible Untoward Incident/Emergency Situation.

iv) Event Control will arrange for a public address announcement at the relevant venue to

be made on the following lines (if appropriate) “We apologise for the disruption to the show, because of a technical problem there will be a short delay. We ask you to please be patient”.

v) Radio traffic, unless essential, will be restricted to that between the initial caller and

Event Control. Any deviation from this protocol will be instigated by Event Control.

vi) Event Control will consult with the Police Event Liaison Officer and other ELT members to determine the appropriate action required to respond to the prevailing circumstances. The action will then be relayed to those required to enact this response.

vii) If appropriate, Event Control will arrange for a public address announcement to be

made to the public at the relevant venue giving an appropriate message in a clear and concise manner.

viii) Those responding (Police, Stewards, Medics, etc) will act as per their issued instructions.

ix) Event Control will advise stewards and staff of their appropriate post Emergency

Situation reporting procedure.

b) Overcrowding within any area of a venue

i) If any overcrowding occurs in any part of a venue, or if a crowd is beginning due to a

pinch point, bottle-neck, or overcrowding is caused by some other factor such as an incident or delay, Security Control/Event Control must be informed immediately. If stewards are on scene they may attempt to resolve the overcrowding as part of their general duties.

ii) Event Control and the Head of Security will immediately deploy additional resources to

assist in isolating the danger, and facilitating the evacuation of the public from the effected area, as appropriate. Depending on the nature and severity of the overcrowding, other resources may be required, as per the Emergency Situation Response Plan.

iii) In the first instance, tactics adopted by the Security Response Teams may include the

use of loud hailers to communicate information to the public, or may require the p.a. system to be muted to allow announcements to be made

c) Lost/Found Children

i) In the event of a parent reporting a lost child, they should be escorted to the

information and welfare service point (grid ref. TBC), where CRB checked staff will take further details and forward this information to Event Control. Security response teams will commence area sweeps and all exit and entrance gates will be alerted to prevent children of a similar description from exiting the site until their identity is confirmed, Police resources may be requested to assist with these operations.

ii) In the event of a child who has become separated from their parents being found, two

stewards should escort the child to the information and welfare service point, where CRB checked staff will take further details and forward this information to Event Control. All found children must be reported to Event Control, even if they are immediately reunited with their parents.

iii) No public address broadcasts will be made about lost or found children.

d) Show Stop

i) At each stage the sound system is installed with the capability to make announcements from the stage, and is powered from twin generators to ensure continuity of power supply. The security supervisors on each stage have radios with noise control headsets and additionally the stage managers have radios on separate circuits. Should a show stop be required, the instruction will come from event control to the security supervisor who will then inform the stage manager to halt the show and make an announcement over the sound system.

ii) Within the production team, a number of designated staff are authorised to make

immediate show stop decisions without reference to event control in the event of extremely hazardous circumstances (specifically in the event of unsafe crowd surges). In these cases, event control would be notified as the action was being taken, and would enact procedures accordingly.

iii) In the event that the crowd management coordinator receives instructions from Event

Control to evacuate all of part of a venue, appropriate numbers of stewards will be deployed to the areas to be evacuated and the teams of stewards on exits will be instructed to open the gates and ensure that any obstructions have been removed from the path of the crowd.

iv) Music will be curtailed, announcements will be made via the p.a. system and stewards

will direct the public towards the nearest exit and/or away from the danger area, the crowds will then be marshalled away from the gate areas to prevent these areas becoming bottlenecks.

v) The following persons are authorised to stop a stage show, should it become necessary;

(1) Event Safety Coordinator (or Deputy) (2) Event Control (3) Head Of Security (or Deputy) (4) Event Security Stage Supervisor (5) Stage Manager

e) Fire within the Arena

i) If a fire is discovered within the Arena Event Control/Security Control must be

informed immediately.

ii) The fire will be tackled in the first instance with appropriate available fire extinguishers if safe to do so.

iii) The coded message to be used in the event of a fire over the radio by security and other

staff will be <“This is a security message; will Mr Parks please come to ……<location>”

iv) On instruction from Event Control, the Head Of Security will immediately additional deploy resources to assist in isolating the danger, and facilitating the evacuation of the public from the effected area, as appropriate.

v) Fire Brigade to be called to all fire incidents immediately by dialling ‘999’, this will be

done by Event Control.

vi) Event Control will inform the Event Safety Coordinator and ELT who will decide on the level of response required in relation to the incident, in conjunction with other relevant parties

vii) Based on the level of response required, Event Control will direct a partial or full

evacuation of the arena

f) Fire within Campsite/Car Park/External to Arena

i) If a fire is discovered within the arena Event Control/Security Control must be informed immediately.

ii) The fire will be tackled in the first instance with appropriate available fire extinguishers if safe to do so.

iii) The coded message to be used in the event of a fire over the radio by security and other

staff will be <“This is a security message; will Mr Parks please come to ……<location>”

iv) On instruction from Event Control, the Head Of Security will immediately additional deploy resources to assist in isolating the danger, and facilitating the evacuation of the public from the effected area, as appropriate.

v) Fire Brigade to be called to all fire incidents immediately by dialling ‘999’, this will be

done by Event Control.

vi) Event Control will inform the Event Safety Coordinator and ELT who will decide on the level of response required in relation to the incident, in conjunction with other relevant parties

vii) Based on the level of response required, the Head of Security will direct a full or partial

evacuation of the Car Park/External area, followed by other areas as appropriate.

g) Structural Collapse

i) Should any of the temporary structures collapse, Security staff will assist in the

evacuation of any part of the venue or arena and control the crowds, in order to minimise any further casualties from any subsequent structural defects. Event Control will notify the ELT who would then advise as to next steps required.

ii) Police resources will be deployed via Event Control to assist in evacuating the venue or in securing traffic routes and evacuating the overflow area as required.

h) Suspicious Package

i) Given the nature of the event a suspicious package is defined by it’s location,

surroundings and characteristics. If such a package is found, in the first instance all radio communications should be made from a distance of over 50 metres, and the package should be isolated from the public.

ii) The coded message to be used in the event of a suspicious package over the radio by

security and other staff will be -

iii) “This is a security message; will Mr Daley please come to ……<location>”

i) Bomb Alert

i) If any bomb threat is received or a suspicious package is found the Police Event Liaison Officer must be notified immediately via Event Control. He/she will be responsible for the co-ordination of the response to a bomb threat in accordance with agreed Metropolitan Police procedures

j) Evacuation

i) There are three alert states during the event;

(1) Green Event running smoothly with no major concerns (2) Amber Will be declared when there is potential overcrowding or fire /

bomb threat or evacuation may have to take place (3) Red Will be declared when a full or partial evacuation of the event will

take place.

ii) If the alert state alters this will be communicated by Security Control to Security Staff via Radio.

iii) The decision to evacuate people from the Arena or Site to a designated Safety Area, to

be determined on site with respect to the incident, due to fire, structural collapse, bomb threat, public disorder or for any other reason will be taken by Event Organiser and the Event Safety Coordinator after consultation with ELT members.

iv) Should evacuation be deemed necessary, Event Control will direct the P.A. points at

each stage to announce cease performance and relay the following message to the public.

v) “DUE TO UNFORESEEN CIRCUMSTANCES THE ORGANISERS REGRET THAT THE

EVENT CAN NO LONGER CONTINUE. YOU ARE, THEREFORE, ASKED TO LEAVE THE ARENA IMMEDIATELY THROUGH THE EXITS (to be determined) & the arena entrance (to be amended according to above) THANK YOU”

vi) An immediate response to rendezvous at all Arena exits and at the Arena Entrance will

be required by Security Teams in order to direct the audience to the evacuation point.

vii) Areas in which fires are or involving structures such as marquees and raised platforms will be evacuated immediately.

viii) All Emergency Exits will be open and available if required.

ix) Security staff on duty inside the Arena will assist the public from the arena into the

emergency evacuation area as directed by Event Control. They will also facilitate the arrival of the emergency services and ensure that they are directed to the location of the incident and are able to work without interference. They will work to prevent panic and take other action as appropriate.

x) Police officers and stewards will prevent any re-entry without specific permission from

Event Control. This will only be forthcoming following consultation between Event Control, the Event Safety Coordinator and ELT members.

xi) Members of the public will not be allowed to collect belongings until this has been

authorised by Event Control (following consultation as x) above), if a venue is being evacuated care must be taken to ensure that this does not create crowd build up at the other venues which may well still be operating.

k) Evacuation of Vulnerable Persons

i) Areas in which vulnerable people are known to be located (i.e. wheelchair access viewing platform and children’s area) will be evacuated immediately by the Event stewards responsible for that location.

ii) Additional steward resources will be deployed by the Head Of Security and Event Control to assist in the evacuation of these areas.

iii) People from this area will be evacuated to a designated safe area, where they will remain

under the management of stewards until either the incident is resolved, or more arrangements are made for their dispersal. In the event of any vulnerable persons being separated from their carers, stewards will remain with that person, at this location until further arrangements can be made.

l) Major Incident Procedures

i) Major Incident procedures will come into effect as outlined in ‘Definitions’ (section 1)

and it is anticipated that an evacuation of the Arena, or other parts of the site will have been undertaken by the event staff who will then be at the disposal of the co-ordinating command of the Major Incident.

ii) The on site Rendezvous Point (RVP) will be at the Lido Gate on Grove Road. This will

be for all emergency vehicles deemed necessary whereupon they will be directed from there. All off site traffic routes will be established and maintained by the Police to facilitate that or other rendezvous points as may be set up.

iii) A full list of event staff to be available to the emergency services in the event of a Major

Incident will be maintained by the relevant section heads at all times. A list of liaison officers will be maintained at Event Control at all times. The Event Organiser, or Event Safety Coordinator and Event Control would be present in the Major Incident Liaison Centre during a Major Incident operation in order to assist in the co-ordination of the event personnel and assist as requested thereafter.


5. COMMUNICATION

5.1 Site communication will be conducted using a multi-channel radio system. 5.2 The following organisations will have radio controllers located within Event Control to assist

message passing & logging. Showsec (Main Security Contractor) Guardforce (Bar Security Contractor) Excel (Medical Provider) Event Safety Management (Event Control)

5.3 Landline telephones will be installed at Event Control (and in other key locations) to provide off site

communications should mobile telephone networks be overloaded.

5.4 Stage and venue managers will be equipped with headsets to ensure they can receive radio messages in high noise situations.

5.5 RADIO CHANNELS

Who Channel Event Control (Repeater) 1 Noise Management (Repeater) 2 Site management(Repeater) 3 Security (Repeater) 4 Lovebox Event Channel 5 Artist Liaison 6 Stage and Production 7 Bars 8 Power 9 Water & Waste 10 Press 11 Outside Site 12

A directory of telephone numbers is contained in Chapter 23.

5.6 Radio holders will be equipped with a gridded site plan, to aid location finding.

5.7 The event control landline telephone number is 0208 983 4409


5.8 There is a Voice over IP (VoIP) phone system in operation throughout the site offices, please see

key contact numbers below:

Event Office (Dave McCalmont, Sean McNally, John Badcock) 0845 880 6683 Site Office (Ofir Azenkot, Carly) 0845 880 6684 Promoters Office 0845 880 6687 Stage Production Office (Neil McDonald) 0845 880 6688 MAMA & PAPA Office 0845 880 6689 Production Accreditation 0845 880 6690 Event Control 8845 800 6691 Police 0845 880 6692 Artist Liaison / Dressing Rooms 0845 880 6693 Main Medical 0845 880 6694


6. CROWD MANAGEMENT

6.1 Crowd Management will be undertaken following the guidance outlined in the HSE Publications;

‘The Guide to Safety at Sports Grounds’, ‘The Event Safety Guide’ and ‘Managing Crowds Safely’.

6.2 Crowd management will be undertaken by event security/stewarding company, Showsec, under the auspices of the Crowd Management Co-ordinator, in consultation with the Event Organiser. The Crowd Management Co-ordinator will monitor crowd build-up and flow, with particular respect to;

ensuring that no overcrowding occurs in any part of the site by controlling and directing the audience when entering, leaving and moving around the site and achieving an even flow of people and an acceptable density, with particular respect to ingress and egress points. maintaining agreed capacities within the arena, enclosed structures and associated areas, keeping emergency ingress and egress routes clear at all times, with particular respect to the perimeter exits and emergency routes,

monitoring crowd pressure and overcrowding, with particular respect to queuing, stage fronts, and individual structures, and will direct event security/stewarding staff as appropriate.

6.3 A variety of resources are available to the Crowd Management Co-ordinator, namely;

i. Site Layout ii. Event Stewarding Resources iii. Resources from other Stakeholders

a. Site Geography & Layout The main arena offers a large expanse of open space for a large proportion of the audience to be accommodated. The site has been designed with crowd flow in mind, and thoroughfares to either the main, Stage 2 or BTBT remain wide and sweeping throughout the site. A structured entry system using crowd control barrier will be used at the main entrance into site to facilitate wristband checking and bag searching by trained security personnel. Around the perimeter of the site are fire exits, where these fire exits are obscured from view, or are away from main thoroughfares and arenas, clearly signed access lanes to these fire exits are provided. Both the access lane and the fire exit will be manned by a trained steward, with a brief only to open his or her lane or exit in response to the pre-defined code words as set out in the ‘Lovebox Contingency Plans’


b) Resources from other Stakeholders

In addition to the roles of Stakeholders in dealing with Emergency Situations, other important more general roles may be performed in assisting with Crowd Management at the event. This may take many forms, and will be further clarified through further discussion, but may include, for example;

• Ensuring that emergency vehicles on standby do not add to congestion or narrow walkways.

• Ensuring that illegally parked vehicles outside of the perimeter and within backstage areas are

removed promptly to prevent problems with emergency vehicle access, narrowing of walkways.

c) Crowd Management Actions In The Event Of An Evacuation

i. At each stage the sound system is installed with the capability to make announcements from the

stage, and is powered from twin generators to ensure continuity of power supply. The security supervisors on each stage have radios with noise control headsets and additionally the stage managers have radios. Should a show stop be required, the instruction will come from event control to the security supervisor who will then inform the stage manager to halt the show and make an announcement over the sound system.

ii. The individual Stage Managers are authorised to make immediate show stop decisions without

reference to event control in the event of extremely hazardous circumstances (specifically in the event of unsafe crowd surges). In these cases, event control would be notified as the action was being taken, and would enact procedures accordingly.

iii. In the event that the crowd management coordinator receives instructions from Event Control to

evacuate all of part of a site, appropriate numbers of stewards will be deployed to the areas to be evacuated and the teams of stewards on exits will be instructed to open the gates and ensure that any obstructions have been removed from the path of the crowd.

iv. Music will be curtailed, announcements will be made via the p.a. system and stewards will direct

the public towards the nearest exit and/or away from the danger area, the crowds will then be marshalled away from the gate areas to prevent these areas becoming bottlenecks. The security team will be responsible for evacuating and clearing their arena, as per their pre-existing evacuation plans.

Showsec’s full crowd management plan can be found in appendix C of this document.


7. TRAFFIC MANAGEMENT

7.1 Traffic Management at Lovebox has three discrete phases; - The build & de-rig phases - The event ingress phase - The event egress phase

7.2 Build & De-rig phases During this phase all traffic will be directed to enter and exit the site via Grove road and the Victoria Park Lido Gate. The adopted Traffic Management Plan will be the same as Field Day that precedes Lovebox on the park.

7.3 Event Ingress Phase

From 08.00 hrs on Friday 15th June 2012 until 08.00 hrs on Monday 18th June 2012, the Lido Gate will be closed to all vehicle traffic and all vehicle traffic will be directed to enter and exit the site via Old Ford Road and the Victoria Park St Marks Gate. L.B. Tower Hamlets will arrange for the suspension of parking bays adjacent to St Mark Gate to assist Production vehicle ingress and egress. At no point during this phase will traffic be able to access the perimeter road beyond the Production Gate.

7.4 Event Egress Phase

The Production Gate will be closed other than to emergency vehicles for a period of approximately 40 minutes (subject to confirmation by Event Control) from 10 minutes before the live music curfew, to 30 minutes after the live music curfew, to permit pedestrian ingress towards St. Marks gate.

Further details regarding event egress can be found in the crowd management plan.

7.5 Based on previous Lovebox Weekender’s, no additional transport services are planned for

the audience.

7.6 Car parking and traffic stewards will be deployed to manage guest and artist parking and vehicle movement.

7.7 Included in this section will be details of the contractors, their staffing arrangements, and their

briefing notes.

7.8 A Traffic management order will be in place during the following hours: Friday 15th June; 22:00 hrs - 00:00 hrs Saturday 16th June; 22:00 hrs - 00:00 hrs Sunday 17th June; 21:30 - 23:30 hrs


7.9 All gates will close at dusk apart from: Terrace Gate St Mark’s Gate Royal Gate Crown Gate These 4 gates should be used for egress from Victoria Park.


THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK FOR THE TRAFFIC ORDER


8. STRUCTURES

8.1 Included in this section will be details of the temporary structures to be constructed as part of the event. This includes staging, fencing, tents and marquees.

8.2 Technical information on the structures will be supplied in advance as a separate document

to the Building Control section at the London Borough of Tower Hamlets, and in addition to our retained structural engineers, who will conduct an inspection and certification regime on structures during the build period.

8.3 Temporary structure sign off will be conducted as individual structures are completed,

however the deadline for sign off is proposed as Thurs 15th July at 6pm

8.4 See table below for latest structure and supplier details: Details of structures will be submitted to LBTH in order to obtain a section 30 licence.

Structure Description/Footprint Supplier Contact Tel.

Main Stage 19m Supernova Serious Stages Holly: 01749 899 188 Stage 2 17.08 x 8.54m stage at

4’-6’ Wango’s , S5000 Jane: 01284 729 038

Bang the Big Top 40 x 42m Bigtop tent A+J Bigtops Domenica:-01832 272 065

Downlow Arena 20m x 30m Marquee with scaffold frontage

WAAP marquees Block 9 Frontage

07710 757678

Site Bars Pole marquees Clear span marquees

LPM Bohemia WAAP

Mark: 07710 757 678

Floripa Cocktails Intents Intents 0845 094 8757 Rebel Rave G Stages 10m Tensile G Stages G Stages: 01373 830

576 Bompass Carr Cocktail Bar 2 x 10m x 10m Waap

and the bandstand Waap Leila: 07900 555 736

Bearded Kitten Stage Open sided high cover tent around 10m x 10m

TBC Leila: 07900 555 736

Wah Wah 45’s tent 60 x 40ft trad marquee TBC Leila: 07900 555 736 Cabaret Tent TBC Leila: 07900 555 736 Gaymers Cider Bar Deck and Scaff Walls PAPA Projects and

Exposure 07886348230

Perimeter Fencing Hi-Hoarding Entertee 07967 144183 Various service marquees Clearspan Marquees WAAP 07710 757678


9. Barriers

9.1 The barriers to be used in front of stage locations where a crowd focus is anticipated will be A-frame type load bearing barriers (“pit” barriers), and will be installed by competent contractors, and certified as complete by those contractors.

9.2 Additionally these barriers will be inspected by Lovebox’s retained structural engineers as

part of the event ‘sign off’ process.

9.3 “Pit” barriers will be used at the Main Stage, Stage 2, Bang the Big Top and within the Downlow Arena.

9.4 Other stages will utilise non-load bearing crowd control barriers to separate audience and

stage areas, subject to the final confirmation of artistes appearing and their audience profile and/or popularity.


10. ELECTRICAL INSTALLATIONS AND LIGHTING

10.1 Electrical installations will be installed by competent persons working for our electrical contractors, Collinge Engineering, and certified as complete according to the 17th Edition of the IET Wiring Regulations.

10.2 A site lighting check will be undertaken by the Event Safety Officers and electrical contractors

on the night of Thursday 14th June 2012.

10.3 The competent persons on site in respect of electrical installations is Steve Collinge.


11. FOOD, DRINK AND WATER

11.1 Details will be included in this section of all the catering franchises, plus the arrangements for crew & artist catering.

11.2 Further information on caterers will be supplied as a separate appendix to the Food Safety team at the London Borough of Tower Hamlets.

11.3 Fresh water will be supplied to site via a certified potable water tanker, with a back up supply

from the mains. Pipe work will circumnavigate the site with off takes at specified locations for Toilets, catering concessions, drinking water (including barrier water & water to first aid and to stages), this will remove the need for site vehicle movement or water bowsers.

11.4 Public water points within the arena will have tap boards and will be appropriately

signposted.

11.5 Grey (waste) water will be managed using waste tanks sited adjacent to bar and catering areas, which will then be emptied using a gully sucker and tanker for delivery into onsite holding bowsers, which will then be emptied at the end of each day to an off-site disposal centre.

11.6 Grey water tanks are located to allow their emptying during the event without tankers having

to traverse public areas of the site.


12. MERCHANDISING AND SPECIAL LICENSING

12.1 Ibiza Angels may be on site conducting head and shoulder massage therapies as in previous years.

12.2 Should therapists be present conducting treatments requiring a special treatment licence, this will be obtained from London Borough of Tower Hamlets

12.3 An official Lovebox Merchandise stall will be in operation on site, situated on the way out of the event site. The official merchandise stall will be permitted to trade until the closure of the last stage each night, this will impose the following curfews: Friday 16th Main Stage 23:00 Saturday 17th Main Stage 23:00 Sunday 18th Main Stage 22:30


13. AMUSEMENTS, ATTRACTIONS & PROMOTIONAL DISPLAYS

13.1 The amusement rides and other attractions to be provided at this event are: • Waltzer • Dodgems • Wayswinger • Helter Skelter • Carousel

13.2 These are supplied and managed by Irwin Leisure Ltd:

George Irvin Irvin Leisure Ltd 509 Curtis Lane Wembley Middlesex HA0 2DH

13.3 The master version of the final Event Safety Management Plan will contain risk assessments, insurance

documents and other safety information provide by the operators.


14. SANITARY FACILITIES

14.1 We have calculated the quantity of sanitary facilities using guidance contained in table 11 of BS 6465-1:2006; Minimum provision of sanitary appliances for licensed pubs, bars, nightclubs & discotheques. The proposed provision constitutes 75% of the suggested types of sanitary appliances. This variance is based on previous experience of this event and crowd.

Sanitary appliance BS 6465-1 Male WC 2 for up to 150 males, plus 1 for every additional 200 or part thereof. Urinal 1 for every 50 males up to 200, plus 1 for every additional 70 or part

thereof. Female WC 2 for up to 25 females, plus 1 for every additional 25 females up to

200, plus 1 for every additional 35 females or part thereof.

14.2 Also, as the capacity on site is unlikely to be reached and sustained at 29,999 people, figures have been based on the more likely any time occupancy of 20,000 with a gender split of 50/50 male/female, the following public toilet provision is proposed:

Sanitary appliance Number Type Male WC 39 Polyjohn Urinal 108 Four bay PQ buster Female WC 217 Polyjohn

14.3 Toilets are positioned in four blocks around the site, which will be screened from view using

covered fencing. Each toilet block will be clearly marked with high-level signage visible from a variety of positions.

14.4 Toilet blocks have been positioned to allow their servicing and emptying during the event without

service vehicles accessing the arena. 14.5 Toilet block locations are marked on the accompanying site plan. 14.6 An additional six unisex polyjohn toilets will be provided adjacent to the audience queue area

outside the site perimeter. These are for use by customers on event days and will be moved into position on the morning of the event. This toilet block can be accessed for service via the outer perimeter.

14.7 Additional staff toilets will be provided in a variety of locations, details of which will be included in

this section. Wheelchair accessible toilets will additionally be provided, details are contained in s18. Facilities for people with special needs.

14.8 Included in this section of the master final ESMP will be details of the arrangements for servicing

and emptying by Davlav.


15 WASTE MANAGEMENT

15.3 Waste Management at the Lovebox Weekender will be managed by an external contractor,

Ryan’s Event Clean.

15.4 Pat Ryan will be the main contact for this service.

15.5 The proposed site cleaning schedule is detailed on the following pages.


LOVEBOX – WASTE MANAGEMENT SCHEDULE LOVEBOX: 15th, 16th, 17th June 2012 Description: An event held in Victoria Park over 3 days. LoveBox is an established event that has been running for around nine years and has a capacity of 29,999 people a day over the weekend. There will be many market stalls, food concessions and bars. KEY AREAS

1. Main Stage VIP and backstage areas - To include dressing rooms, crew and artist catering, all press and VIP areas backstage as well as all production offices.

2. Bars and food concessions – All bar and food concessions will need 1100 bins that are maintained and replaced when needed. All food concessions must be looked after daily and ensure no food waste is left behind the stalls.

3. The internal site should be split into three main areas that consist of Main Stage, Bang the Big Top and Stage 2.

4. Outside areas – The paths leading from the Crown gate to our main entrance must be maintained at all times as these area’s are of particular concern to the council.

Pre-event Large skips, compactors, 240 wheelie bins and 1100 litre bins delivered to site. The first skips and bins to be delivered on 06th June Mon 04th – Friday 08th June

Main production team on site to commence the build, thus a waste presence will be needed on site a few days after the build starts. By midweek the production offices will be operational so bins and a small waste infrastructure will be needed to maintain the general upkeep of site.

Mon 11th to show days At least 6 staff (or as recommended) on duty to keep the site clean & tidy during the build period, including all key area’s mentioned above. An office cleaning schedule will be made to ensure that all offices areas are maintained throughout both events. Wed 13th At least 6 additional staff (or as recommended) on site to clean and prepare the site. All remaining bins to be distributed or refreshed in all key areas backstage, bars, catering units and concession stands. Production offices and all sponsor areas to be maintained and cleaned. All build waste to be removed and cleared ready for a final sweep and clean before show days. Friday 15th Saturday 16th & Sunday 17th – event days


At least 4 staff (or as recommended) on duty to keep the backstage area clean during the concert days, including Production Offices, VIP toilets, showers and dressing rooms. At least 4 staff (or as recommended) to clear litter from outside Victoria park through to and including the pedestrian gates Litter bins for confiscated items at gates and the entrance themselves will be cleared of litter. These areas are key for the overnights after each show day due to the heavy pedestrian usage of Victoria Park and council interest. Must be done a few hours after doors and during the nightshift. At least 4 staff (or as recommended) to handle trade waste from all stalls & concessions and removed to skips daily to ensure no health and safety issues on site. At least 10 staff (or as recommended) to litter pick through the three main arena’s sorting some of the litter for a recycling collection and maintaining the general upkeep of site. A late team will be needed to assist the operation during each show day evening. Overnight – A team of at least 40 (or as recommended) will clear the arenas and do a fine litter pick. All key areas must be looked at and cleaned to an acceptable standard before 8am the following morning when the main production team will arrive back on site. All outside areas of Victoria Park and key areas for the council must be completed each night to ensure the Park is maintained and no issue arise due to residential complaints etc… All Litter & waste to be removed from site each night by a licensed waste carrier to ensure the site is clean and ready for the next day. Traditionally the Saturday of LoveBox is the busiest day and thus all waste must be removed and all bins emptied and ready for the busiest day on site.

• All traders and bar bins must be emptied and ready for business. • All waste taken to the local materials recycling facility.

Monday 18th June A full day team of 40 (or as recommended) will be needed to do a fine litter pick of the arenas to ensure the site looks as clean as it did prior to the event in Victoria Park. This is a key day to make sure the site gets back to its original state and ready for the handover back to the council later in the week. Due to issues from 2010 the council will be extremely interested in how this is carried out and the standard of the work being carried out. The job will not be considered as completed until the council have signed off the work and the original cleanliness standard of the park is back to its natural state. Tuesday 19th June Waste teams to continue work on site and target areas of the site as structures and concessions are removed. Fine litter picks continued if needed to ensure the ground is clean and free of debris including cigarette ends and general waste.


Wednesday 20th – Friday 22nd July Litter teams as needed to finish and maintain litter picks as all event structures and stands are removed. Work to be done anywhere its needed to ensure the overall site is looking good and clean and no trace of the festival left behind in readiness for the council site inspection. COUNCIL INSPECTION AND HANDOVER The date of the council inspection will be confirmed closer to the event however litter teams will be needed to do all remaining work on site to ensure the successful handover at the first attempt. Depending on the de rig and the state of site staff numbers can be set to ensure suitable coverage in order to get the job done and ensure the council are happy and sign off the site. The waste program will not be considered complete until the council have signed off the park and we are no longer considered responsible. GENERAL NOTES

• Good communications channels with production and waste contractor must be set up to ensure effective responses to any areas of concern, as the event unfolds.

• Recycling initiatives and their delivery on site. • Waste removal program must be agreed and provisions made in case of a larger than expected

volume of waste. • Bins to be emptied and maintained daily • Waste to be removed from site daily • A cleaning program for offices to be agreed and maintained throughout the whole period to ensure

a visible presence to all those working on site. • All catering and bar areas to be allocated teams to ensure bins are emptied and general

cleanliness maintained. • A detailed record of the recycling process and amount of waste recorded and produced post show.


16. SOUND: NOISE & VIBRATION

16.1 Organisation o Noise management will be conducted on Lovebox’s behalf by Vanguardia Consulting, as in previous

years. o Vanguardia have had preliminary meetings with L.B. Tower Hamlets Environmental Protection officers,

outlining the noise monitoring and control strategy, which will be similar to previous years. o Site plan design and the positioning of stages has been carried out based on the location of noise

sensitive premises, and sound systems have been specified to use line array technology, and be highly directional in their focus of sound.

o Site working hours are as agreed with L.B. Tower Hamlets Environmental Protection officers, to limit the

potential nuisance from construction and de-rig noise. o In addition to the live event timings in which noise will be managed, there will be a three-hour noise

window on Thursday 14th June between 15:00 and 18:00 for soundcheck purposes within which no more than 2 hours of noise will be generated. Vanguardia Consulting will be present at all times to monitor noise levels throughout this period.

o Responsible person in respect of Noise monitoring is Vanguardia, contactable on radio channel 2.

16.2 For Attendees: The following control measures will be implemented to protect the public (event attendees and non-attendees) from exposure to damaging noise levels: ! The premises licences will contain boundary noise conditions and these will be monitored by the

appointed Event Noise Control Officer and the sound systems adjusted to take account of these levels adhered to. Much of the potential noise nuisance should be mitigated by the use of directional speaker systems, and the orientation of the speaker system.

! In addition to the boundary noise levels, individual stage area levels will be set to avoid exceptionally loud levels occurring which may not be pinpointed using boundary level monitoring.

! Within these individual stage areas, where speakers are not flown, or are flown but remain at ear level,

barriers will be erected surrounding the speakers to distance attendees from the source and protect against damage caused by proximity of high noise level.

! In order to manage the expectations of the performers and local residents, the promoters have

attended meetings and made presentations to local councillors and will make available a telephone number so residents can provide feedback on the day about noise levels.

! Noise Complaints number is 0845 880 66 84


16.3 For Workers: In line with the ‘Sound Advice: Control of noise at work in music and entertainment’ Health & Safety Guidance booklet produced by the HSE, it is recognised that the event organiser has a duty to protect the health and safety of workers – even if that noise is deliberately generated and people are willing to expose themselves. For this purpose, the following control measures will be implemented to reduce the risk of hearing damage to workers through exposure to potentially harmful levels of noise: ! The stage area, pit area and front of house control will be considered to be ‘hearing protection zones’, it is

mandatory that personal hearing protection is worn in these areas. Authorised persons only will be allowed in the hearing protection zones.

! The site is laid out so that the concessions, medics and traders are not sited in the hearing protection zone so that the minimum reasonable amount of workers are working in this high risk area.

! Workers will receive adequate rest breaks away from the hearing protection zone to ensure their

cumulative dose remains low. Workers will be advised of the risk involved with prolonged exposure to high noise levels and advised not to used personal stereo devices on breaks as this prolongs exposure and increases risk of hearing damage.

! Noise levels will be monitored throughout the event and, as above, will be measured at boundaries to

ensure the overall noise level, as set in the licence is not exceeded. In addition to these boundary noise levels, each stage should have a set maximum level to protect those working in the immediate vicinity and hearing protection zones.

! The stage layout will be considered to ensure those instruments with the highest noise output are

positioned the furthest back with lower level instruments at the front to reduce exposure to pit workers. Risers will also be utilised to elevate the louder instruments such as drum kits and so their output is offset from ear level of other workers.

! Competent monitor engineers will be employed to operate a well-balanced monitor system and maintain a

reasonable work environment for all workers allowing them to operate at a comfortable level. ! Sound checking will be conducted with the minimum number of people present as possible, workers will

be informed of sound checking timings before they occur. The duration of sound checking will be kept to a minimum to limit exposure.

! Speaker stacks and flown PA will be separated from workers to ensure it is impossible for workers to get

too close to the source of sound. This will be done using elevation of speakers and barriered areas around ground-situated speakers.


17. SPECIAL EFFECTS, FIREWORKS & PYROTECHNICS

17.1 Details of any special effects, fireworks and pyrotechnics are included in this section. These details will be sent directly to London Borough of Tower Hamlets in advance of the event.

17.2 At present there are none planned.


18. FACILITIES FOR PEOPLE WITH SPECIAL NEEDS

18.1 Wheelchair accessible toilets will be provided at each of the toilet blocks.

18.2 Additional wheelchair accessible toilets will be provided at each of the first aid points, and adjacent to the main stage front of house viewing platform.

18.3 A viewing platform will be provided at the Main Stage front of house position; details will be contained in the ‘Structures’ section of the ESMP.

18.4 Details on the accessibility of individual venues and structures will be included in this section.


19. MEDICAL, AMBULANCE & FIRST AID MANAGEMENT

19.1 Event medical resources have been planned by our medical providers and will be subject to review by the London Ambulance Service (LAS). The medical provision assessment recommends that LAS provide an Ambulance Officer to act as Forward Incident Officer in the event of a major incident or mass casualty situation.

19.2 At the Lovebox Weekender in 2007, WATAS treated a total of 113 people; 51 on Saturday, and 62 on Sunday.

19.3 At the Lovebox Weekender in 2008, WATAS treated a total of 91 people; 29 on Saturday, and 62

on Sunday.

19.4 At the Lovebox Weekender in 2009, WATAS treated a total of 122 people; 70 on Saturday, and 52 on Sunday. The average casualty rate over the 2 days was 0.2%.

19.5 At the Lovebox Weekender in 2010, WATAS treated a total of 143 people; 27 on Friday, 70 on

Saturday and 46 on Sunday. The average casualty rate over the 3 days was 0.27%.

19.6 At the Lovebox Weekender in 2011, WATAS treated a total of 132 people; 36 on Friday, 53 on Saturday an 43 on Sunday. The average casualty rate over the 3 days was 0.21%.

19.7 We will provide a primary medical point (a 10m x 10m marquee), with an additional satellite medical point. As shown on the site plan. The primary medical point has a potable water supply, trackway ambulance parking to the rear, and has access to the perimeter road, and the off site traffic road via a sterile route.

19.8 The provision schedule on the following page shows the daily intended provision based on the

purple guide assessment and the expected attendance per day based on current ticket sales.

19.9 Local A&E Facilities

Homerton University Hospital, Homerton Row, London, E9 6SR, 020 8510 5555 1.1 miles

The Royal London Hospital, Whitechapel, London, E1 1BB, 020 7377 7000 1.9 miles Moorfield Eye Hospital (A&E onsite), 162 City Road, London, EC1V 2PD, 020 7253 3411 2.8 miles


20. INFORMATION, WELFARE & CHILDREN

20.1 Given the nature and duration of the event, limited information and welfare facilities are required at Lovebox.

20.2 A ‘lost children’ will be provided as part of the information and welfare service point, staffed by CRB

checked staff.

20.3 Further details of this service will be included in this section. Information on lost/found Children procedures is included in s4. Contingency Planning.


21. PERFORMERS AND MEDIA

21.1 Details will be included in this section of the information sent out to Performers and Media, plus details of the how they will be managed at the event, and details of the roles and responsibilities of those managing these aspects.


22. ACCREDITATION

22.1 Details will be included in this section explaining how the accreditation process will be managed at

the event, plus visual examples of accreditation types, passes and vehicles passes.

22.2 The following format will be used for accreditation, resulting in 6 types of RFID wristband, and 4 types of Laminate pass:

RFID Wristbands:

BARS AND TRADERS FRI/SAT/SUN/WKEND

CREW FRI/SAT/SUN/WKEND

PRESS FRI/SAT/SUN/WKEND

ARTIST FRI/SAT/SUN/WKEND

AAA FRI/SAT/SUN/WKEND

VIP FRI/SAT/SUN/WKEND

THERE MAY BE MORE TYPES OF VIP (VVIP/CORPORATE)

Hologram laminates:

FOH

FILM/PHOTO FRI/SAT/SUN/WKEND

MAIN STAGE FRI/SAT/SUN/WKEND

AAA ESCORT


23. CONTACT DETAILS Jools Butterfield [email protected] 0207 688 8988 Tim Harvey [email protected] 07855 770 673 Mick Bowles [email protected] 07850 103 821 Sean McNally [email protected] 07780 526 422 Wesley Pierce [email protected] 07795 098 655 Dave McCalmont [email protected] 07920 847 434 Neil McDonald [email protected] 07702 152653 John Badcock [email protected] 07812 3281 193 Sarah Cole – Artist Liaison [email protected] 07971 029 740 Ivor Wilkins (bars) [email protected] 07775 598 759 Mark - Davlav Portable Toilets [email protected] 07970 427 304 Site Manager – Ofir Azenkot 07817 843 060 Lulu Azenkot – Trader Mgr [email protected] 07775 582 728 Nick Bartlett [email protected] 07886 348 230


Appendix A – Event Risk Assessment Please see following pages

Date of Assessment: 10th February 2012

EVENT NAME LOVEBOX

EVENT DATE Friday 15th, Saturday 16th & Sunday 17th June 2012

EVENT TIME 14:00 – 23:30 Fri, 12:00 – 23:30 Sat, 12:00 – 23:00 Sun

EVENT ADDRESS VICTORIA PARK, LONDON

NAME OF PERSON IN CHARGE

MICK BOWLES

MOBILE NUMBER

07850-103 821

AREAS OF ASSESSMENT - ENVIRONMENT AND HEALTH - WORKING AT HEIGHT - SLIPS / TRIPS - LIFTING OPERATIONS INC. MANUAL - HANDLING - COSHH - VENUE / SITE/ CROWD MANAGEMENT - ELECTRICITY - VEHICLE MOVEMENT INC. LOADING & UNLOADING

PERSONS AT RISK QUANTITY ATTENDEES 29,999 STAFF 200 CONTRACTORS 250 PUBLIC to include:

- Visitors/Guests - OAP’s - Children - Disabled People

Y Y (possibly) Y Y

ACTIVITIES COVERED

PRODUCTION

EVENT BUILD / BREAKDOWN

WORKING AT THE EVENT

NOTES:

RISK ASSESSMENT

Risk Assessment Explanatory Notes

1. Minor Injury = Abrasions, bruising, minor burns (reddening of the skin). 2. Significant Injury = Lacerations leading to blood loss, secondary burns (leading to blistering), sprains & strains, muscle & ligament injury,

minor head injuries. Acute representations of underlying conditions i.e. asthma, epilepsy, bronchi tic illness, diabetes. Hyper/hypothermia.

3. Serious Injury = Fractures, trauma leading to significant blood loss, head injuries leading to periods of unconsciousness. Acute representations of underlying conditions such as angina.

4. Major Injury = Multiple fractures, spinal or cervical injury, multiple trauma, injury affecting respiratory system, head injuries leading to significant periods of unconsciousness. Myocardial infarction, status epilepticus/asthmaticus.

5. Major Incident/Fatality = Single or multiple fatality or large numbers of injuries in cat 3-4. Risk x Probability Values

The probability and severity rating associated with each individual hazard, is calculated before the controls are put into place. Once the controls are in place, the hazard and its severity may not change, but the probability will be reduced to a maximum of ‘Unlikely’.

THIS RISK ASSESSMENT IS A WORKING DOCUMENT AND IS SUBJECT TO CHANGE AT ANY TIME TO ADAPT TO NEW HAZARDS

PRESENTED OR CHANGES TO CONDITIONS TO HAZARDS ALREADY IDENTIFIED

Severity Probability 1 Minor Injury 1 Unlikely 2 Significant Injury 2 Possible 3 Serious Injury 3 Highly Possible 4 Major Injury 4 Probable 5 Major Incident/Fatality 5 Certainty

Risk x Probability 1 2 3 4 5 1 1 2 3 4 5 2 2 4 6 8 10 3 3 6 9 12 15 4 4 8 12 16 20 5 5 10 15 20 25

Acceptable Risk Risk Acceptable with Adequate Control Measures Unacceptable Risk

Area of assessment: ENVIRONMENT & PUBLIC HEALTH

Hazards Control Measures Severity Rating x Likelihood =

Residual Risk S x L = R

Action required where risks are not adequately controlled and

other comments

Contamination of Foods

Caterers to provide risk assessments and adhere to current food standards and legislation whilst on site Caterers to hold valid food hygiene certification Ambient foods should be delivered below 15°C Foods should be stored to ensure separation between raw and cooked foods. Utensils and work surfaces should be cleaned and disinfected after being used for raw foods or before being used for cooked foods. Ensure good personal hygiene – hands must be thoroughly washed before handling foods and after handling raw foods All foods should be cooked to a core temperature of at least 75°C High standards of kitchen and personal hygiene should be observed with regular washing of chopping boards, utensils, hands and work surfaces Foods should be held at a core temperature above 63°C for a maximum of two hours. Hot holding equipment should be clean and in a good state of repair and foods should be kept covered All foods should be reheated to a core temperature of at least 75°C Foods for cold service should be held in a refrigerated display at a core temperature below 8°C for a maximum of four hours. Food for cold service not held in a refrigerated display must be used within ninety minutes. Cold holding equipment should be clean and in a good state of repair and foods should be kept covered. Chopping boards to be kept separate – eg. brown for raw vegetables, green for salad and fruit, white for bread and dairy products Environmental health may visit site and check vendors.

3

1

3

Lack of Cleaning and Hygiene

Efficient and effective cleaning of all equipment, work surfaces, utensils, service ware, crockery and cutlery, kitchen walls and floors. All equipment, work surfaces, utensils, service ware, crockery and cutlery, kitchen walls and floors should be maintained to a good standard to enable effective cleaning. All items should be thoroughly rinsed after cleaning with potentially harmful chemicals

3

1

3

Improper Waste Disposal and vermin

Good kitchen hygiene will reduce the risk of infestation – rubbish should be properly removed and proper cleaning and storage procedures should be followed. Vermin and pests should be excluded from food handling areas – doors should close with no gaps Food waste should be disposed of in covered bins or skips, which must be emptied regularly. Waste water should be disposed of using on-site drainage facilities or should be stored and removed from site for disposal by a professional waste management contractor. Where possible, recycling facilities should be used for glass, paper, cardboard, cans and plastics

3

1

3

Lack of Personal Hygiene and protection

All food handling staff must be aware of the risks associated with food hygiene. All food handling staff should hold a minimum Basic Food Hygiene certificate or the equivalent. All food handling staff must maintain a high standard of personal hygiene. Any suspected illnesses should be immediately reported Footwear should be non slip if worn in areas likely to be wet; footwear should have steel toe caps if worn in areas where manual handling is carried out; footwear should provide cover to protect the feet from spillages of hot liquids or dropped knives in kitchen areas

3

1

3

Allergies to Food

Clear signage to be displayed eg. nuts, soya First Aid on site & Free drinking water provided on site.

4

1

4

Lack of First Aid cover

Medical and first aid personnel provided on site as per Event Safety Guide Existing annual event, so cover is based on previous years. Security to radio through for first aid cover

4

1

4

Excess alcohol / drug consumption

Alcohol Policy in place No alcohol served to under 18’s, ID required by those looking under 21 Bar Serving staff to obtain permission from their management to serve personnel already under the influence of too much alcohol Drugs prohibited from site. Any person taking / handing out drugs will be removed from the event, the police may be called.

3

1

3

Injury caused by stress

Adequate breaks are to be scheduled for staff, minimum 20mins for every 6hr shift. Refreshments and free water available on site Contractors to monitor their own staff hours and behaviours throughout build, event and breakdown. Radio communications or mobiles to be used by all event staff and security.

2

1

2

Injury caused by inefficient management to potential bomb scare, lone package

All staff, contractors and crew to be briefed on evacuation procedures, including policy and procedures for dealing with such incidents and evacuation procedures. Landline telephone line available in Event Control for calling the emergency services. Professional security company (SIA certified) contracted for this event, who will assist evacuation of public to safe area designated by event management.

5

1

5

Injury to persons due to inadequate sanitary provision

Toilets available on site, numbers guidance based on BS 6465-1 for licensed pubs, bars, nightclubs and discotheques due to nature of event. Adequate provisions available for maximum capacity on site at any one time. Clear toilet signage erected around the site Toilets to be cleaned through event, to keep hygienic Event stewards to monitor toilet usage and ensure public use them safely and properly

3

1

3

Injury due to trespassers or public attack

Invited celebrities, guests and public with tickets only to attend event SIA security checking validity of tickets before public entre site SIA security staff and staff at the entrance doors singing in and checking names/tickets on guest lists before entry. Uninvited guests and those without tickets will not be allowed access to site and if needed will be escorted off the property. Site secured with double perimeter fencing to discourage trespassers, with event designed and laid out in order to reduce or mitigate unauthorised entry. Security staff monitor loading bay access throughout the event set-up and breakdown CCTV surveillance around site, so suspicious activities/people will be seen and dealt with by security. No lone working on site by any staff, crew or contractors. Security and event staff to be briefed prior to the event on safety procedures, public eviction plans, crowd management issues and the potential for trespassers. Security staff and event staff will monitor the event and take corrective action as required.

4

1

4

Injury caused by illegal items brought to the event.

Thorough searches of public, guests and performers to be conducted prior to admission by trained SIA security staff. Police often observing activities on site

4

1

4

Injury to persons due to inappropriate or inadequate evacuation plans.

All staff, contractor and crew to be aware of evacuation procedures for event Security and stewards to be briefed by their supervisors on their roles and responsibilities, plus a clear description of the site layout in the event of an evacuation. Security Control will lead on evacuation procedures following briefings with appropriate stakeholders Event staff and crew to be briefed on their roles and responsibilities on site Deficiencies to be reported to the event management team

5

2

10

Injury due to high impact noise levels

Event organisers to adhere to the Control of Noise at Work Regulations 2005 Event Management team to monitor noise levels with Council and advice or address as necessary Noise levels to be monitored and measured at source to understand output Ear protection to be made available to staff on noise doses up to and including first action level Mandatory ear protection to be worn by all staff for second and third action levels eg. stage pit Staff exposure to be estimates then working areas rotated between noisy and quieter areas and where possible, position them away from direct noise sources, such as speakers All staff to take adequate breaks away from high noise/sound areas All contractors and crew to be briefed that noise levels on site may reach action levels and bring ear protection with them Brief staff that if they start suffering from headaches or ear ringing they should report it to supervisors and get moved or take a break in a quiet area Supervisors to monitor ear protection areas

3

2

6

Injury caused by delay in summoning medical assistance

All staff, contractors, crew, security and stewards working during the event to be briefed on any event medical procedures in place, the name and location of responsible competent persons on site able to deal with any incidents or accidents. Working team during event to hold map of site Radio communications with medical staff

5

1

5

Injury to persons due to working with hot materials

No hot metal work to be conducted at this event.

3

1

3

Lost Children Lost Children procedures in place Manned lost children point with CRB checked personnel Security, stewards and event staff to follow strict lost children procedures Event organiser to ensure procedures are followed

3

1

3

Injury due to factors external to the event but effecting the event itself

Contingency plans are drawn up for the event itself, to complement those pre-existing civil contingency plans Weather will be monitored during event set-up, event and breakdown. Event organisers, H&S advisor and local authority will decide on appropriate actions Shelter from the elements available to the public under the large number of trees on site, limited space available in the marquees on site Limited car parking available outside the event site in surrounding residential roads. Public advised on literature not to bring vehicles.

2

1

2

Area of assessment: WORKING AT HEIGHT Hazards Control Measures Severity Rating x

Likelihood = Residual Risk

S x L = R


other comments

Injury to persons working overhead

Contractor and crew works to be carried out on the ground level where possible. Only contractors trained and physically capable should work at height. E.g. Not people who suffer vertigo or fainting. Only persons authorised and competent will work overhead and use working at height equipment and plant. All contractors and venue rigging team working overhead will comply with their method statements and risk assessments on safe working at height, and to be experienced and competent in their work and tasks. Fall arrest equipment/harnesses will be used by those working with and without mechanical access equipment at height (other than on short ladders, if precautions are taken as laid out above) Mechanical access equipment with certified operators will be used to minimise climbing/rope access work. Mechanical access equipment and towers to be used as per manufacturers instructions, with full set of safety rails, toes boards, internal ladders, with outriggers in place where required. Any towers, staging or temporary installation left unattended overnight, signage to be attached to notify any persons entering the room that it should not be used, or that it is incomplete. All staff briefed to keep clear of areas where others are working at height – area to be cordoned off or managed with stewards in high viz. Where ladders are used, the top 2 steps will not be used unless additional hand supports are attached Ladders will be held secure by a second person

5

1

5

PM to monitor and record incidents and accidents.

Injury by persons working overhead

Contractors working overhead to comply with their method statements and safe systems of work. Areas of overhead working to be cordoned off by contractors, (Physically or with stewards) and no one is to work underneath them until they have finished, unless appropriate PPE is worn. Hard hats to be worn in areas where persons are working overhead. No general overhead working during the event opening times, unless at a last resort and cordoned off appropriately

5

2

10

PM to monitor and record incidents and accidents.

Injury caused by use of follow spot operators

No follow spotters expected at this festival; if there are then; (Follow spot operators will climb in the roof before the audience is in the venue and descend once all audience has left PPE will be worn by operatives for their own safety Operators will be checked by venue staff before climbing into roof, to ensure that they have no loose items in their pockets)

3

1

3

Area of assessment: SLIPS AND TRIPS



Action required where risks are not adequately controlled and other

comments

Injury due to slips and trips

Non-slip flooring around catering area Trip hazards minimised/mitigated where possible eg. cables hidden behind structures, flown or covered with cable ramps. Guy ropes and stakes to be covered with protective material, cordoned off if possible Site to have appropriate level of illumination. Barriers will cordon off any slip or trip hazards not mitigated or covered Event staff to monitor site and rectify slip or trip hazards, where spotted No storage / boxes left on site within public area, to trip over Carpets and seating to be laid by competent crew and contractors, following risk assessment and method statements for this event. Supervisor to sign off and certify all structures once completed All stairs and steps to have a minimum of one supporting handrail (2 for over 1m in widh) and extra bright lighting levels Balustrades to be sited around the edges of stages or seating areas to avoid falls off the back All steps and stage edges to be highlighted with contrasting colour nosings, for ease of seeing the edge Staff briefed about avoiding creation of trip hazards by good housekeeping of work areas during set-up, the event and breakdown Roving stewarding/security patrols in place to monitor public activities around potential slips, trips and fall hazards.

2

2

4

Damaged flooring, leading to potential trip hazards, needs reporting immediately to the event management team and cordoned off or highlighting (with hazard tape), depending on severity of risk. Drapes to be rolled up neatly, or tied into place, so they do not become trip hazards Minimum of 1m gap between furniture laid out, for ease of access/egress No rugs or matting to be laid down Branding will be erected so it does not cause any trip hazards

Area of assessment: LIFTING OPERATIONS inc. MANUAL HANDLING




comments

Injury due to unsafe manual handling to workforce/ Damage to equipment and property due to unsafe manual handling

Where possible, measures are to be introduced to minimise or eliminating manual handling, by using trolleys or lifting devices. All lifts must be properly prepared Only those staff competent and trained in safe manual handling to undertake work Contractors and staff must follow their safe systems of work and method statements whilst on site All crew to be trained in the use of handling/ lifting equipment before use. Correct PPE must be worn Staff with back injuries to inform management and not lift heavy items Event management to monitor activities on site

3

2

6

Injury caused by lifting, rigging or flown equipment

Staff to be briefed to stay clear of any lifting or rigging works until they have been signed off as completed Contractors using lifting equipment and rigging must adhere to legislation and follow their own documented method statements, risk assessments and any weight limitations provided. Areas under and around the lifting site must be cleared of people and cordoned off Safety wires to be attached to each separate piece of overhead equipment, in case of failure, to prevent falling

5

2

10

No working or access underneath sound and lighting equipment until it is raised into position, locked off and completion certificate issued. Forklift trucks/Cherry pickers/scissor lifts may be in use by contractors, compliant with documented risk assessments and method statements. Where possible, rigging works to be carried out on the ground, (eg. hanging and adjusting lighting), or by the venues own rigging teams, compliant with their own venue method statements and risk assessments. Only contractors physically capable must work at height. Ie. Not people who suffer from vertigo or fainting. Competent contractors only to work on/with rigging and flown equipment. Contractors to work to their method statements and to work within the weight limitations provided by the appropriate contractors, or the venue.

Area of assessment: COSHH




comments

Injury due to exposure to hazardous chemicals / Waste products and/or Sharps

Non-hazardous substance only on site. COSHH Safety Data Sheets, Method Statements and Risk Assessments provided to event management team in advance of the event if used on site. Any sharps found on site, to be cordoned off and disposed of in sharps box, as per documented safe operating procedures, appropriate PPE to be worn Protective clothing/equipment must be worn by contractors. Event staff, contractors and crew to be briefed to stay clear of any waste products or hazardous materials on site. Event staff briefed on hazards posed by substances used by contractors (paints, cleaning products). Crew briefed to avoid other contractors work activities to avoid risk of contact.

3

1

3

Injury due to the use of LPG or gas cylinders

Possible LPG usage for fork lift trucks and catering units, to be handled, stored, used and transported in accordance with manufactures instructions and in compliance with current regulations and codes of practice. Full details and usage to be collated from each contractor bringing them on site. Maximum of one spare container to be left in a designated storage area to be agreed with event management team and as per manufactures instructions Daily inspections by contractors, of the casings, hose and attachments to be carried out before use. Where gas cylinders are used by caterers or bar staff, they must follow their own method statements, risk assessments and legal guidance on safe use, transportation and storage

5

1

5

Injury due to special effects/pyrotechnics/lasers/ Smoke machines

COSHH Safety Data sheets, Risk Assessment and Method Statements to be forwarded to event management team, by competent contractors. Clear signage to be displayed where flashing lights to be used, manufacturers guidance to be followed All works to be certified before use.

4

2

8

Injury caused by plant fumes on site

Outdoor event so fume build up unlikely Limited diesel plant in use inside partially enclosed structures, where possible plant will run on battery back up and only use engine to recharge battery. Activities to be monitored.

2

1

2

Area of assessment: VENUE / SITE INFRASTRUCTURE




comments

Improper Installation of Infrastructure and kitchen Equipment

Competent contractors moving equipment in to place Site layouts agreed before contractors on site, Site Manager to monitor adherence to specified layout Competent crew to assist with movement of equipment All staff to wear appropriate PPE (eg. Safety boots and gloves) Trolleys, Lifting equipment or equipment with wheels to be used where possible Competent trained plant drivers only

2

1

2

Collapse of Temporary Structures

Competent contractors used for design and installation of all temporary structures All temporary structures and installations must be constructed according to plans, calculations and method statements, and certified as such by contractors All equipment, infrastructure and installations will be visibly checked to ensure stable and set-up correctly before use All equipment to be used as per manufacturers guidance All installations certified by contractors Structural engineer sign-off will be required before event open to the public

5

1

5

Injury due to glass being used on site

Drinks will not be served in glass Bag searches on entrance gate to remove glass bottles or items All breakages to be cleared up immediately by cleaning teams. No clearing of glass with hands – gloves, dust pan and brush to be used with added caution not to flick glass in to eyes First aiders on site if required

2

2

4

Overcrowding At the Event

Security staff to maintain presence at gates to prevent unauthorised access. Monitoring of crowd management arrangements by staff and security staff Event areas designed and laid out in order to reduce or mitigate bottlenecks and pinch points. All event staff to be briefed prior to event on the venue safety procedures and evacuation plans, so that they can be quick to react and are aware of procedures before the event. Maximum capacities on site not to be breached Exit routes and fire exit doors kept clear throughout the venue space at all times. Professional security company (SIA certified) working at the event, with experience of working these type of events, working to devised crowd management plans. Security staff in radio communications with security control, if more assistance is required. CCTV in operation observing crowd dynamics. Security control in direct contact with emergency services if required.

5

1

5

Injury due to too many public on site

Maximum safe and agreed capacities known for the event site Ticketed event so exact numbers known Clickers used to monitor numbers in and out of entrance and exit gates- hourly updates on numbers available on request CCTV monitoring all event areas

5

1

5

Injury due to trespassers or public attack

Invited public and guests with tickets only to attend event SIA security staff and staff at the entrance doors singing in and checking names/tickets before entry. Bag searches undertaken at entrance gates All uninvited guests will not be allowed access to the event, and if needed will be escorted off the property. Event area secured to discourage trespassers, with event designed and laid out in order to reduce or mitigate unauthorised entry. Security staff monitor access areas (vehicle and pedestrian) throughout the event set-up and breakdown, authorised access only CCTV surveillance around the venue, suspicious activities/people will be seen and dealt with by security No lone working on site by any staff, crew or contractors. (radios and mobiles held to call for back up if required) Security and event staff to be briefed prior to the event on safety procedures, public eviction plans, crowd management issues and the potential for trespassers. Security staff and event staff will monitor the event and take corrective action as required.

4

2

8

Injury to public outside event site

Large area outside event space for visiting public to queue safely away from vehicles and other local pedestrians Crowd control barriers (CCB) in use to assist safe crowd movements Security monitoring crowd formations and movements Security staff with loud halers directing crowds into correct lines Clear directional signage and information signage for ticket collections, VIPs and those with their tickets, to avoid confusion

4

1

4

Injury due to crowd swaying, excessive movement or throwing of items into crowd

Event site designed to allow for large crowd movements Large open area around the stage, to allow for some crowd movements and swaying Solid pit barriers in place for added stability in front of relevant stages Experienced security and medical staff within pit area monitoring crowds Security within pit will get people out of crowds if problems arise Security staff will be standing within crowds and remove people who are causing trouble Throwing of items is prohibited, but expected, so CCTV will monitor closely Trouble makers will be removed from site and prohibited from coming back Stage Manager will take microphone and talk to crowds if required Stage performance will be halted if required Security and medics will be warned before a particular band plays, that may provoke crowds more than others

5

1

5

Injury due to lack of information around site

Information given out with tickets and on website in advance of event Site layout displayed on information boards around site Clear signposting of Information and welfare point on site Adequate numbers of security and staff around to ask – easily identifiable

4

1

4

Injury due to crowd disorder and/or disturbance within the event

Patrolling security teams to roam the site for potential disturbance and break up/disperse crowds or gangs, throughout the event and for a period of time after the event until the site is cleared of public An appropriate number of security staff will be deployed throughout the event with a crowd management and safety brief Increased security and stewarding staff on site, based on previous history of similar events and of mild disturbances Police will be present on site

5

2

10

Injury due to crowd makeup

Type of visitor known from pervious events Marketing of event targets appropriate age ranges Clear age range restrictions posted on tickets ie. No children under 14 permitted to site without adult present ID may be required as proof of age Lost Children point available Children and family areas kept away from boisterous stage areas and bars Security and staff monitor crowd makeup and on site activities Clear information signposted around event area

5

1

5

Injury due to inappropriate venue

Victoria Park chosen with history of successful similar events This is an annual event with no previous site issues Contingency plans in place for emergencies

5

1

5

Injury to public due to late opening or cancellations

Adequate queuing space available outside event site, away from vehicles and local pedestrians Crowd barriers in place to direct crowds No previous history of problems from late opening problems Security to assist crowd movement from early in the morning before opening Security and event staff to keep crowds updated if late opening or event problems (to avoid added anxiety) Access directly near event site may be blocked off with barriers to avoid overcrowding within vicinity and to avoid excessive build up of people Messages of cancellation will be given out immediately to avoid further delays eg. over local radio stations and loud inhalers to crowds. Police maybe called to assist in the event of a cancellation CCTV to monitor crowd activities, where security can be directed to disperse crowds with loud inhalers

5

1

5

Injury caused by illegal items brought to the event.

Thorough searches of public, guests and performers to be conducted prior to admission.

5

1

5

Injury from performers jumping into crowds or crowds jumping on to stage

All performers will be warned not to jump into the crowd or incite the public to jump on stage Where previous history has seen certain performers doing such activities, extra security will be called to pits and within the crowd vicinity People will be stopped from jumping over the pit barriers Offending people will be removed from site Security and staff will be extra vigilant CCTV will monitor crowds

5

1

5

Injury due to crowd movements from adverse cold and wet weather conditions

Weather will be monitored by event management during event set-up, event and breakdown. Event organisers and local authority will decide on appropriate actions. Open event site, with limited overhead cover Information sent out with tickets and on website encourages public to dress appropriately, for adverse weather conditions Staff to monitor public and request medical advice if symptoms seen, eg hypothermia Medics on site

5

2

10

Injury due to crowd disorder and/or disturbance within the even

Patrolling security teams to roam the site for potential disturbance and break up/disperse crowds or gangs, throughout the event and for a period of time after the event until the site is cleared of public An appropriate number of security staff will be deployed throughout the event with a crowd management and safety brief Increased security and stewarding staff on site, based on previous history of similar events and of mild disturbances Police will be present on site

4

2

4

Injury to wheelchair users due to inadequate ingress / egress to venue.

Security staff will render assistance where needed and as appropriate The event space is laid out to avoid bottlenecks and congestion points, with adequate space between and around the stands and exhibitioners Disabled access and manoeuvrability available throughout the site Tables, chairs and stands within the site to be laid out to enable wheelchair access around and through them All queuing barriers will have a minimum of 1.1m width to enable wheelchair access Manned disabled viewing area in front of main stage If a disabled person wishes to gain access to either stage, then trained stewards will be on hand to assist them.

4

2

8

Injury caused by storage of material

Items, materials and supplies for the event, to be stored in out of bounds areas and dedicated storage containers, located away from public areas, with no unauthorised access. Storage areas must be stable and neat. All waste/unused materials to be removed from the site before commencing the event. Cleaning staff working throughout set-up, event and breakdown clearing combustible rubbish away promptly. Equipment and materials on site during set-up and breakdown, to be stored safely and neatly, so as not to cause hazards. They must not be stored near or block any exit/entrance doors into/out of the venue. Heavy boxes and materials must not be stored over shoulder height. Flattage, branding and equipment to be stored securely when not in use, so as not to block aisles or become unstable and fall if knocked/touched

3

3

9

Injury caused or multiplied by inadequate or inappropriate communication systems (or the inappropriate use of such systems)

Communications between event staff and other services via event radio system. All staff given briefing to ensure correct use of this system Contact mobile numbers obtained for all main contacts on site, as a contingency plan. Event team are in radio communications with Event Control, who is in contact with Security Control point and Emergency Services on site. Permanent landline phone available on site, if mobile or radio communications are cut.

5

2

10

Injury caused by the construction and/or subsequent removal of equipment and infrastructure.

All contractors must carry out their tasks according to their documented method statements and site safety rules, using staff who are competent to carry out their tasks. Contractors and venue Rigging teams must ensure areas under/around their cherry pickers/scissor lifts are kept clear or cordoned off, to avoid people walking underneath. No work may be undertaken for which staff and contractors are not competent. Trained manual handling techniques to be followed. Construction and removal to take place only whilst guests and public are not on site. Contractors and staff to keep clear of other peoples working areas during construction and breakdown.

5

2

10

Injury due to falling off the stages, or injury from the stage structure

All temporary structures and installations must be constructed according to plans, calculations and method statements, and certified as such by contractors. Professional, competent contractors have experience building & designing temporary structures within venue. All steps have adequate lighting and colour contrasting nosings for added visibility. Only one or two people to be using the steps at any one time, no two-way traffic, to be monitored by stage managers/supervisors. Steps on to stage to be in-filled between risers. Balustrades, handrails with mid-rails or flattage to be erected at the back of the stage, to stop falls. Stage edges to be highlighted with contrasting tape/nosings Additional lights to be erected back of stage to illuminate the fire escape steps and route to the nearest fire exits. Clear paths to be highlighted, showing route to fire exits.

5

2

10

Injury from Funfair rides

Funfair to adhere to their risk assessments, method statements and documentation provided to the event organiser before the event Vehicles to adhere to Traffic Management Plan Minimum of 1x operator on each ride All rides to hold the following; fire extinguishers, first aid kit, daily check log books, electrical certificates, ADIPS certificates, NDT certificates, operators manual, earthing on rides and generators, RCDs for all systems Event Organiser to monitor operations throughout the event H&S Advisor to undertake a visual check of all rides before they open to the public

5

1

5

Area of assessment: ELECTRICITY




other comments

Injury due to electric shock

Competent trained electricians to work on electrical installations Electrical installations cordoned off from the public, where possible All electrical works completed to latest IEE Edition Wiring Regulations and the Electricity at Work Regs 1998. Installations completed to NICEIC standards and signed off by competent electrician All portable equipment to hold current PAT certification Cable runs at risk from damage must be protected with guarding or matting. Diesel generators with fire extinguishers located nearby All temporary structures to be earthed. Crew to be briefed to avoid other contractors’ electrical work. Low voltage battery powered hand tools to be used where possible

4

2

8

Electrical Faults

Fault Trip devices fitted to distribution system. PAT test on all electrical appliances.

3

1

3

Area of assessment: VEHICLE MOVEMENT




other comments

Injury due to deliveries and collections of materials and equipment by vehicles

All contractors sign terms and conditions undertaking to manage deliveries/collections safely No vehicle movements to be undertaken in the area of the event for the duration of the event Scheduled deliveries and collections to be undertaken at times agreed with the venue On site Rules applicable to all vehicles sent to designated contractors. No vehicles/plant allowed in public entrance or public car parks for unloading or loading Vehicle movement is monitored by security, event management and safety adviser throughout event Where possible, designated vehicle and pedestrian walkways will be set up (using hazard tape and/or barriers). Where this is not possible, 5mph maximum speed with banksmen, particularly managing difficult reversing. All contractors and staff to wear high-viz jackets whilst setting up and breaking down, when plant on site.

5

2

10

Injury due to movement, loading and unloading of materials on site by use of fork trucks, automated lifting equipment or other plant.

All persons operating plant on or around the site must have received appropriate training, and in possession of suitable safety certification (ticket), compliant with LOLER regulations. All contractors issued with Site Safety Rules before commencing of event which must be adhered to on site Copies of this certification or ticket are to be handed to the event management team on arrival at the site BEFORE staff are allowed to use plant on site Drivers of vehicles and operators of plant and equipment are not permitted to drink alcohol or be under the influence of alcohol/drugs whilst working All plant to be used only as per manufacturers guidance and instructions All difficult manoeuvring must be accompanied by a banksmen in a high visibility jacket Maximum of 5mph whilst driving around site No plant movement during the event or until public are off site All equipment and plant used must conform to manufactures guidelines and instructions All plant supplied must all be fitted with working reverse indicators, warning lights and horns. No plant to be used during the period of the event. All contractors on site to wear high visibility clothing whilst plant in operation Users of the cherry-picker to use harnesses and hardhats. Areas underneath to be cordoned off in case of items falling, or managed by stewards. Where possible, plant vehicle routes will be cordoned off from contractors working on site.

5

2

10

Event staff to monitor plant movements and ensure adherence with site rules

Injury caused by arrival/departure of celebrity vehicles at event.

Traffic management systems in place, barrier systems in place to separate pedestrians from vehicles Security staff and police in position to monitor traffic and crowds and will take corrective action as required.

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Injury caused by show-vehicles on site

Keys to be removed from engine whilst vehicles in public areas during event opening times. Catering or contractor vehicles to be cordoned off with CCB, so access is denied to public

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Appendix B – Fire Risk Assessment Please see following pages

Date of Assessment: 10TH FEBRUARY 2012

EVENT NAME

LOVEBOX 2012

EVENT DATE

15TH, 16TH & 17TH JUNE 2012

EVENT TIME

FRI 14:00 – 23.30, SAT 12:00 – 23:30, SUN 12:00 – 23:00

EVENT ADDRESS

VICTORIA PARK, LONDON

NAME OF PERSON IN CHARGE

MICK BOWLES

MOBILE NUMBER

07850-103 821

AREAS OF ASSESSMENT - FIRE

PERSONS AT RISK QUANTITY ATTENDEES 29,999 STAFF 200 CONTRACTORS 250 PUBLIC to include:

- Visitors/Guests - OAP’s - Children - Disabled People

Y N Y Y

ACTIVITIES COVERED

PRODUCTION

EVENT BUILD / BREAKDOWN

WORKING AT THE EVENT

NOTES:

FIRE RISK ASSESSMENT

Date of Assessment: 10th FEBRUARY 2012

Risk Assessment Explanatory Notes

1. Minor Injury = Abrasions, bruising, minor burns (reddening of the skin). 2. Significant Injury = Lacerations leading to blood loss, secondary burns (leading to blistering), sprains & strains, muscle & ligament injury,

minor head injuries. Acute representations of underlying conditions i.e. asthma, epilepsy, bronchi tic illness, diabetes. Hyper/hypothermia.

3. Serious Injury = Fractures, trauma leading to significant blood loss, head injuries leading to periods of unconsciousness. Acute representations of underlying conditions such as angina.

4. Major Injury = Multiple fractures, spinal or cervical injury, multiple trauma, injury affecting respiratory system, head injuries leading to significant periods of unconsciousness. Myocardial infarction, status epilepticus/asthmaticus.

5. Major Incident/Fatality = Single or multiple fatality or large numbers of injuries in cat 3-4. Risk x Probability Values

The probability and severity rating associated with each individual hazard, is calculated before the controls are put into place. Once the controls are in place, the hazard and its severity may not change, but the probability will be reduced to a maximum of ‘Unlikely’.

THIS RISK ASSESSMENT IS A WORKING DOCUMENT AND IS SUBJECT TO CHANGE AT ANY TIME TO ADAPT TO NEW HAZARDS

PRESENTED OR CHANGES TO CONDITIONS TO HAZARDS ALREADY IDENTIFIED

Severity Probability 1 Minor Injury 1 Unlikely 2 Significant Injury 2 Possible 3 Serious Injury 3 Highly Possible 4 Major Injury 4 Probable 5 Major Incident/Fatality 5 Certainty

Risk x Probability 1 2 3 4 5 1 1 2 3 4 5 2 2 4 6 8 10 3 3 6 9 12 15 4 4 8 12 16 20 5 5 10 15 20 25

Acceptable Risk Risk Acceptable with Adequate Control Measures Unacceptable Risk





other comments

Lack of Fire Safety

Staff given safety briefing before start of event, on fire & evacuation procedures and locations of fire extinguishers Fire Fighting Equipment (and Fire Blanket) provided at Fire Points around site Branding, marquees and materials to be Fire retardant certified and tested No smoking signage to be erected around the inside of venue as per legislation No smoking inside structures or partially closed structures No naked flames or candles permitted on site Lighting fittings and equipment with hot surfaces liable to radiate heat, must be kept away from potential fuel sources Ventilation outlets from equipment and appliances must be kept clear from obstructions so they do not overheat No petrol generators permitted on site Pyrotechnics, fireworks or real flame effects may be used – as per manufacturers instructions by competent contractors. Method statements, risk assessments and safety data sheets to be produced for the Safety Adviser before the event. Event personnel and contractors to look for indications of near-misses eg. Scorch marks, discoloured or charred electrical plugs and sockets or cigarette burns, to be used on site to identify hazards which may not otherwise have been noticed. Electrical installations completed by competent trained electricians and certified on completion Portable appliances and electrical equipment to hold valid PAT

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Staff and security vigilant to potential fires


Combustible materials build up causing fire.

All waste to be removed from site to avoid building up Contractors must store combustible waste safely and dispose periodically throughout event No combustible materials to be kept near electrics and hot surfaces Ignition sources kept away from any combustible material.

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Risk of injury from fire due to potential fuel

Display materials including props, scenery and branding, will be certified fire retardant or have been treated with fire retardancy materials. All upholstered furniture, curtains, drapes to be certified as fire retardant Hazardous equipment, materials or cleaning products will be kept to a minimum, installed, used, stored, maintained and protected in accordance with manufacturers instructions and legislation. Safety data sheets and COSHH risk assessments to be produced for all chemicals on site and all chemicals to be stored, used and protected in accordance with these and manufacturers guidance (held in Master ESMP in Production Office during the event for inspection when necessary) Safe system of work in place for the control of combustibles waste by ensuring the waste materials and rubbish are not allowed to build up and are carefully stored, until properly disposed of. All scenery, props, equipment and other materials not in use, to be stored away securely in appropriate storage cases rather than left lying around the stage or event site LPG or propane cylinders should be used, maintained, protected and stored in accordance with manufacturers instructions and legislation – users to be competent and understand risk. Potential for arson to be reduced by limiting the amount of fuel stored on site and cordoning it off so only authorised people can obtain access High standards of housekeeping and avoiding litter and rubbish building up on site. Security and safety staff patrolling high risk areas eg. Cardboard boxes or wooden transportation palettes must not be left outside the venue. They must be cleared periodically throughout the day and secured in a cordoned off area for disposal.

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8


Risk of injury from fire due to increased oxygen supplies

Oxygen cylinders on site with medics, to be stored, used, transported as per legislation by competent and trained operatives No oxidising materials on site

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Injury to persons due to lack of fire detection and warning of fire

Clear instructions for raising the alarm and evacuation of the public will be issued to all event crew, contractors and staff Clear Fire/incident evacuation procedure in place – see contingency plans Radio and public address system will be used for communications around the site throughout the event Security Control to initiate the public address and alarm systems for notifying the public of an incident and starting a phased evacuation where necessary No lone working on site by staff All radios and PA system to be checked before use, spare radio batteries on charge in the control rooms Security patrols will roam around higher risk areas that are not frequented by people regularly, such as the back of the venue. CCTV in use to observe event areas

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Injury to persons due to lack of Fire Fighting Equipment and Facilities

Fire extinguishers and water points located in dedicated Fire Points throughout the site Numbers of fire extinguishers based on previous years and number of structures and installations, distributed around whole site A defined protocol will be in place between the event organisers, the fire marshals, security and the fire brigade, defining responsibilities, actions and reporting procedures Fire extinguishers present on site from initial set-up to close of breakdown.

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Injury to persons due to lack of Escape Routes or Emergency Exits

Emergency exits and signage clearly provided around site Escape/emergency exit routes are clearly marked. All staff, crew and management to be briefed on locations of assembly points and fire exit routes out of the site Fire Plan will be discussed with all members of event personnel management, security and stewards. Security and stewards to offer assistance to disabled or vulnerable people where necessary, however all egress routes are wide enough to fit wheelchair bound personnel through. This is a ticketed event so we are aware of maximum numbers that will be present on site, therefore emergency exits will be wide enough and in significant numbers to allow the safe evacuation of all people on site, within legislation times. Emergency exits will always lead to a reasonable, or total place of safety Emergency exits will be designed to ensure that any person confronted by fire is able to turn away from it and escape to a reasonable place of safety located nearby, where they should be able to make their way to a place of total safety. Numbers of people around site will be monitored, so as not to become overcrowded or cause bottlenecks. All emergency exit routes will open up in the direction of travel and will not be locked during the event All emergency exits will be fully maintained to ensure they are in safe working order Event management will ensure that during the event fire exits are free from obstructions and hazards. All contractors on site to have briefing before they start work not to block any fire exits.

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Injury to persons due to faulty fire equipment, installations, devices and facilities

All fire precautions around site, to be installed and maintained by competent personnel, and signed off as such before set-up on site. All fire equipment, devices and facilities provided to be kept in effective order Fire precaution checks will be undertaken before, during and after the event Daily checks to comprise of;

- Removing of bolts, padlocks and security devices from fire exits - Check escape routes are clear and free from obstruction - Check all safety signage is clearly visible and legible - Check emergency lighting is in place and in working order - Check provisions and numbers of fire extinguishers are correct, and in the right locations - Check operations of the PA communication system and that radios are all working - Check all staff, security and stewards all know their fire responsibilities

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Injury to due to lack of fire training or incompetent event personnel

Event staff, crew and contractor briefings to be carried out before the event, so all understand the emergency procedures, locations of emergency assembly points, their responsibilities, how they prevent fires, or deal with them, any significant findings from the fire risk assessment, measures in place to reduce risks, who is nominated with fire safety responsibilities, or any arrangements for serious and imminent danger All staff, contractors, security and crew to have received information and training before undertaking duties All staff to be competent to assist with running an event and follow the guidance of the event organiser at all times

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Injury due to inadequate emergency signage/ Emergency Planning/ Lack of light during an evacuation and/or Emergency Lighting

Clear illuminated Fire Exit signage erected around site with emergency lighting in place Additional lighting units illuminating whole site, with back up power in case of failure All Fire exit routes to be kept clear from obstruction, throughout the whole event, set-up and out. All signage used for emergency exits/ routes and fire fighting equipment will be compliant with the H&S (Safety Signs and Signals) Regs 1996 - Picturegram signage used around whole site.

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SM to monitor and contractor to install on lighting if required


Special Effects

COSHH safety data sheets to be kept on file with contractor risk assessments if being used. The must be used, transported and safely stored as per legislation Event management team must be aware of their locations on site

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Fire risk caused by dryness of undergrowth

Event based in urban environment on concrete and tarmac. The grass will be cut short before infrastructure is installed to prevent spread of fire.

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Fire risk caused by spread of flame

6m separation to be maintained between major structures 3m separation to be maintained between smaller structures Flame retardancy certification to be obtained for all material structures. Fire fighting equipment allocated to each structure.

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Delay in response due to access problems for fire service vehicles

Red routes to be established on to site, to be kept clear using barriers and stewards. If fire engine required access to arena during opening times, stewarding personnel would clear area and fire engine would be walked in.

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Appendix C – Crowd Management Plan Please see following pages

Pos. Grid Pass Position Description Func. No. Start FinishNo. Ref. Sheet Management & Supervision

Head of Security Manager PM 1 08:00 00:00Deputy Manager Manager PM 1 08:00 00:00Site Coordinator Manager SSU 2 08:00 00:00Senior Controller Manager SSU 1 08:00 00:00Event Control Operator Supervisor SU 2 08:00 00:00Standby TeamResponse Supervisor Supervisor SU 2 11:00 23:45Response Team (2SIA + 1 SU) Standby Team SIA 4 11:00 23:30Response Supervisor Supervisor SU 4 12:00 23:45Response Team (2SIA + 1 SU) Standby Team SIA 8 13:00 23:30Backstage Back Stage Supervisor Supervisor SU 1 08:00 23:45Accreditation Office Access Control SIA 1 08:00 23:30X1 Gate Access Control SIA 1 08:00 23:30X1 Gate Pass Check ST 1 08:00 23:30X2 Gate Access Control SIA 1 08:00 23:30X2 Gate Pass Check ST 1 08:00 23:30X2 to FOH Gate Access Control SIA 1 08:00 23:30

20 Production Villiage Access Control SIA 2 08:00 23:30X14 Gate Access Control SIA 1 08:00 23:30X14 Gate Pass Check ST 1 08:00 23:30

35 Artist Catering Access Control SIA 1 08:00 23:3032 Crew Catering Access Control ST 1 08:00 23:30

Dressing Rooms / VIPBack Stage Supervisor Supervisor SU 1 08:00 23:45X13 Gate Access Control SIA 1 08:00 23:30X13 Gate Pass Check ST 1 08:00 23:30

31 Artist Check in Access Control SIA 1 08:00 23:3031 Artist Check in Pass Check ST 1 08:00 23:3033 Dressing Room Access Control SIA 4 08:00 23:3034 Artist Marquee Access Control SIA 1 08:00 23:3041 VIP Area Access Control SIA 2 13:00 23:30

FOH to VIP Area Gate Access Control SIA 1 13:00 23:30FOH to VIP Area Gate Pass Check ST 1 13:00 23:30Main StageMain Stage Supervisor Supervisor SU 1 12:00 23:45

1 Main Stage Access Access Control SIA 4 08:00 23:30Main Stage S-Left & S-Right Access Control SIA 2 13:00 23:30Main Stage Barrier Access Control SIA 2 13:00 23:30Main Stage Barrier Safety ST 2 13:00 23:30

21 First Aid S-Left Pass Check ST 1 13:00 23:30Exit GatesX3 Gate Access Control SIA 1 08:00 23:30X3 Gate Pass Check ST 1 08:00 23:30X4 Gate Access Control SIA 1 08:00 23:30X4 Gate Pass Check ST 1 08:00 23:30Gunmakers Gate Access Control SIA 1 08:00 23:30Gunmakers Gate Pass Check ST 1 13:00 23:30X5 Gate Access Control SIA 1 08:00 23:30X5 Gate Pass Check ST 1 13:00 23:30X6 Gate Access Control SIA 1 08:00 23:30X6 Gate Pass Check ST 1 13:00 23:30X7 Gate Access Control SIA 1 08:00 23:30X7 Gate Pass Check ST 1 13:00 23:30X8 Gate Access Control SIA 1 08:00 23:30X8 Gate Pass Check ST 1 13:00 23:30X9 Gate Access Control SIA 1 08:00 23:30X9 Gate Pass Check ST 1 13:00 23:30X10 Gate Access Control SIA 1 08:00 23:30X10 Gate Pass Check ST 1 13:00 23:30X11 Gate Access Control SIA 1 08:00 23:30X11 Gate Pass Check ST 1 13:00 23:30X12 Gate Access Control SIA 1 08:00 23:30

X12 Gate Pass Check ST 1 13:00 23:30Main Entrance - G1Main Entrance Supervisor Supervisor SU 3 12:00 23:45

23 Box Office Access Control SIA 2 08:00 20:0023 Box Office Directional ST 2 13:00 20:0042 Main Entrance Gate Queues Directional SIA 2 08:00 20:0042 Main Entrance Ticket Tear Directional ST 4 13:00 20:0042 Main Entrance Ticket Tear Directional ST 8 13:00 23:3042 Main Entrance Search Search @ 8ppmpl x 120minsSIA 8 13:00 20:0042 Main Entrance Search Search @ 8ppmpl x 120minsSIA 10 13:00 23:30

Main Stage Front of HouseMS Front of House Supervisor Supervisor SU 1 12:00 23:45

43 Delays Towers Access Control SIA 2 13:00 23:3043 Delays Towers Safety ST 2 13:00 23:3015 FOH Mixer Access Control SIA 1 13:00 23:3015 FOH Mixer Safety ST 3 13:00 23:3017 Viewing Platform Access Control SIA 2 13:00 23:30

Central Front of HouseCentral Front of House Supervisor Supervisor SU 2 12:00 23:45

5 Rizla Arena Access Control SIA 4 13:00 23:305 Rizla Arena Directional ST 4 13:00 23:30

46 Bounce Access Control SIA 1 13:00 23:3046 Bounce Directional ST 1 13:00 23:3012 Bearded Kitten Access Control SIA 1 13:00 23:3012 Bearded Kitten Directional ST 1 13:00 23:3049 Screen Access Control SIA 1 13:00 23:3052 Cabaret Tent Access Control SIA 1 13:00 23:3053 Outdoor Performance Spa Directional ST 1 13:00 23:3012 Wah Wah Tent Access Control SIA 1 13:00 23:3012 Wah Wah Tent Directional ST 1 13:00 23:3036 Press Area Access Control SIA 1 13:00 23:3016 Boneyard Access Access Control SIA 1 13:00 23:3045 Gaymers Stage Access Control SIA 3 13:00 23:3045 Gaymers Stage Safety ST 6 13:00 23:3022 Info / Welfare / Lockers Access Control SIA 1 13:00 23:30

Bang the Big TopSupervisor Supervisor SU 1 12:00 23:45

2 Backstage Access Control SIA 1 13:00 23:302 S-Left & S-Right Access Control SIA 2 13:00 23:302 Front of Stage Safety ST 2 13:00 23:302 Mixer Access Control SIA 2 13:00 23:302 FOH Entrances Access Control SIA 4 13:00 23:302 FOH Entrances Safety ST 4 13:00 23:30

25 Event Control Access Control ST 1 13:00 23:30Stage 2Supervisor Supervisor SU 1 12:00 23:45

3 Backstage Access Control SIA 1 13:00 23:303 S-Left & S-Right Access Control SIA 2 13:00 23:303 Front of Stage Safety ST 4 13:00 23:304 Mixer Access Control SIA 1 13:00 23:306 Downlow Arena Access Control SIA 6 13:00 23:306 Downlow Arena Ticket, Pass & WB CheckST 3 13:00 23:307 Floripa Music Area Access Control SIA 1 13:00 23:307 Floripa Music Area Directional ST 2 13:00 23:30

ExternalSupervisor Supervisor SU 2 11:00 00:00Perimiter Response Team Teams of 3 Standby Team SIA 15 13:00 00:00St Marks Gate Access Control SIA 1 11:00 00:00St Marks Gate Directional ST 1 11:00 00:00Royal Gate East Access Control SIA 1 11:00 00:00Royal Gate East Directional ST 1 11:00 00:00Crown Gate Access Control SIA 2 11:00 00:00Crown Gate Directional ST 2 11:00 00:00Egress

Supervisor Supervisor SU 4 19:00 01:00Externals (Egress) Standby Team SIA 30 20:00 01:00Externals (Egress) Directional ST 20 20:00 01:00Additional Costs

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Operational Plan for the delivery of

Crowd Management & Security to Love

Box – June 2012

Your primary contact for the document is: Name: Dayo Adelugba

Mobile: +447921700254

Email: [email protected]

Date: Jan 2012

Operational

Plan Love Box 2012

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Copyright This document is issued by Showsec International Limited in confidence and is not to be

reproduced in whole or part without the prior written permission of Showsec International

Ltd. The information contained herein is the property of Showsec International Ltd and is

to be used only for the purpose for which it is submitted and it is not to be released in

whole or in part without the prior written permission of Showsec International Ltd.

Showsec International Ltd acknowledges all rights, copyrights and trademarks to third

party products referred to in this publication.

The information contained in this publication is correct at time of print.

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Table of Content

Copyright .......................................................................................................................... 2!

Table of Contents ............................................................................................................. 3!

1. Introduction ................................................................................................................... 4!

2. Statement of Intent ....................................................................................................... 6!

3. Training ........................................................................................................................ 9!

4. Counter Terrorism ...................................................................................................... 11!

5. Risk Management Method ......................................................................................... 14!

6. Insurance .................................................................................................................... 15!

7. Command and Control Structure ................................................................................ 16!

8. Safety Proposals ........................................................................................................ 18!

9. Audience Demography .............................................................................................. 20!

10. Build and Break ........................................................................................................ 20

11. Arrival……………………………………………………………………………………….25

12. Ingress……………………………………………...………………………………………27

13. Arena and Backstage……………………………………………………………………..33

14. Egress………………………………………………………………………………………38

15. Emergency Procedures…………………………………………………………………..40

16. Contingency Planning…………………………………………………………………….43

17. Staffing Positions………………………………………………………………………….45

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1. Introduction

Showsec were formed over 30 years ago and are the leading Crowd Management and

Security Company in the UK. For further information on the company please visit:

www.showsec.co.uk

The purpose of this document is to display the proposed plan and present an outline of

the operational plan to include the Crowd Management and Security of the event. The

basis of which relies upon information provided by the client, underpinning knowledge

and experience from similar sized events. The operational plan will also draw on

principles from current HSE guidance documents:

• The Event Safety Guide

• The Guide to Safety at Sports Grounds

• The Guide to Fire Precautions in Existing Places of Entertainment and Like

Premises.

• Health and Safety at Work Act 1974

• HSE Guidance to Crowds in Public Venues

• HSE Guidance to Managing Crowds Safely

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Event Overview It is the intention of MAMA Festivals Limited (MAMA Group Plc) to

stage a three day mainstream music event on the following weekend (15th, 16, 17th June

2012).

The events will take place within a temporary site at Victoria Park in East London. The

event will be ticketed and contain three stages. The core audience profile is expected to

vary in line with the artist profile each day, and maximum capacity is 29,999. Expected

profiles are detailed later in this document.

15th June 2012 - Hot chip and Crystal Castles

16th June 2012 - Friendly Fires and Kelis

17th June 2012 - Donna Summer and Molly Johnson

Showsec has the experience of providing Crowd Management and Security at other

major festivals and events around the UK. Such as, Download Festival; Hyde Park

Events (Hard Rock Calling/Wireless Festivals); Creamfieds; Bestival; Bloodstock and

others.

The audience profile will range between 14 and 50 years of age (the range of Concerts

and artists will attract different age profiles). The male to female ratio will fluctuate event

by event but generally it will be 60% M to 40% F. The events follow a similar format on a

regular basis however dynamic risk assessments are made for any events with a

perceived change to the current Risk Assessment.

All Arena Entrances, Front of House (FOH) and Backstage security and Stewarding

arrangements will be undertaken by Showsec, an experienced and Professional crowd

Management Company, who have extensive knowledge and experience in managing

events of this scale, nature and profile.

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As well as this document, a full Risk Assessment has been

carried out for Showsec Staff at the event. This document is

available on request. There will be full briefing presentations on the morning of the

event (Location tbc), delivered to the Site

Coordinators and Supervisors working over the weekend. Briefing documents will be

produced before the event that includes emergency procedures; these are to be

distributed to the staff on the event days.

It is acknowledged that close cooperation between Showsec, Mama Festivals Ltd,

Tower Hamlets London Borough Council and the emergency services is essential. This

is to ensure that the event is managed to the maximum of safety standards and

customer service.

2. Statement of Intent Please view the following document as a statement of intent for the duties of Showsec

during the Victoria Park events . This statement of intent details the type of service and

responsibilities of the Showsec to the client.

The company agree to provide a Crowd Management Service for the event arena and

associated activities, including the site build & break.

Crowd Management is herein defined to be;

The systematic planning for and the supervision of, orderly movement and assembly of people. Crowd management involves the assessment of people handling capabilities of a space prior to its use. It includes evaluation of projected levels of occupancy, adequacy of means of ingress and egress,

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processing procedures such as tickets collection, and expected types of group behaviour.

This statement forms part of the operational plan, which is written for the event and

submitted to interested parties for their approval.

Areas of responsibility

• To supply sufficient numbers of suitably trained and qualified security/stewarding

staff for the external, ingress, front of house and backstage positions for the

events.

• To monitor the ingress of the public to the site in a safe and orderly fashion, and

where reasonably possible, pro-actively employ crowd management methods to

ensure the safe population of this area.

• To monitor the patrons and report any public disorder to an established control

centre.

• To enforce any pass system designed by the organiser in any front of house or

backstage area.

• To assist the designated person responsible for safety and the emergency

services, in any evacuation (whether it be partial or full) of the site. This will be in

accordance with the agreed emergency plan written by the organiser.

• To monitor and deter patrons from theft and vandalism of any temporary or

permanent structures where practical and reasonable with a view to reporting to

the necessary authorities.

• The designated person responsible for safety is responsible for the evacuation of

the site. The Showsec Team will follow the direction of this person and the

emergency services. In the event of a major incident, the Showsec Team will

hand over all its resources to the police and will be directed there on in.

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The Crowd Management Team will not have responsibility

for:

• Crowd Management or Security of people outside the agreed extremities of the

Event Site.

• Traffic management around the externals of the site, or parking on the

surrounding public roads.

• Any co-ordination or responsibility of lost property or lost children. Staff will,

however, direct lost property to the appropriate handling station and escort lost

children to the designated point(s).

• Any Health and Safety issues regarding any parties other than those who are

employed by the company or actions taken by agents other than employees of

Showsec.

• Provision of direct Medical Services (other than to assist the contracted event

medical supplier personnel with all reasonable requests to establish a safe

working environment for treatment of casualties).

General All staff will be clearly identifiable in company uniform, SIA licenses (where applicable),

and will adhere to the company code of dress and conduct.

Showsec recognises the Client's commitments to operating high quality events at a safe

and secure site in accordance with the highest standards of customer service, and

agrees to use its best endeavours to assist the Client in securing that objective.

Showsec shall not wittingly do anything that may hinder or harm the Client's trade or

reputation.

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The Client will co-operate and work with Showsec to assist them

in the proper performance of their obligations hereunder and will

comply with all the company’s reasonable requests relating to the management and

safety of the Event.

3. Training Steward Training Every new Showsec member of staff undergoes a Company Induction Course

(introducing the Company, Health & Safety Policy, Quality Policy etc,) prior to

undertaking a further training course, which provides each individual, if successful, with

certification for the following industry recognised qualification:

• NCDS Unit 1 – Security Roles and Responsibilities

• Plus further Modular Training

Upon successful completion of the course, the new stewards are closely monitored and

supervised during their initial period of employment, to ensure that they learn the skills

necessary ‘on the job’, and quickly build-up their confidence and knowledge. Further

assessments and training are carried out at regular intervals, or as and when

identified/required.

Certain aspects of a steward’s role require further training. This is addressed by the

implementation of modular courses designed to improve both the standard of service

given, together with health & safety awareness. For example:

• Customer care - 3 hours

• Emergency aid (appointed person) - 4 hours

• Front of Stage Pit Barrier - 4 hours

• Communication (Radio procedures and control of airwaves) - 3 hours

• Ingress & Egress – 3 hours

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These are examples of optional modules that the area manager

can offer to their stewards.

We have experienced and fully qualified staff to deliver the BIIAB Door Supervisor

course. This ‘in-house’ training enables Showsec to maintain control and keep up the

high standards that we expect of our employees. In addition, it allows us to pass on

venue and client specific information through the training courses.

Security Staff If a Steward would like to work in the security area of our company they would have to

supply us with a ten-year checkable work record. They will then be trained to BIIAB

Door Supervisor Level 2. This is an industry standard. Our Guards are also trained to

Door Supervisor level as many of our clients require the addition of a local authority

door licence.

Our Training Department is recognised to train BIIAB National Certificate for Door

Supervisors in England & Scotland and our own courses are recognised by all London

Boroughs as well as 42 local authorities nationally.

Supervisors Training In normal circumstances, once a steward has completed 2 years of service with the

company they can request the opportunity to upgrade to a Supervisor.

The proposed Supervisor will then work for 6 months under supervision to assess

suitability. The Area Manager will then ask the Steward to attend an interview panel and

if successful will then be offered a place on a residential 48-hour training and

assessment program.

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4. Counter Terrorism Training Showsec take the area of Crowd Management seriously whilst ensuring a practical

approach to events. The training provided to our operatives is focussed on the key

issues surrounding counter terrorism at an event to raise awareness and understanding

of the key issues.

Management Our management team are the leading group of people in the event security industry

and have as such been on extensive courses to expand their understanding of counter

terrorism. To this extent some of our management team have attended the Project

Argus courses to allow them to plan and implement counter terrorism measures within

our organisation and operation.

Staff

Our staffs are the key to the success of our operation and the events we work on. We

aim to educate and train them to empower them with the confidence to perform, make

the right decisions and be able to feed back to our central control room. Our staffs

receive briefing on counter terrorism measures and we are undertaking a programme of

showing them the DVD – Fairway; this covers the key issues in raising awareness

within our staff base as the front line on the ground at an event. We have also engaged

communications with Counter terrorism Units in the Police forces across the country;

even having speakers come in and talk to our staff and supervisors.

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Briefing The following is an example of a briefing that our Showsec operatives would receive at

an event.

If you come across a suspicious person, object, or vehicle, report it

Immediately to the control room via your supervisor, radio or the telephone number

provided.

What are the suspicious signs that can give away a terrorist bomber? External appearance:

• Clothes unsuitable for the time of year (e.g., a heavy coat in summer).

• Anything protruding in an unusual way under the person's clothing.

Suspicious behavior:

• Nervousness, tension, profuse perspiration.

• Walking slowly while glancing right and left, or running in a suspicious manner.

• Repeated attempts to steer clear of security staff.

• Repeated nervousness concerning something underneath clothing.

• Nervous, hesitant mumbling.

Suspect equipment, tools and accessories:

• A suitcase, shoulder, handbag or backpack.

• Electrical wires, switches or electronic devices sticking out of the bag or pocket.

How to identify a suspicious vehicle?

• Vehicle license plate looks "improvised" or mismatched (different front and back

plates).

• Tax Disc is not present, out of date or registered to another vehicle.

• A vehicle parked suspiciously for a prolonged time in a central place or in a no-

parking area.

• A vehicle is noticeably loaded down.

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What to do if you suspect something?

• Contact controls via your supervisor, radio or the phone number provided and

give the as many details as possible about the suspect or the vehicle.

• While speaking to control, try to keep an eye on the suspect or vehicle from a

safe distance.

• Wait for response or police to arrive.

What to do during a terrorist attack?

• Leave the area immediately, moving to an open space or a protected area.

• Avoid, as best you can, tall buildings, glass windows, and vehicles.

• If there are police in the area, follow their instructions.

What to do as soon as the terror incident is over?

• If the police have not arrived yet – call 999 immediately. Follow the Instructions

of the police and rescue teams.

• Do not form or join a crowd! Leave the area immediately: there may be

additional explosive charges around.

• Make a route clear for rescue vehicles.

• Observe your surroundings, and report immediately any suspects or additional

explosive charges to the police.

• If you have any information that may help apprehend suspects or locate a vehicle

involved in an attack, contact the police at once.

How to behave if you find yourself around a suicide bombing or shooting?

• Keep alert, especially in crowded places.

• If you come across a suspicious person, suspicious object or suspicious vehicle

– alert a police officer or call 999.

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5. Risk Management Method

A risk assessment has been written to support this document. It relates to the staff of

Showsec and their involvement with the event.

An assessment of risks has been carried out in accordance with an employer's statutory

requirement to do so under the Health and Safety at Work Act (1974) and complies with

the Management of Health and Safety at Work Regulations (1992).

Additionally, dynamic risk assessments will be undertaken by a competent person,

throughout the duration of the event as hazards are identified. ()

All Company staff shall observe the Health and Safety Regulations currently in place at

the site as made known to them by the Event Safety Officer.

The Company’s Health & Safety Policy is available on request

15

6. Insurance

Available on request are the Insurance documents for Showsec. These have

recently been reviewed and are valid until 31st October 2012.

The documents available are:

Public/Products Liability Insurance, not less than £5 million.

Policy Number: YMM824299 & G21979363003

Employers Liability Insurance, not less than £10 million.

Policy Number: YMM824298

These are both undersigned by:

Aon Limited

205-208 Kings Road

Reading

RG1 4LW

T – 0118 926 1100

F – 0118 966 7458

For further details please contact Wayne Matts, Head of Finance on

0116 204 3315 or [email protected]

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7. Command and Control Structure

The Showsec Operational Management Structure will be set out be set out

using the following process:

• Site Plan is agreed • Geographical and Operational considerations are taking into account • Operational Management Team Structure is set • Planning and Implementation team undertake event and ensure

smooth running • Review systems, procedures and feedback from client and service

partners.

The Operational Management structure is detailed overleaf. The key

positions are:

• Security Manager/HOS – Strategic planning and event management decisions ultimate liaison between security and the festival management.

• Deputy Security Manager – To assist the Security Manager where necessary and deputise should the Security Manager be unavailable.

• Project Manager – Overall management of staffing resources, deployment, welfare and logistics.

• Emergency Liaison Team – Liaison with other agencies in the Event Control. Will feed information to the Control Room Manager and Head of Security

• Radio Control – Hub of Showsec radio operations. One controller for each channel in operation. All key radio traffic is logged for reference at a later date.

• Site Coordinators – Responsible for tactical deployment of resources in their area of the site.

• Area Supervisors – Working under the Site Coordinators carrying out the Operational part of the Security Service.

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Strategic

Tactical

Event Control -

TBC (Days)

TBC (Nights)

SIA & Stewards

Supervisor

Entrance –

TBC (Days)

Supervisor

Arena –

TBC (Days)

SIA & Stewards

Radio Control –

1. TBC (Days)

2. TBC (nights)

Site Coordinator 2 -

Site Coordinator 1 –

SIA & Stewards

Supervisor

Backstage -

TBC (Days)

SIA & Stewards

Supervisor

External -

TBC (Days)

Security Manager -

Operational

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8. Safety Proposals • The Client will provide a risk assessment to identify the

hazards associated with the event, including the Build and Break periods

• The promoter will provide an Event Management plan to describe how the event

will be safely managed

• The promoter, in conjunction with the local authority will provide a comprehensive

contingency plan

• The promoter will provide sufficient refreshment, shelter and heating to ensure

welfare obligations are met to Showsec staff

• The organisers should provide correct pattern channel barriers to construct

entrance lanes.

• The organisers should provide bin bags for the collection of any items that are

refused entry into the arena. A grid map of the site should be prepared that is

acceptable to emergency services and local authorities

• An Event Control consisting of representatives of various agencies will be formed

and positioned on site for the duration of the event. In the event of a major

incident being declared the Event Control will coordinate services and direct on

site security teams as required to deal with the incident

• Security team operations will be directed by a dedicated U.H.F. radio base

station controlled by trained operators. The facility required for this operation will

require mains power and landline telephone. All radio communications will be

recorded for audit purposes

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• An accreditation system should be in operation from the

start of the site ‘Build’. Sample pass sheets will be

provided to the Local Authority and Showsec before the start of the Site build.

• All concession holders on site should receive an information pack o rules of the

site, safety instructions and times of admittance for themselves, service vehicles

and departure.

Pre Door Checks Prior to opening doors to the public the Event Control will carry out pre doors checks to

ensure that the site is safe for the public. This can be delegated in most cases to

Showsec Supervisors, Production management, Fire Marshall, Bars and concessions.

• Confirm entry protocol

• Confirm event running order

• Issue pass sheets

• Correct number of barriers in position

• Any obstructions, hazards cleared.

• Check front of stage barriers (structure –condition – water)

• Temporary structures signed off

• Issue ticket collection bags

• Radio checks

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• Confirm departments have briefed their staff

• Doors Green

9. Audience Demography The artists playing are recognised are very much main stream. It will attract a blend of

audience in keeping with their preferred style of music. The majority tend to be young,

in their late teens or early thirty.

. The expectation levels will be increasingly high in terms of their expectancy for good

service and facilities. Generally speaking they are a very easygoing audience that want

to enjoy the best experience possible.

In terms of age range and gender split it is believed that the age range will be from 14-

50 but mainly 18-30. It is also believed that there will be no noticeable gender split with

audience around 60-40% Male to Female.

10. Build and Break

First Day of Build The Head of Security will arrive on site and report to the MAMA Festivals Limited (MFL)

project manager. The build and break staff will be briefed and deployed to the

predetermined static positions. The staff will be a flexible and proactive throughout the

build, due to the nature of the environment.

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Communications All key positions will be issued and be responsible for a radio. All

Showsec staff will be on one radio channel. All radio traffic will pass through the Head of

Security or Supervisor on the day. The Head of Security or Supervisor will also have a

production radio to be in contact with MFL and will be the point of contact should any

information/issues need to be communicated.

Accreditation System All Accreditation passes/forms/contacts for the build and break will be given to the Head

of Security on the day. This information will be passed to the individual positions

concerned during the briefings. Any changes to the accreditation system will go through

the Head of Security or Supervisor from MFL and will be passed onto the security staff.

Vehicle Arrivals: Contractors / Exhibition holders During site build and break down days, a logging system will operate to monitor vehicles

on and off site. When the vehicle arrives at the site, they will be met by Showsec

security operatives, their accreditation will be checked and a log will be made of the

time, vehicle registration number, name, company and mobile phone number (in case

they need to be contacted whilst on site).

Drivers will also be issued with the relevant health & safety information. Contractors

and exhibitions vehicles will only be allowed access onto the event site with the correct

accreditation, the event organiser (MAMA Festivals Limited) will issue those wishing to

gain access, a pre-arranged time slot to arrive.

Theft, Vandalism and Crime scene preservation When a crime, or other incident requiring Police attendance, is reported to, or

discovered by, a Security operative, Showsec have undertaken to ensure that their staff

obtain as much detail as is possible, with particular importance being placed on

identifying victims, suspects, witnesses, and scenes of crime. Each agency will also

endeavour to provide a named contact person when requesting the attendance of

another agency, and will also provide a location at which to meet, so as to avoid

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confusion with interagency site designations and map references

the Security Manager will endeavour to send a representative to

meet the arriving officers at a pre-determined RV point.

Occurrences & Incidents All Occurrences and incidents will be reported immediately to the Security Manager or

Supervisor on duty, should the severity of the incident require it then the MFL project

manager will be called to the scene. An incident report form will be filled out by all staff

involved and the report will be scanned and filled electronically on the Showsec incident

report database. All incident report forms will be handed over to the MFL project

manager at the end of day debrief.

Health & Safety All staff will proactively enforce and adhere to MFL Health and Safety Site rules. These

rules will be made clear to the Head of Security and all staff who will enforce them onto

all contractor and staff who enter the site.

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11. Arrival

Victoria Park is 860,00m2 of open space that stretches out across part of the East End

of London, bordering parts of Bethnal Green, Hackney, and Bow. The park is entirely

within the London Borough of Tower Hamlets. It is used as a concert venue and hosts

festivals each year. The park is serviced by excellent transport links. Hackney Rail,

Homerton Rail, Hackney Wick & Cambridge Heath are all over ground stations located

within 1km of the park.

There are five underground stations located within the same radius.

It is anticipated that most of the audience will arrive using public transport.

Ground conditions on arrival are excellent. The approach consisting of hard-standing,

gravel or tarmac footpaths. The event site is covered with a level surface of grass.

Queuing Stewards and Security will be deployed early in the day to organise queuing systems.

Points of particular notice regarding queuing are:

• Audience queuing outside of the channel barrier system – Barriers should be set out in the agreed format the day before the event. Stewards should ensure that customers are queuing within the barrier system.

• Audience queuing against the entrance gates – A minimum of 2 metres should be maintained between the front of the queue lane and the gates. This ensures that there is no chance of any crushing at the front of the queue.

• Good signage is required to ensure that people are queuing in the correct area. All ticket conditions of entry should be published not only on the rear of the ticket but at the entrances.

• Should crowd density become a problem outside on the queue lanes then the first course of action should be to open additional lanes at the entrances, this can be achieved by redeploying staff from inside the site.

Fig 1

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• The customers will arrive at each lane and be greeted by SIA licensed security staff. At this point they will be subject to a search for items not allowed in the event site, a full list of these items is available in the Event Management Plan published by the Client. Staff will be positioned in the queue advising customers of non permitted items and advising customers to prepare their tickets for inspection, this helps to speed up ingress.

• There is a box office located outside the Main Entrance for all issues related to customer tickets

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12. Ingress

Ingress flow calculations are based on an empirical study (guide to safety at sports

grounds) of pedestrian movement at a body eclipse of 550mm (unit width). However, it

is recognised that people are likely to arrive carrying items, i.e. bags etc, therefore entry

lanes will be set at two unit widths (1.1m). The Disabled Access lane will be 2m wide to

allow for wheelchair access. These lanes should be signed appropriately. The studies

give average flow rates through a turnstile as 660 people in an hour period. The event

will not be using turnstiles, however, a bag check will be carried out and tickets will be

scanned. Therefore, the average flow rates are affected. Through a 1.1m entrance, the

average rate of flow is 480 people per hour.

It is expected that ingress will be gradual throughout the day, due to the spread of

artists’ time slots. The following calculations have been based on a 30,000 maximum

capacity audience. (For lesser capacity events, the same calculations will be used with

the relevant corresponding figures)

Main Entrance

General admissions will enter through the main entrance

Bag Checks in 3 hours = 1440 (or 480 people per hour)

30,000

1440 = 20.83 OR 21 Lanes needed

21 X 1.1 = 23 + 2m disabled access = 25m of queuing space required

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A = Ticket Scanning Point

B = Bag Search Point

C = Wristband Exchange

= Receptacle for Prohibited items

There will be 21 ingress lanes positioned at this entrance point.

The number of 1.1m wide lanes required has been calculated at a pedestrian speed of 8

people per minute per lane. The time taken for bag search and a ticket scan has been

taken into account.

Flow rate has been calculated at 480 persons per hour per lane. With the expected use

of 30,000 at this entrance (maximum figure), it will therefore take approximately 3 hours

to process all ticket holders through this route. The lanes will be set up across 25

metres of entry width as detailed in the following diagram (fig 2)

Fig 2

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A

B

A

B

A

B

A

B

A

B

A

B

C C C C C C

1.1 METRE WIDTH

PUBLIC INGRESS

A = Ticket Scanning Point

B = Bag Search Point

C = Wristband Exchange

= Receptacle for Prohibited items

fig 2

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Ingress conditions Conditions of entry, which should be made known to the public in

advance of the event, can include:

• Admission by ticket, invitation or accreditation passes only. • No cash should change hands anywhere except the box office • No glass or metal containers are allowed inside the seating area. • No professional cameras, video, or sound recording equipment are allowed and

people should be advised to take them back to their means of transport or leave them in lockers

• Rucksacks and large bags will be deterred from being allowed onto site. Any allowed will be encourage to be checked into lockers. All bags will be searched at entry.

• No pass out should be allowed during the event for ticket holders, except for medical or emergency purposes.

Recommendations

• Event organisers should provide correct pattern channel barriers to construct the appropriate number of entry lanes.

• Bins should be provided by the event organiser for the collection of any items that are refused entry into the concert arena. Wheelie bins should be required at each entrance on the outside of the site positioned in ‘dead areas’ if possible. Regular emptying of bins and skips, in addition to general cleaning around entrance gates should be undertaken during the course of event days to ensure good housekeeping practice, maintain clear exit routes and to maintain a sterile environment for security purposes

• No vehicles should be allowed access or exit via public entry route whilst members of the public occupy the event arena. Policy on vehicle curfew should be publicised widely across all contractors on site.

• Staff on entrances will give a very positive customer friendly service. They will be solution driven. Complaints will be dealt with at the time. Any negative messages should be given with an explanation.

• It is essential that the queuing capacity at each entrance be calculated taking into consideration anticipated numbers at each gate, estimated arrival times, on each entrance.

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Wristbands

Wristbands should be kept in the box office. The Head of Crowd

Management, the Promoter and the Entrance Supervisors will have access in

order to further distribute them as necessary.

Search

In accordance with the Drugs Policy there will be a zero tolerance on the site

with regards to drugs. Prior to arrival at the search lanes event clear signage

will be evident at this point advising members of the public of the prohibited

and restricted items and also that a full search will take.

All bags and holdalls will be searched. Normal prohibited items; bottles, cans,

video, sound recording equipment will be rejected. Items which are deemed

to be illegal substances or offensive weapons will be refused entry. Valuable

items should be returned to their means of transport and no responsibility will

be taken for these by Showsec. Non-valuable restricted items will be

discarded into the bins provided. (The receptacles should be emptied every

30 minutes)

Ticket Check

To gain entry into the search lanes a soft ticket check will take place all

persons entering the search lanes must be in possession of a valid wristband,

ticket or pass, this acts as an initial security check point and can also be an

information point allowing any non ticket holders to be prevented from

entering the site and also directs those collecting tickets to the box office.

Flow rates should be monitored throughout ingress to establish occupancy

level. An audit on how many wristbands have been issued will be used to

obtain these figures, alongside ‘situation reports’. Once 75% of people are in

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then the barriers will be reduced, and then removed, in

preparation for an egress.

Pass Check

From the start of the site build accreditation pass sheets will be made

available to security and stewarding staff on site. Access will be restricted to

those attempting to gain entry into the event site without a valid pass or

wristband.

Staff working in the front of house areas will only be allowed access to the

front of house areas, the pass sheet will clearly identify those not permitted

into the production areas.

Police Liaison

Gate supervisors and staff should liaise with the police if they suspect illegal

activity at the point of entry. This applies to illegal substances, weapons or if

intimidated or threatened.

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13. Arena & Backstage Operations

Once the customers enter they will have access to all areas of the Arena site.

Staff are positioned around the arena to direct customers where required.

All staff will be fully briefed so that they know the location of bars, medical,

merchandise and catering. The main focus and purpose of the staff is

customer service and enhancement of the visitor experience so it is

paramount that staffs have the knowledge to give to customers.

Front of Stage Barrier Admission to the Front of Stage Barriers should be restricted to the front of

stage security team and medical teams essential to public safety.

Photographers shall be escorted in and out of the pit, by the pit supervisor and/

or event press representative

The Front of Stage Barrier system will be a de-mountable type with a

minimum loading of 5 kilo Newton per meter, run at a height of 1.2 meters.

Security will require a working walkway or deck of a minimum of one meter in

depth, running the length of the barrier to enable safe extraction of members

of the audience. Medical provision will be stationed at one end of the barrier

and will be available to assist a casualty when required to by pit staff.

A crowd spotter should be deployed at the Front of stage area to ensure the

comfort factor of 0.3m² is not impeded, and to monitor for any crowd related

incidents. The nominated medical team should monitor any casualties from

the front of stage area specifically checking for signs of theoretic injury.

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Tented Structures Should the capacity be reached, as per tent capacity calculations,

entry lanes will be closed with public queued away from the entrance in an

orderly manner. This should be a centrally co-ordinated operation from event

control in consultation with the Head of Security and the Stage Tent

supervisors

Extra security staff should be deployed to the exit area to ensure a breach of

the ingress policy does not occur. The exit bays will continue to be exit only

and the public egress will be monitored to establish that space had been

created and that audience figures had reduced. When audience figures had

reduced in the tent sufficiently, ingress can recommence.

The stage line up should be considered when the event site is made up of

tented areas. The line up often dictates busy periods in a stage tent and

sufficient staffing should be ensured at these times.

Response Teams Four response teams are available for deployment at the peak times of the

event. Response teams are made up of 3 SIA licensed personnel, each team

will be issued with a personal radio and covert earpiece.

Teams are allocated to areas as follows.

Response Team 1 - Main Arena

Response Team 2 - Main Entrance

Response Team 3 - Backstage/Secondary Arena

Response Team 4 - External

Each team is strategically placed to monitor areas with the potential for

periods of high density and areas of high popularity.

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Through liaison with ELT and the event control room they will be

detailed to respond to any incidents on site, the appropriate

response team will be selected to deal with any incident local to their area. If

the incident requires the response team will detain any individuals until police

presence arrives. The memorandum of understanding between the Police and

Showsec agrees the protocol for handover of detained customers.

Eviction Policy Any evictions or ejections that may take place should follow the correct

procedure:

• Radio through to Control that there is a problem

• CCTV used where possible

• Showsec Manager attends problem

• Decision made on whether an amicable agreement can be made to

allow the person to remain in the venue

• If an eviction or ejection needs to take place then only SIA staff carries

this out. Event management representative should attend if possible.

• Incident reports filled out and copies given to Event management.

• Crowd Managers report completed with details and given to Event

Manager at the end of each day.

The line of demarcation is agreed to be at the external gates of the Event Site.

Once the person is over this threshold they are considered to be off the

property and the Police should deal with any further incidents off the site,

unless a person or persons are not responding to the requests of security or is

participating in what could be regarded as criminal activity.

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Artist Access Artists will have access to the Main stage backstage compound.

The Main stage security supervisor should also be informed of arrival times to

ensure artists gain entry to the stage compound.

Stage Access Points The number of access points to the stage should be limited and designed to

aid the security operation on the main stage. An SIA licensed member of staff

will be allocated to each of the stage steps and ramps to enforce the pass

system and to restrict access to unauthorised persons attempting to access

the stage.

Stage Manager Liaison between the Stage Supervisors and the Stage Managers is vital to the

smooth running of the stage/tent. Access to the stage and backstage, current

conditions and backline movement all need to be addressed at regular

intervals.

Show stop Stages will have a spotter in position throughout the event, If the stage spotter

witness’s signs of distress at the front of stage barrier, including crowd

collapses with persons failing to surface or dangerous moshing the Show stop

procedure will come into effect.

Press Access Press access will be restricted to the allocated areas. These areas will be

identified through consultation with the stage manager and the press liaison

representative. All press pass holders will be escorted by the press liaison

representative at all times.

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Pass System Pass system for the Backstage area will be assessed at regular

intervals between the backstage manager, artist liaison representative and

backstage security manager. Large volumes of passes have been issued that

allow access to the backstage area throughout the event. Liaison between the

backstage manager and the artist tour manager is required to ensure dressing

rooms become available for arriving artistes. From 1 hour after gates (and

thereafter every 2 hours) the supervisor using an available response team

should diplomatically sweep the area checking accreditation.

Vehicle Access As with production vehicles, artist vehicles will enter the event site via the

Production entrance. During site build and break down days, a logging

system will operate to monitor vehicles on and off site. Artist vehicles will be

issued with the relevant accreditation before arriving at this gate and only

allowed access onto the event site with the correct accreditation. The band

vehicles can then be used to transport artists from the backstage area to their

performance areas.

Parking There will be limited parking available at the backstage areas of each

performance area. This area will be reserved for the artist that is currently

performing

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Ejection Policy The ejection policy is in place to assist with the safety and enjoyment of all attendees at the event. This policy must be briefed to all security agencies’ Supervisors and Response Team members. It is advised that any staff working in any potential conflict areas should also be briefed on this procedure. Where it is decided that assistance is required to an incident or occurrence during an event then a response team may be required. Examples of these incidents are covered in Appendix A. Requests for a Response Team It is the aim of the Head of Security to use the staffing resources in an efficient and effective manner, hence all calls for response teams should made via the Security radio control room following the same criteria:

1. Clearly stating the caller call sign

2. Grid reference location (if at a tent the nearest numbered entrance), or obvious Landmark

2. Nature of the call and a brief overview of incident

3. Reason for the requesting of a response team

4. Request for CCTV coverage 5. Full description of any persons involved in the incident:

• Height • Weight • Hair and eye colour • Complexion (IC Codes are given in Appendix B) • Clothing and uniquely identifying features (such as any tattoos

or defining marks the suspect may have had).

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Response teams will respond to incidents involving the following:

1. Conflict management

2. Crowd density 3. Persistent or serious anti-social behaviour 4. Where a suspected crime has been committed 5. Medical emergency (Escort provision) where a request via Event Control has been given

6. Support of medical staff in a potential conflict situation

6. Unauthorised access to the venue

Response teams will not respond to occurrences involving the following: 1. Lost persons or property 2. General welfare issues, which can be dealt with by the welfare team 3. The covering of staff breaks 4. Situations where they will be permanently deployed unless agreed by the Head of Security Response Team Locations The response teams will normally be allocated zones to patrol. The teams will remain in these zones unless called to respond to an incident. If a team is taken out of operation, to deal with an incident or take a break, then the next zonal team will cover incidents in the engaged team’s zone.

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Response Team Protocol

1. The response teams will operate on a dedicated radio channel on the security network. This is to ensure that a clear line of communication is available at all times between the Security control and the response teams

2. The radio controller should send the nearest available response team to the incident location, log that they are on route and identify that they are unable to respond to other calls until further notice.

3. The response team radio holder should advise control on the team’s arrival at the incident and assess the situation, confirming any medical or Police assistance.

4. If the situation is dispersed without further intervention this should logged in control and the response team cleared to resume normal patrols.

5. The decision to instigate the ejection process lies with the Supervisor of the response team, whereby it is agreed that this person will be taken to the ejection office for a definitive decision to be made as to whether they will be ejected by a representative of the event management team. They must be able to give a clear decision process and reason as to why the person is being potentially ejected and put this in writing in their reports after the incident.

6. If an eviction is deemed necessary the response team should escort the individual individual/individuals to the nearest safe place that a buggy/vehicle can be brought to them. The response team radio holder should identify this location to control who should then dispatch the incident team response bugg to the location.

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7. Where a person refuses to leave after being asked at least two times; then reasonable force may be required to be used. See Appendix C, use of force.

8. It should be the aim of the response teams to ensure any ejections are carried out in a professional manner and only using reasonable force where absolutely necessary. If the individual(s) have committed a crime, then Police intervention via control may be requested. The police would then be asked to attend by vehicle to the RV point.

9. An available mobile incident team should be requested in order to meet the Offender and process them. If there is a delay in the availability of an incident team then the individuals must remain at the pickup point until the incident team can attend.

10. When the individuals are passed over from the pedestrian response team to the Incident Team then Security control must be informed.

11. . The Event control room will issue a unique reference number to both the response team and the incident team. This number will be included on all incident reports relating to the incident and will correlate to the radio log entry.

12. In instances where the response teams hand offenders over to the Police, the Police officers name and shoulder number(s) should noted and communicated to the event control. If a handover is undertaken, then the time and apparent condition of the ejectee should be communicated to the radio control room.

13. All instances of conflict management and ejections should be carried only by those clearly displaying a current SIA Door Supervisors License – there should be no instances where stewarding personal engage in this activity unless in self defence.

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14. It is incumbent on the response team supervisor the he/she assesses any risk to the staff under the their control and/or other event goers in executing any ejections and in doing so determining whether Police assistance is necessary.

15. Any evictions or ejections must be carried out with the minimum disruption to the event and other event goers. All staff should be aware that they may be subject to audio and video recording of incidents by Showsec, the event and the general public.

Incident Team Protocol

1. The mobile incident team will be equipped with a Head-cam mounted on a member of staff from the team. This must be used to support any site CCTV system.

2. The mobile incident team may at agreed times, be accompanied by

a Police officer from the Metropolitan Police. (TBC)

3. Once the vehicle arrives then the incident-processing team will process the individuals. The Head of Security, a Site Coordinator or a member of the event management team will attend.

4. The representatives from the Showsec or event management team who are attending the incident-processing team will hear the details of the incident and then make a decision on whether or not the person will be ejected from the site.

5. If it is decided that the person should be ejected from site, then the person will have their details taken along with a photograph. The photograph will be provided to the Event Control room at the nearest possible opportunity and saved to correlate with the incident reference number.

6. Should it be decided that a person(s) is to be ejected then the control room will email the photo out to the Gate Supervisors to assist in preventing re-entry. The person’s wristbands will be removed where appropriate.

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7. If it is suspected that a crime has been committed then the Police will be asked to attend.

8. If criminal damage has been committed then the individual may be asked to pay for the damage they have caused.

9. For all serious incidents, a summary email will be sent by the control

room to an agreed distribution list of emails. This is to ensure the communication of incidents across the management team

10. The incident response team should clear the offender out of the site. Here they will be directed to leave the vicinity of the site.

11. No members of the incident team should take personal responsibility for any possessions of members of the public.

12. The individual(s) will be issued with an ejection slip informing them of the reason why they have been ejected, who made the ejection and how they make a complaint regarding the ejection after the event. This will be issued by the incident processing team and given to the individual.

13. Should the individual be under 16 or deemed to be a vulnerable person (for example under the influence of drugs and/or alcohol) then the incident team should confirm with the individual(s) that they have a safe means of transport off site. If they do not then they should remain with the incident processing team and be taken to the welfare tent where welfare and/or medical provision will be available.

14. Where a person refuses to leave after being asked at least two times; then reasonable force may be required to be used. See Appendix C, use of force.

15. At all times the health, safety and welfare of the ejectee must be paramount. The IRT should be constantly monitoring the wellbeing of the individual, particularly if the person is being restrained, is under the influence of alcohol or controlled substances or is particularly agitated.

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16. The individual(s) must be taken to an end destination for further clearance from the site; if this is not possible due to the offender being deemed too abusive either physically or verbally then Police intervention via control may be requested.

17. It should be the aim of the incident teams to ensure any ejections

are carried out in a professional manner and only using reasonable force where absolutely necessary. If the individual(s) have committed a crime, then Police intervention via control may be requested.

18. In instances where the incident teams hand offenders over to the

Police, the Police officers name and shoulder number(s) should noted and communicated to the Security control.

19. Full written reports of all ejections should be made after each one.

Once the offender has been ejected the incident team should inform control and await further instruction.

20. It is incumbent on the incident team they assesses any risk to themselves and the staff around them. This includes other event staff when executing any ejections and in doing so determining whether Police assistance is necessary.

21. Any evictions or ejections must be carried out with the minimum disruption to the event and other event goers. All staff should be aware that they may be subject to audio and video recording of incidents of the incident response team, the event and the general public.

!!!!!!!!!!!

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!

!!!

Appendix A – Examples of reasons for ejections Examples of these incidents that may require an ejection: • Fighting • Violence from a customer directed at another customer or event worker • Act of vandalism • Unauthorised access • Suspected Theft • Suspected possession or use of a prohibited substance (quantity TBC) • Over intoxication This list is not exhaustive. Appendix B – Descriptions Police Identity Codes • IC1 White person • IC2 Mediterranean person • IC3 African/Afro-Caribbean person • IC4 Pakistani, Indian, Nepalese, Maldivian, Sri Lankan, Bangladeshi, or any other (South) Asian person • IC5 Chinese, Japanese, or South-East Asian person • IC6 Arabic, Egyptian, Tunisian, Algerian or Maghreb person • IC9 Roma, Romany, or Gypsy person • IC0 Origin unknown

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Appendix C - Use of Force Briefing The term ‘Use of Force’ means any physical intervention used on another person. It is possible that during the course of any event that an incident occurs which necessitates the use of force. It is important to understand that the use of force is always a last resort and should only be considered when all attempts at a peaceful resolution have been exhausted. Examples of when use of force may be required are: • To protect yourself . • To break up a fight. • To prevent damage to property. This list is not exhaustive In order to make an objective decision regarding the appropriate application of force, a sound understanding of the rules on use of force is essential. The authority to use force comes from: • Law • European Convention on Human Rights. Criminal Law Act 1967 (Section 3) Any person may use such force as is reasonable in the circumstances in the prevention of a crime, or in the effecting or assisting in the lawful arrest of offenders unlawfully at large. It is important to note that any person may use force. The fact that you hold an SIA Licence does not on its own give a defence for your actions. If you are using CJA 1967 section 3 as a defence you must demonstrate that you were using force to prevent a crime.

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European Convention on Human Rights. Article Two – The right to life Everyone’s right to life shall be protected by law. Deprivation of life shall not be regarded as inflicted in contravention of this article when it results from the use of force, which is no more than is absolutely necessary Article Three - Prohibition from torture, inhumane or degrading treatment Where extreme or excessive force is applied, or where the application of force is maintained for longer than is necessary (even if it is to achieve a lawful aim) this may amount to torture, inhumane or degrading treatment. Article Eight - The right to respect for private and family life. Article eight is not just a right to privacy. It has been held to include respect for an individual’s physical and moral integrity. Accountability If involved in a use of force incident you must be aware that you are accountable for your own actions. You must demonstrate that your actions comply with these principles. Force may be justified if:

• Reasonable in the circumstances • Necessary • No more than necessary • Proportionate to the seriousness of the circumstances

Medical Considerations Staff involved in physical intervention should be aware of the risk to the well being of the person being restrained. Such situations can quickly become medical emergencies. For this reason, where possible, a Paramedic/First aider should attend all incidents. If they consider that the continued restraint of a person poses a risk to his health, that person must be released on the instruction of the Paramedic/First Aider. The overriding consideration is the health and safety of the person being restrained. After any incident involving the use of force, the customers involved should be given the opportunity to reveal any injuries and to have those injuries treated. This is regardless of whether the people involved are being ejected.

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Report Writing After every incident a report must be completed. Your report must be clear, specific, accurate and only relating to the facts. You should not include opinion or personal feelings in an Incident Report. The document may form part of the evidence in a criminal case; you may be questioned under oath in a court many months after the event and won’t be able to rely on memory alone. By answering how, where; when; what and why, you will have the basis for your report. After completing your report it should be passed to the supervisor for inspection.

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Noise at Work

CODE OF SAFE WORKING PRACTICE

The Control of Noise at Work Regulations 2005

Management of Health and Safety at Work Regulations 1999

The Health and Safety at Work etc Act 1974

Personal Protective Equipment at Work Regulations 1992

Introduction

The music and entertainment sectors are unique in that high noise

levels and extremely loud special effects are often regarded as

essential elements of an event. However, loud sounds can damage

hearing. Hearing damage is permanent, irreversible and causes

deafness. This guidance document is designed to help prevent damage

from the noise of music.

Employer’s responsibilities

a) Assess the risks to employees from noise in the workplace. b) Take action to reduce the noise exposure that produces risks. c) Provide employees with hearing protection. d) Ensure that legal limits are not exceeded. e) Provide employees with information, instruction, training and

supervision. f) Carry out health surveillance where there is a risk to health.

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Employees responsibilities

g) To use their employers’ control measures. h) Wear hearing protection provided by their employer. i) Take care of hearing protection. j) Report any faults and defects with noise control equipment. k) Make themselves available for health surveillance.

2. Client responsibilities

Prepare and document noise risk assessments; to include

a) the nature of the event and music. b) the site venue / layout. c) noise footprint / map of the area covered by the sound. d) identify who will be affected by noise. e) Obtain a reliable estimate of expected sounds levels and

durations. f) Selection of speaker types. g) Suitable control measures available for noise hazards.

3. Touring responsibilities

a) The venue risk assessment should be fully integrated with the event risk assessment.

b) The noise assessment should be carried out to estimate the levels in each venue, work areas and then to estimate the exposure levels.

c) Individual venue managers should provide risk assessments to incoming tour managers.

d) Generic risk assessments should be reviewed in the event of any significant changes.

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4. Area Managers responsibilities

• To obtain information from the client regarding the expected level of noise and the duration of the noise for each event.

• To determine staff exposure limits of those directly affected by upper and lower exposure action values (refer to calculator in appendix for exposure limits).

• Put in place any control measures that may be required as part of the risk assessment.

• Include a section on Noise control in the overall crowd management risk assessment (see appendix for example of noise risk assessment).

• Record all findings and review when significant changes in the system of work dictate.

• Records of each noise assessment must be kept with the corresponding documentation for each event.

Issue staff with hearing protection, of a suitable type and ‘Single Number

Rating’ (SNR).

Noise level in dB Select a protector with an SNR of:

85 – 90 20 or less

90 – 95 20 – 30

95 – 100 25 – 35

100 - 105 30 or more

This table gives an indication of the protection factor that is likely to be

suitable for different levels of noise. Recommendations for hearing protection

are:

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Front of House / Stage Pit / Backstage = Compressible ear plugs (polymer foam) and earmuffs where communications are required.

Managers / supervisors must ensure that staff have been given sufficient training and instruction on the correct use of hearing protection and carry out periodic checks of staff to ensure that they are wearing them. Members of staff found not wearing hearing protection in designated areas, may be subject to company disciplinary procedures.

The wearing of hearing protection is mandatory for all staff in the following areas:

Stage; Front of stage and pit areas; Stage wings; Front of house; Backstage and backline; Other areas as specified by the Area Manager.

5. Staff Welfare

It is the responsibility of managers and supervisors to ensure that staff

receive regular rest breaks away from the workplace and in particular

from sources of excessive noise.

6. Auditing

Periodic checks will be made of all documentation relating to the

control of noise at events and to ensure that procedures for the

implementation of control measures for staff are being correctly

managed.

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Appendices – Daily Noise Exposure Calculator

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14. Egress

There must be exit systems capable of accommodating the passage of people within a

time period, avoiding congestion and psychological stress

Once 75% of customers have entered the site then the entrance lanes (A & B) will be

cleared and prepared ready for egress. Any barriers used will be stored away so as not

to obstruct any egress routes.

Good lighting and signage are positioned along the egress route to the shuttle bus pick

up.

Stewarding and channel barriers will help the steady flow of people out of the event site

and ensure that any pinch points are reduced. The psychology of an audience dictates

that the majority of people will want to leave the same way they came in.

Once the site is clearing then a sweep will be carried out by the stewarding and security

staff pushing the customers out of the site. After the site is clear the staff should be

stood down by the event promoter and the night static team will take over. A debrief will

take place where any incidents or constructive feedback can be given to the Head of

Crowd Management. Any incident report cards will be collected at this point. These will

be copied and handed in along with the Head of Crowd Management show report to the

Health & Safety Manager.

Exit Width The British Standard gives the egress flow rates along a flat surface as:

(BS: EN 13200-1:2003)

Width (m) X 100 X Time (min) = Number through width

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The minimum exit width is 1.2m (for new constructions)

Steel shield exit gates are recommended and they are designed, as standard, 5 metres

wide.

Experience & empirical studies show that 15 minutes is a safe egress time from a

festival site.

So

(5 X 5m) X 100 X 15mins = 37,500 (maximum occupancy is 35,000)

Or

37,500 people will be able to safely egress through 25m of exit width in 15

minutes. The site has a maximum capacity of 35,000. 25m is more than enough exit

width to allow for a safe egress. Extra exit width is recommended to allow for safe

egress should an exit become unusable.

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15. Emergency Procedures

Showsec will be subject to emergency procedures of the site as a whole. Any incident

within the site may have an impact on the event. Showsec should adhere to the event

emergency procedures and work alongside these. In the event of an emergency the

following Standard Operating Procedures would be followed:

Condition Green

Would indicated normal situation

There is a free flow of public throughout the site

Condition Amber In the event that an Amber Condition is declared, the Radio Controller would activate

the following plan.

Event Control informs Showsec Crowd Manager of the incident.

All parties will be advised of the exact area of the threat. The following message will be

broadcast over the radio channels and event PA (following liaison with ELT)

“WILL THE AMBER TEAM LEADER CONTACT THE PRODUCTION OFFICE” If necessary ingress will cease and information given to members of the public

regarding the situation to prevent disorder.

Evacuation standby will be issued for all teams. The entrance team should prepare

their area to be clear for an egress.

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Where the condition is contained, “Condition Green” will be

declared and all parties will be advised using the “Stand Down”

code. Where the situation could become serious, a “Stand-By” for Condition Red will be

issued.

Condition Red

Responsibility for stopping the show is documented in the event management plan.

When the incident is considered as very serious and has been informed so by the Event

Manager, the Head of Crowd Management will issue the following instructions.

Declare “Condition Red”.

The following message will be broadcast over the radio channels and the event PA:

“WILL THE RED TEAM LEADER PLEASE CONTACT THE PRODUCTION OFFICE IMMEDIATELY”

All Exit and Entrances to be cleared of any obstructions ready for egress.

Customers to be directed away from the threat and the incident area to be secured.

Emergency Services and Helicopter RV point should be staffed to ensure quick

direction to the incident.

Designated person to halt the show and an approved public announcement made.

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Part Evacuation Where condition Red is in a controlled area i.e. Backstage area,

the event may not be halted, so as to reduce the possibility of panic. However the area

will be restricted until the Condition Green is given.

Full Evacuation

Once it has been decided that a full evacuation is necessary, it will be carried out as per

the agreed procedures.

Emergency Evacuation Announcement If a full evacuation is to be carried out, the following announcement will be made over

the radio channels and event PA system:

“LADIES AND GENTLEMEN THIS IS AN EMERGENCY MESSAGE. DUE TO CIRCUMSTANCES BEYOND OUR CONTROL WILL YOU PLEASE VACATE THE CONCERT ARENA BY WALKING TO ALL AVAILABLE EXITS AS QUICKLY AND QUIETLY AS POSSIBLE” Considerations Consideration must be given to the cancellation of an event or being unable to restart

an event. A procedure should be set for making the audience aware of the situation as

well as dealing with any property that has been lost or abandoned in an evacuation.

There may also be an expectation of compensation or the re-issuing of tickets.

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16. Contingency Planning

Contingency planning involves all parts of the Crowd Management plan:

• Arrival • Ingress • Event Monitor Method • Egress

There are various incidents which can occur across the site during the event. Although

each incident has its own specifics, the way that each incident is dealt with follows a

similar structure.

Incident reported to

Event Control Control Room

contacts HCM

Site coordinator

attends incident Further details

reported to event

control

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Should an incident occur then a report will be made to the Event Control Room. This

will then be fed to the Safety Officer and the Head of Crowd Management. A coded

message will be used to notify the relevant parties of the type of incident. This coding

system is detailed in the Event Management Plan.

If the condition state for a zone rises to Amber then the Head of Crowd Management

will attend the Event Control and the site coordinator will attend the incident and

coordinate on the ground. The site coordinator will feed back information from the

incident to the Head of Crowd Management. This will not differ from the normal

structure as set out in the Command and Control section.

Should the incident move from Amber to Red then the evacuation plan may go into

effect. This could involve a full or partial evacuation. The process for making this

decision and the evacuation plan is detailed in the Event Management Plan.

Condition state

changes

Evacuation or stand

down occurs

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17. Staffing Positions

For a full staffing deployment please request a copy of the Staffing Plan. Below the

positions included in the Staffing Plan are given brief job descriptions which show

whether the position should be carried out by a trained safety steward or an SIA

Licensed member of security. Whether the position is classed as a Licensable position

is taken from the Private Security Industry act 2001. Below the duties are set out into

licensable and non licensable activities, these are taken from the Security at Events

booklet published by the Security Industry Authority (for further information visit

www.the-sia.org.uk). From there the key duties of the position are detailed in a brief job

description and it can be seen whether the position is licensable or not.

Licensable Activities

• Screening a persons suitability to enter the event or venue e.g. individuals under the influence of alcohol or drugs or demonstrating anti social behaviour.

• This includes those who are searching bags to ensure that there is no unauthorised access or any damage to property or injury to others.

• Searching of persons and/or property to prevent items that are unauthorised or illegal from entering the premises e.g. cameras, alcohol, drugs or weapons.

• Note if the purpose of searching of persons or bags is to ensure that no-one with prohibited items enters the premises, then this is an activity that falls within paragraph 2(1)(a) of Schedule 2 of the Private Security Industry Act as an activity that consists of “guarding premises against unauthorised access”. If the purpose (or an additional one) is to ensure that no weapons or other dangerous articles are brought onto the premises, then the bag searching would also fall within paragraph 2(1) (a) and potentially paragraphs 2(1) (b) and (c) of Schedule 2 of the Private Security Industry Act on the basis that this would be guarding property and individuals respectively against damage and injury.

• Responding to incidents within crowds, queues or the audience to control behaviour which is antisocial, undesirable or likely to result in harm to others.

• Ejecting individuals from a venue or event or designated area e.g. concert pit or backstage areas.

• Protecting a pitch, track or other identifiable area from spectators or others with the intention of preventing damage to property or persons.

• Providing a security presence to prevent and detect crime within a designated area.

• Guarding a property and/or equipment in situ during the setup and breaking down of, for example, an event or exhibition.

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• Patrolling the perimeter of an event to prevent

unauthorised entry gained by individuals, through the climbing or breaching of any fences or barriers, or through being let in via an access.

• Observational and reporting roles as part of or in support of guarding fall within paragraph 2(1) as result of paragraph 2(3) of Schedule 2 of the Private Security Industry Act which includes as licensing activity providing a physical presence or any form of surveillance as to deter or otherwise discourage something from happening or to provide information if it happens about what has happened.

Examples of such roles (but not limited to) include patrolling the venue, observing from

fixed positions or monitoring CCTV footage.

Non-licensable activities • Customer care duties including directing patrols to refreshments, toilets and first

aid facilities. • Directing spectators to seating areas by checking tickets. • Providing safety advice and assistance to patrons as required. • Ensuring gangways and exit/evacuation routes are kept clear for health & safety

purposes. • Providing assistance in the carrying out of evacuation procedures in the event of

danger to patrons, including liaising with representatives of the emergency services.

• To be responsible for the health and safety and comfort of spectators within a designated area.

• Monitoring and maintaining the pedestrian flow at key locations e.g. entry and exit points.

• Providing guidance and direction to visitors arriving by car or on foot, including the management of roadway crossings to ensure the safe passage of visitors over the roads.

• Report to a supervisor or safety officer any damage or defect which is likely to pose a threat to spectator ‘health and safety’ e.g. damaged seat or barrier.

This list is by no means exhaustive and it should be remembered that is not the job title

that is important; it is the work that an operative actually does (the activity undertaken)

that determines whether they need a licence.

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Access Control

• Individuals that have any responsibility in relation to either screening a person’s suitability to enter the premises or their subsequent removal (where this is in relation to a manned guarding activity as described in section 3.2) from the premises, are still licensable.

• Those who are searching persons or bags to make sure that there is no unauthorised access to any damage to property or injury to others are licensable as they are not only physically present, they are also carrying out a more pro-active activity than is intended specifically to guard against one or more of the activities listed in paragraph 2(1) of Schedule 2 of the Private Security Industry Act.

The Private Security Industry Act 2001 excludes certain people from the scope of

manned guarding activities, including individuals whose sole responsibility is to control

access to a premises or designated area, through checking tickets, invitations or

passes.

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Operational Plan Love Box 2012

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Showsec Regent House | 16 West Walk | Leicester | LE1 7NA

0116 204 3333 | www.Showsec.co.uk

Reg No. 218 7286


Appendix D – Site Plan Please see following page

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13/2/2012

LB12/V2-0

STEELSHIELD FENCE LINECROWD CONTROL BARRIER

HERAS FENCE LINE

HOARDING FENCE LINE

EXIT

PORTACABIN

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Appendix E – Medical Plan Please see following pages

1

Casualty data from 2007 Casualty data from 2011 Sat 21st July 51 patients, cas% rate 0.2% Fri 15th July 36 patients, Sun 22nd July 62 patients, cas% rate 0.25% 5 transport to hospital ( 1 x Alcohol 3 x Trauma

1 x Drug). based on 25000 each day. No transports to hospital. Sat 16th July 53 patients,

2 transports to hospital ( 1 x Medical 1 x Trauma).

Casualty data from 2008 Sun 17th July 43 patients, 3 transports to hospital ( 2 x Drug 1 x Ortho). Sat 19th July 29 patients, cas% rate 0.1% 1 transport to hospital (allergic reaction). Overall attendance of 63,500 (132 patients) the

casualty percentage rate was 0.21%. Sun 20th July 62 patients, cas% rate 0.25% based on 30000 each day. 3 transports to hospital (1 allergy, abdo pain, 1 drug use). Casualty data from 2009 Sat 18th July 70 patients, cas rate 0.23% 7 transports to hospital (allergy, neck inj, hand laceration, 1 drugs, 2 alcohol). Sun 19th July 52 patients, cas rate 0.17% 4 transports to hospital ( migraine, 3 ankle inj). Casualty data from 2010 Fri 16th July 27 patients, 1 transport to hospital (asthma). Sat 17th July 70 patients, 8 transports to hospital (1 x appendicitis, 3 x asthma, 2 x ? fractured ankle, 1 x sprain wrist, 1 x drug MDMA.

Sun 18th July 46 patients, 6 transports to hospital ( 1 x minor head inj, 1 x knee, 1 x alcohol, 1 x asthma, 1 x burn, 1 x assault).

EVENT MEDICAL PLAN LOVEBOX VICTORIA PARK LONDON Fri 15th, Sat. 16th & Sun 17th June 2012 Version 1 (26.1.12) Information contained in this document is confidential and may not be circulated or reproduced without the consent of the author.

2

EVENT MEDICAL PLAN Contents Section Introduction 1 Page 3 Event evaluation 2 Page 3 Venue evaluation 3 Page 3 Purple Guide Score Matrix 4 Page 4 On site resources 5 Page 5 Control & Communications 6 Page 6 Medical facilities 7 Page 6 Ambulances 8 Page 6 Staff welfare 9 Page 6 Risk assessments 10 Page 6 Major Incident/ Mass casualty 11 Page 6 Risk Assessments Pages 7-15 Operational Structure Page 16 Staff Competencies Page 17 Escalation Plan Page 18 Staff Briefing Pages 19-24 Main Medical Equipment list Page 25-26 Satellite Post Equipment list Page 27 Main Medical layout Page 28 Satellite Post layout Page 29

3

EVENT MEDICAL PLAN

1 INTRODUCTION 1.1 EXCEL Medical Services (CQC Registration DA10713/2/1) have been

commissioned to act as Appointed Medical Provider (Medical Manager).

1.2 The role of the Appointed Medical Provider is to plan the provision of medical, ambulance and first aid services, have responsibility of providing an appropriate management and operational control infrastructure and to liase with the ambulance service and local Accident & Emergency Department.

1.3 A named Manager(s) from the Appointed Medical Provider will be available on the day to take overall control and co-ordination of medical provision.

1.4 There will be two emergency ambulances , 4 HPC Registered Paramedics, 2 (>4)

IHCD Technicians/Emergency Care Support grade, 1 A&E Doctor, 2 A&E Nurses, 4 (>10) First-aiders, 1 Control Officer, 1 Medical Manager and 1 Medical Co-ordinator.

1.5 During this event there will be an Ambulance Officer available from the London

Ambulance Service. The role of this Officer is to act as Forward Incident Officer in the event of a Major Incident or Mass Casualty situation and will be situated in event control.

2 EVENT EVALUATION 2.1 The Friday (15th ) event will start at 14:00 hrs and will finish at 23:00 (medical staff

will be operational from 13:30 hrs until 23:30 hrs).

The Saturday (16th ) event will start at 12:00 hrs and will finish at 23:00 (medical staff will be operational from 11:30 hrs until 23:30 hrs). The Sunday (17th ) event will start at 12:00 hrs and will finish at 22:30 (medical staff will be operational from 11:30 hrs until 22:30).

2.2 It is anticipated that there will be an attendance, of up to 30,000 people on each day

which will be a full mix, in family groups. 3 VENUE EVALUATION 3.1 The event will take place within Victoria Park London. 3.2 Access and egress points for emergency vehicles will be as identified on site plan.

4

EVENT MEDICAL PLAN 4 PURPLE GUIDE SCORE Table 1 Event Nature Score A - Nature of event Music festival 3 B - Venue Outdoor, confined location e.g. Park 2 C - Standing / Seated Standing 3 D - Audience profile Full mix, in family groups 2

Total score for Table 1 10 Table 2 Event Intelligence Score E – Past history Good data previous cas. Rate <1% -1 F – Expected numbers < 30,000 20

Total score for Table 2 19 Table 3 Additional considerations Score G – Expected queuing Less than 4 hours 1 H – Time of year Summer 2 (outdoor events) I – Proximity to definitive care (nearest suitable A & E) Less than 30 min by road 0 J – Profile of definitive care Choice of A & E Depts. 1 K – Additional hazards None 0 L – Additional on site facilities Suturing -2

Total score for Table 3 2 Overall Score 31

5

EVENT MEDICAL PLAN 5 ON SITE RESOURCES Number of Medical Co-ordinator 1 Medical Manager 1 Paramedics (HPC Registered) 4 IHCD Technicians/Emergency Care Support grade 2 (>4) Ambulances 2 Doctors (A&E Consultant) 1 Nurses (A&E) 2 Medical Facilities 2 First-aiders 4 (>10) Control Officer 1

6

EVENT MEDICAL PLAN 6 CONTROL & COMMUNICATIONS 6.1 Medical staff will be issued with radios and will have a link to event security. 6.2 Mobile telephones and landline will be available as a back up system. 6.3 A Medical Control will be established at event control and will staffed by an

ambulance control officer. All communications will be via medical control. 7 MEDICAL FACILITIES 7.1 A main medical facility will be established as detailed on site plan. 7.2 The Main Medical Facility will consist of a triage desk, minor treatment bay, an

observation/examination bay, a resuscitation bay and a four bed observation bay. The Satellite post will be furnished and equipped to deal with minor injuries/illness and will also have an examination area. Any persons requiring more than simple first-aid will be transferred to Main Medical.

7.2 Staff will consist of Medical Manager, Doctor, Clinical Nurse Manager (A&E), State

Registered I.H.C.D. Paramedic Officer. State Registered I.H.C.D. Paramedics, Registered Nurses A&E A.L.S. E.N.P., I.H.C.D. Ambulance Technicians, First-Aiders.

7.3 Within the Event, the responsibility of clinical decision making and transport to hospital rests with the Medical Officer and the Clinical staff, operational decisions will be made by the Medical Manager, any queries are to be directed to the Medical Manager.

8 AMBULANCE

There will be 2 emergency ambulances on site for the duration of the event. 9 STAFF WELFARE

There will be rest periods (as detailed in service rota) food and refreshments available for medical staff.

10 RISK ASSESSMENTS

The medical risk assessments are as set out in Appendix 1. 11 MAJOR INCIDENT/MASS CASUALTY

In the event of a Major Incident or Mass Casualty situation being declared the medical resources on site will hand over to the London Ambulance Service Forward Incident Officer and will act under their direction.

7

APPENDIX 1 VENUE RISK ASSESSMENT NO NATURE OF RISK POSSIBLE

CAUSE SEVERITY OF RISK

PROBABLE FREQUENCY

INTERVENTION

1 Lower limb injuries, particularly ankle.

Dancing/ walking on uneven ground

Moderate Medium All trailing cables and pipework to be routed overhead where possible. Any cables or pipework which must remain at ground level are to be clearly identified, secured and protected by a ramp. Extra care to be taken when traversing rough ground Full range of assessment facilities and support bandages available. Possible fractures to be for radiological investigation.

2 Dehydration Prolonged physical exertion, possibly exacerbated by alcohol or stimulant drugs e.g. MDMA

High. Possibility of cardiac arrest in extreme cases.

Medium Unrestricted access to free potable water. Adequate supplies of Intravenous fluids. Early access to Advanced Life Support facilities. Rapid and seamless evacuation of casualties requiring further support.

8

3 Deterioration in Respiratory Function

Depressant Drugs e.g. Opiates, Barbiturates

High Low Early access to resuscitation facilities, appropriate reversal agents. Appropriate monitoring and observation facilities. Rapid and seamless evacuation of casualties requiring further support.

4 Epileptic Seizures Stroboscopic Lighting. Pre-existing illness

Moderate Low Early access to medical facilities to prevent further injury. Monitoring and observation. Access to appropriate medication In Extremis.

5 Trauma - as a result of falls from height or assault.

Orthopaedic injuries, neurological injuries. Possibly exacerbated by access to alcohol or hallucinogens

Moderate Low Restrict access to elevated areas where appropriate. Appropriate harnesses to be worn when working at height Provision of full spinal immobilisation equipment, splintage and analgesia. Co-operate with appropriate agencies in cases of alleged assault

9

6 Electric Shock / Electrical Burn

Electrical supply to stage areas and generators supplying stalls around site

Moderate Low All systems to be inspected by a competent person in accordance with current legislation. Any member of staff with any concerns should address this through the site management structure to the Site Health and Safety Officer. All safety staff should be fully briefed as to the power shut down procedure All power shut down points to be clearly marked Early access to resuscitation equipment and rapid evacuation to appropriate ongoing care facility where appropriate.

7 Musculo-Skeletal Injuries

Manual handling of People, Equipment and Supplies

Moderate Medium All staff to have had appropriate moving and handling training prior to undertaking task Use of mechanical aids where appropriate

8 Hearing Damage There will be excessive noise levels during the event

Moderate High Personal Protective Equipment to be provided in all areas where the noise level exceeds 85Db

10

9 Chronic medical conditions exacerbated by environmental factors and prolonged physical exertion

Asthma Diabetic Emergencies Epilepsy

Moderate Moderate

Medium Medium

Early identification of condition and provision of early nebulisation where necessary. Observation and monitoring Rapid and seamless evacuation of casualties requiring further support. Early identification of and appropriate treatment for Hypo / Hyperglycaemia Observation and monitoring Rapid and seamless evacuation of casualties requiring further support. Addressed at Serial 4

10 Fire / Explosion Compressed Air and Medical gasses in use on site

High Low Medical gases only to be used by appropriately trained personnel. No smoking in the vicinity of medical gasses All areas where compressed gasses are in use to be appropriately signed

11

11 Transmission of infection through exposure to body fluids from casualties

Casualties occurring on site. Medical Procedures.

Moderate Medium Personal Protective Equipment to be issued to all personnel as appropriate to task i.e. disposable gloves, eye protection, disposable aprons and masks. All spillages of blood and body fluids are to be dealt with under the guidance of the medical providers on site All body fluids and human tissue is to be disposed of as clinical waste Full hand washing facilities to be available

12 Needlestick injuries

Discarded syringes. B.M. lancets.

Moderate Low Dangers of needlestick injuries to be covered in site briefing Sharp Bins to be provided in Medical Facilities, to be disposed of in accordance with current legislation.

12

13 Minor Injuries, Abrasions, lacerations and bruises

Slips, trips, falls, exposure to broken glass

Low Medium Maintain safe and tidy environment throughout the event Good housekeeping policies by all sub-contractors in their allocated areas No glass policy Provision of dressing facility for minor injuries

14 Loss of casualties personal effects

Potential for high numbers of casualties presenting with an altered level of consciousness

Low Low All casualties presenting are to be issued a unique patient ID number. This is to be used on all documentation and property marking Property to accompany patient to hospital Accurate records to be kept by attending medical providers

13

15 Crush injuries Trauma as a result of crowd surges, crushing or crowd violence

Medium Low

All stewards and safety staff to receive a security awareness brief as part of their induction Stewarding and medical staff to be supported by security staff when dealing with persons displaying unruly behaviour Security plan to include crowd management to prevent crushing Early access to resuscitation equipment Rapid and seamless evacuation to appropriate ongoing care facility where appropriate

16 Allergy among Staff and Casualties to Latex

Potential for Latex allergy sufferers to be exposed to latex as part of medical treatment or intervention

Moderate Low

Provision of certified “Latex Free” and Hypo Allergenic medical equipment and PPE for use where appropriate.

14

MEDICAL STAFF RISK ASSESSMENT LOVEBOX Victoria Park London Fri 15th Sat 16th & Sun 17th June 2012

NO NATURE OF RISK POSSIBLE CAUSE

SEVERITY OF RISK

PROBABLE FREQUENCY

CONTROL MEASURES

1 Hearing Damage Excessive

noise levels during venue opening.

Moderate High Personal Protective Equipment To be provided in all areas Where the noise level exceeds 85dB

2 Fire / Explosion Medical

gases in use on within the medical room/venue.

High Low Medical gases only to be used By appropriately trained Personnel. No smoking in the vicinity Of medical gases All areas where compressed Gases are in use to be Appropriately signed

3 Transmission of infection through exposure to body fluids from casualties

Casualties occurring at the venue.

Moderate Medium Personal Protective Equipment To be issued to all personnel as Appropriate to task i.e. disposable gloves, Aprons, masks. All spillage of blood and body Fluids are to be dealt with using Personal protective equipment. All body fluids and human Tissue is to be disposed of as Clinical waste

4 Needlestick injuries BM lancets Moderate Low Disposal of sharps in Sharps Bin.

5 Allergy among Staff and Casualties to Latex

Potential for Latex allergy sufferers to be exposed to latex as part of medical treatment or intervention

Moderate Low Provision of “Latex Free” and Hypo Allergenic medical Equipment and PPE for use Where appropriate.

15

6 Abuse and/or Violence

Potential for medical staff To be verbally abused and/or be subject to acts of violence

Moderate Low Assess each situation, if a risk Of abuse/violence is present or Perceived, the medical staff Should not approach the incident, If a situation develops within the Medical room then a call for Assistance, to the security staff Should be made (2-way radios Are to be issued). If an abusive/ Violent incident is imminent the Medical staff should leave the Medical room immediately and Summon assistance.

16

OPERATIONAL STRUCTURE

MEDICAL CONTROL

MEDICAL MANAGER

MAIN MEDICAL

SATELLITE POST

DOCTOR NURSES FIRST-AIDERS

RESPONSE TEAM

FIRST- AIDERS

RESPONSE TEAM

RESPONSE TEAM

RESPONSE TEAM

EMERGENCY AMBULANCE

RESPONSE CAR

EMERGENCY AMBULANCE

17

STAFF COMPETENCIES

Medical Manager Dave Owen State Registered Paramedic (PA04668). BSc Pre-Hospital Care.

Senior Officer, North East Ambulance Service.

Doctor Syed Masud Consultant A&E The Royal London Hospital. British Association Immediate Care Specialists. Nurses (2) Karen Wood Registered Nurse James Cook University Hospital (Regional Major Trauma Centre). Registered Nurse James Cook University Hospital (Regional Major Trauma Centre). Paramedics (4) John O`Niell HPC Registered Paramedic. (PA30100). <TBC> HPC Registered Paramedic. (PA). <TBC> HPC Registered Paramedic. (PA). <TBC> HPC Registered Paramedic. (PA). Technicians/ Emergency Care <TBC> I.H.C.D. Technician. Support Grade (4) <TBC> I.H.C.D. Technician. <TBC> I.H.C.D. Technician. <TBC> I.H.C.D. Technician. First-Aiders 4 (>10) Individual staff to Currently holding a recognised First-Aid be determined certificate. Control Officer <TBC>

18

ESCALATION PLAN

In the event that casualty numbers reach a level which may have the potential to overwhelm the Main Medical Facility and the staff within (as detailed in the staff allocation section) but not reach a level where a Mass Casualty situation may be declared, the Escalation Plan will be implemented as follows: STATE GREEN Operating as normal. STATE AMBER All first-aid response teams to return to Main Medical. Satellite Post staff will remain in position. If a state of AMBER is declared all first-aid staff will assist in Main Medical under the direction of the Medical Manager, one person will be designated as a radio operator within the Main Medical Facility as a direct link to Event Control. STATE RED All staff, including staff from the Satellite Post, will return to Main Medical. If a state of RED is declared all first-aid staff will assist in Main Medical under the direction of the Medical Manager, one person will be designated as a radio operator within the Main Medical Facility as a direct link to Event Control. There will be a Triage Nurse operating within the Main Medical Facility.

19

LOVEBOX

VICTORIA PARK

LONDON (E9 5EG)

Fri 15th, Sat 16th & Sun 17th June 2012

BRIEFING Medical Manager Dave Owen The medical manager is responsible for all aspects of on-site medical management throughout the event. Medical Providers EXCEL Staff from these services will provide medical coverage for the event. Medical staff will manage all on site treatment and will provide on site co-ordinator, management and communications staff to fulfil this role. The Medical Officer will be consulted with regards to any decision about transfer to an acute hospital. To help manage any potential role which London Ambulance Service or NHS resources may be required to play in an Untoward Incident, Emergency Situation, or Major Incident, the on site medical staff will act under the direction of the London Ambulance Service. There will be an Officer from London Ambulance Service located in event control for the duration of the event. In accordance with section 712 of The Event Safety Guide we will aim to minimise the effects of this event on the healthcare provision for the local population and, wherever possible, reduce its impact on the local NHS facilities and ambulance service, we believe, that the historical data and our experience of this event for the fifth year, it is proven that the resources provided is appropriate, having used this model in previous years. Within the Event, the responsibility of clinical decision making rests with the Medical Officer and the Clinical staff, operational decisions will be made by the Medical Manager, any queries are to be directed to the Medical Manager. The medical facilities will also act as lost children points, in the event a child or parent requires assistance, details will be taken and passed onto event control who will in turn pass details onto the police. It is important that no child is handed over until the parent/guardian/carer/responsible adult relationship is established. The Victoria Park is an up to 30,000 attendance, single event site; there will be 2 ambulances, 1 A&E Doctor, 2 A&E Nurses, 6 (>8) Ambulance Personnel, 1 Manager, 4 (>10) first-aiders, Communications Officer and an Officer from London Ambulance Service (Silver Command) available for the duration of the event. It is anticipated that Fri 15th will see an attendance of approximately 17000, Sat 16th up to 29000 and Sun 17th up to 25000.

20

This event takes place within the area of Victoria Park. This is a music festival and the audience profile is a full mix in family groups. There will be up to 30,000 people within the areas described. The management structure is as follows: Medical Manager Dave Owen 07973549593 Medical Co-ordinator Carl Hannon 07512 380269 Two medical facilities (tented) are in operation during the event one being a main medical facility and one being a satellite medical post, these will be staffed as follows: Main Medical 1 x Doctor, 2 x Nurse (2 ambulance). Satellite medical 2 x First-aider. post Response Team 1 1 Paramedic 1 First-aider Response Team 2 1 Paramedic 1 First-aider Response Team 3 1 Technician 1 First-aider Response Team 4 2 First-aider Ambulance 1 1 Paramedic 1 Technician. (Main Medical). Ambulance 2 1 Paramedic 1 Technician. (Main Medical). Deployment of staff is subject to change.

21

Roles and responsibilities Medical Co-ordinator: To act as liaison with the production team.

To ensure all medical facilities and support are in place. To deal with any problems or queries which may arise during the event.

Medical Manager: Responsible for all aspects of on site medical support.

To have overall responsibility of the smooth running of the event To deal with any problems or queries which may arise during the event.

To liase with relevant agencies. Radio communications for medical staff will be in operation for the duration of the event. See radio call signs for further information. Radio call signs: Medical Control Medical Control Medical Co-ordinator Charlie 1 Medical Manager Mike 1 Main Medical Main Medical Satellite Post 1 Satellite Post 1 Response Team 1 Romeo 1 Response Team 2 Romeo 2 Response Team 3 Romeo 3 Response Team 4 Romeo 4 Ambulance 1 Alpha 1 Ambulance 2 Alpha 2 Response Car Romeo Victor Food and refreshments are available for medical staff during the event as well as adequate rest periods. Rest periods will be as detailed in service rota. Detailed deployment and positioning of medical staff is set out as follows and can be subject to change

22

Staff deployment: Medical Co-ordinator Event Control/ Roaming Medical Manager Event Control/ Roaming Main Medical Doctor

Nurse x 2

Satellite post 1 First-aider x 2

Romeo 1 Paramedic First-aider Romeo 2 Paramedic First-aider Romeo 3 Technician First-aider Romeo 4 First-aider First-aider Alpha 1 Paramedic Technician Alpha 2 Paramedic Technician Radio Control Control

Officer

23

Information for North East staff Accommodation address Holiday Inn Express 5 Walthamstow Avenue London E4 8ST Tel: 0208 501 9000. Schedule: Friday 15th June 13:00 Staff depart hotel Site Address Victoria Park 13:30 Staff arrive on site London E9 5EG 13:45 Staff briefing Use Cadogan Terrace junction of St. Marks Gate 14:00 Event live for Sat Nav for entrance. 23:00 Event close Distance to site 8.2 miles. 23:30 Stand down for medical staff Lido Gate access E9 7DE Schedule: Saturday 16th June 11:00 Staff depart hotel 11:30 Staff arrive on site 11:45 Staff briefing 12:00 Event live 23:00 Event close 23:30 Stand down for medical staff Schedule: Sunday 17th June 11:00 Staff depart hotel 11:30 Staff arrive on site 11:45 Staff briefing 12:00 Event live 22:30 Event close 23:30 Stand down for medical staff

24

Contact Numbers: Medical Co-ordinator 07512 380269 Medical Manager 07973549593 Royal London 0207 3777781 Hospital Homerton 0208 5107120 Hospital London Ambulance <TBC> Service Receiving hospitals: Royal London Hospital Whitechapel Road London E1 1BB Tel. 020 7377 7000. A&E entrance Whitechapel Road junction of Turner Street Distance from site 1.9 miles running time 5 minutes. Homerton University Hospital Homerton Row E9 6SR Tel. 020 8510 5555. A&E entrance Homerton Row junction Staveley Close Distance from site 1.4 miles running time 5 minutes.

25

LOVEBOX VICTORIA PARK

Fri 15th, Sat 16th, Sun 17th June 2012

EQUIPMENT Main Medical: Resus area Stretcher Tables x 2 Chairs x 2

O2 Resus kit (BVM, OP and NP Airways, L.M.A`s, Suction, Catheter mounts, filters). Ventilator Sabre (ITU Model) (Catheter mounts, filters).

Defib/Monitor (12 Lead capability, SpO2, N.I.B.P. Temp.) Intubation. (E.T. Tubes, Magills, Catheter mounts, Spencer Wells). Cannulation. B.P. Electronic and manual. SpO2 Monitor. Suction unit. Sutures. Sharps bin. B.M. Electronic thermometer. Manual thermometers. Oxygen (HX and CD). Gloves. Aprons. Clinical waste. Blankets. P.O.M`s Cervical collars. Giving sets. Examination area Stretcher Tables x 2 Chairs x 2 Oxygen (HX and CD). B.P. Electronic and manual. SpO2 Monitor. Defib/Monitor (Lifepak 12). Sutures. Sharps bin. B.M. Entonox. Gloves. Aprons. Clinical waste. K.E.D. Sager traction splint. Hare traction splint. Loxley splints. Blankets. Water Gel burns kit. Cervical collars. Suction unit. Urinalysis. Giving sets.

26

Minor treatment area Tables x 4. Chairs x 8. Consumables (minor injuries). Gloves. Aprons. PRF`s. Wheelchair. Carry chair. Oxygen (HX and CD). Clinical waste. Observation Bedded area 4 x beds Gloves. Aprons. Clinical waste. Blankets. Additional spare Equipment O2 Resus kit

(BVM, OP and NP Airways, Suction, Catheter mounts, filters). Defib/Monitor. Intubation. Cannulation. Collapse stretchers x 2. Blankets. Spinal board. Scoop stretcher.

27

Satellite Post: Examination area Stretcher Tables x 2 Chairs x 2 Oxygen (CD).

O2 Resus kit BVM, O.P. Airways.

SpO2 Monitor. Defib. AED. B.M. Gloves. Aprons. Clinical waste. Blankets. Water Gel burns kit. Cervical collars. Suction unit.

28

LOVEBOX VICTORIA PARK Fri 15th Sat 16th Sun 17th June 2012 MAIN MEDICAL LAYOUT

MINOR TREATMENT STAFF AREA RESUS AREA EXAMINATION OBSERVATION AREA WAITING AREA

TABLE

TABLE

TABLE

TABLE

S T R E T C H E R

S T R E T C H E R

C

C

C

C

T A B L E

B E D

B E D

B E D

B E D

RECEPTION TRIAGE DESK

C

C

C C

C

C

C

C

E N T R A N C E

S T A F F E N T R A N C E

C

C

C

C

TABLE T A B L E

RECEPTION TRIAGE DESK

E N T R A N C E C

C

C

C

29

LOVEBOX VICTORIA PARK Fri 15th Sat 16th Sun 17th June 2012 SATELLITE MEDICAL LAYOUT

MINOR TREATMENT EXAMINATION/OBSERVATION WAITING AREA

ENTRANCE

TABLE

S T R E T C H E R

TABLE

C

C

C

C C


Appendix F – Noise Management Plan Please see following pages

Lovebox Entertainment

Victoria Park

Lovebox 15th, 16th and 17th June 2012

Noise Management Plan DRAFT

February 2012

Lovebox Entertainment Victoria Park

15th, 16th and 17th June 2012

Noise Management Plan February 2012

DRAFT

CONTENTS

1. INTRODUCTION 1

2. COMMENTARY ON THE LICENCE CONDITIONS 2

3. SOUND CONTROL PROCEDURES 6

Issued by D Butterfield Feb 2012 Checked by DRAFT

Document Control Vanguardia Consulting Project No. 101074 Version Issued Date Document Reference Status 1.0 For comments by

EHO and Client Feb 2012 101074 /Noise

Management V1 Draft

Vanguardia Ltd, 21 Station Road West, Oxted, Surrey, RH8 9EL Tel: +44 (0) 1883 718690 Fax: +44 (0) 8700 516198 www.vanguardiaconsulting.co.uk Registered in England: 05666276

Doc Ref:- 101074Rep1

Page 1

1. INTRODUCTION

1.1 Vanguardia Consulting have been approached by Lovebox Entertainment to assist in

the control and monitoring of sound at Lovebox in Victoria Park London on 15th, 16th

and 17th June 2012.

1.2 The purpose of this document is to describe the sound control and monitoring

scheme that will be put in place to minimise the music noise levels at residential

properties.

1.3 In accordance with the agreed protocol with LBTH this noise management plan is

submitted in support of the premises licence application for the event.

1.4 It is understood that the Licence conditions will be those previously applied to major

music events. The practical measures that we recommend be adopted to achieve

compliance are described in Section 3.

1.5 It is intended that this document is considered to be a ‘live document’ which will

evolve with ongoing liaison between the Promoter and London Borough of Tower

Hamlets.

1.6 A glossary of acoustic terms is shown in Appendix A. Consultants Experience

1.7 Vanguardia Consulting is an acoustic consultancy specialising in the field of sound,

noise and acoustics related to entertainment venues. The team of consultants have

many years experience dealing with some of the largest and most innovative sound

and acoustic projects in the UK, including Wembley Stadium, the Millennium Dome,

The Millennium Stadium, Wembley Arena, Earls Court and The Point (Dublin).

1.8 The consultants have successfully provided sound management advice, including

noise control, at over 600 events over the past 25 years. These concerts have

ranged from relatively small scale events at green field sites to major events staged

at national stadia providing entertainment for tens of thousands of people.

1.9 The company directors of Vanguardia also sat on the UK Noise Council Working

Party which prepared the Code of Practice on Environmental Noise Control at

Concerts (1995). They are currently involved in the review of that document. They


Page 2

have also managed Government research projects related to sound and noise

aspects of the entertainment business.

1.10 As well as the provision of sound and acoustic design/management for

entertainment venues, the company deals with the whole range of acoustic, noise

and vibration issues and our staff have presented expert testimony at planning and

licensing hearings, magistrates and high courts, Judicial Reviews and House of

Commons and House of Lords Select Committees.

2. COMMENTARY ON THE LICENCE CONDITIONS

2.1 Lovebox 2012 will fall into the category of ‘major’ music event in Victoria Park. In

order to minimise any noise impact to that within acceptable limits the following

criteria and locations form the basis of this sound control scheme:

Waterside Close dB(A) Leq 15min

Empire Wharf dB(A Leq )15min

Hackney (various) dB(A)Leq15min

Low frequency 63Hz and 125Hz (1/1)

75 70 70 Measured but no limit set

2.2 Our experience from previous concerts is that these limits are likely to be met.

2.3 Any additional attended monitoring locations will be determined on the day based on

the weather conditions and complaints received on the day of the event.

2.4 A permanent monitoring position will be situated by Vanguardia at Empire Wharf and

suggested locations for monitoring in Hackney are Guinness Close or Wetherell Rd.

2.5 Measurements will also be taken at Waterside Close as required to check for

compliance with licence conditions.

2.6 It is understood that LBTH may also establish in addition to these positions a

monitoring location at least 1 kilometre away from the venue. At this position low

frequency levels will be measured to inform on whether on-site low frequency levels

need to be adjusted.

2.7 It is also understood that the conditions likely to be applied to this year’s event will be

the same as those for last year.


Page 3

(a) For the Prevention of Public Nuisance 1. The “Music Noise Level” (MNL) measured as an LAeq over any 15-minute period 1 metre

from the façade of a sensitive premises shall not exceed 70 dBA, apart from Waterside Close where the MNL shall not exceed LAeq 75 dB 15-minutes

2. Low frequency noise shall be controlled so as not to cause a nuisance. 3. A competent Noise Consultant (as defined in the Noise Council’s “Code of Practice on

Environmental Noise Control at Concerts”) shall be appointed by the licensee of the event. This means a person with the ability to monitor noise competently and with the authority to control sound levels to ensure compliance with these noise conditions.

4. A direct means of communication between the Noise Consultant and the Officers of the

Environmental Health Department must be made available. There must also be a separate radio channel dedicated to noise control.

5. The sound systems and other noise sources shall be positioned so as to minimise noise

disturbance, in consultation with the Council’s Environmental Health Department. 6. Sound tests shall be carried out in conjunction with the Councils Environmental Health

Department before the event. This will determine the maximum noise levels that can prevail at agreed proxy monitoring positions so as to ensure compliance with the noise limits defined in condition 1.

7. A permanent noise monitor shall be placed at all “front of house” sound mixer position,

this must be able to measure 15 minute LAeq periods or less and print or store the results, Officers must be able to view all the results at the mixer position during the event. A copy of all results measured must be forwarded as soon as reasonable practicable after the event to the Environmental Health Department.

8. The Noise Consultant shall be able to demonstrate an up to date calibration certificate for

all noise meters used according to BS7580: 1992 and be a minimum type 2 grade instrument according to BS5969: 1981.

9. Erection, dismantling and cleaning operations should only be undertaken during Council

Policy working hours Mon. – Fri 8.00 a.m. – 6.00 p.m. and Saturday 8.00 a.m. – 1.00 p.m. unless otherwise agreed by prior consent. If work or operations are agreed outside of the above hours contact telephone number (not an answer phone) must be provided for the person in charge of these operations.

10. White noise "Broadband" reversing alarms shall be used on any forklift truck or vehicle

likely to affect any residential property.

http://www.reverseinsafety.co.uk/bbs-tek/bbs-tek.html 11. Complaints shall be directed to our Officers immediately by telephone or via the Council’s

emergency gatehouse telephone number, not radio. The Council’s complaints procedure for taking and logging complaints must be followed at all times.

12. The licensee shall comply with any reasonable instructions given by the licensing authority

that seek to control noise nuisance.


Page 4

13. The noise-consultant must have a sufficient number of competent staff with the necessary authority, confirmed in writing by the licensee, to control the noise levels. This number should be agreed with Environmental Health in advance of the event.

Informatives (i) The mixer position noise levels may be used to determine compliance of the event noise level at residential facades, should elevated noise levels be measured at the fixed monitoring positions during or after the event. The purpose of this is not clear. (ii) Proxy monitoring positions may also be agreed with the Local Authority where the above noise limits in condition 1 above will be applied; if this is agreed then condition 6 will also apply. (iii) Members of the general public shall not be allowed within 3 metres of a major loudspeaker or 1 metre of minor loudspeakers “near field”; loudspeakers shall have barriers or be “suspended” or “flown” to ensure that these minimum distances are maintained at all times.

This does not contribute to the promotion of the licensing objectives.

2.8 Whilst there are no objections to the ‘informatives’ it is felt that they are not

appropriate for inclusion within the Premises Licence Conditions as they are not

enforceable.

2.9 Our comments and understanding on the position of likely noise conditions is

discussed below:

• The promoter will appoint Vanguardia to undertake the noise monitoring and

control. Vanguardia will provide competent noise consultants to measure the

sound levels at each of the event marquees and at adjacent residential premises

(or agreed proxy location) and liaise with the show director and the council to

maintain the sound within the licensing limits.

• Vanguardia will set up a direct means of communication with all parties. The

promoter will provide all Vanguardia staff with site radios.

• A dedicated radio channel will be provided.

• Vanguardia will review the sound system and other noise sources and work with

the promoter and the Council to minimise noise disturbance.

• Vanguardia will undertake sound tests prior to the event to determine a correlation


Page 5

between inside and outside sound levels and the correlation will be checked at

intervals throughout the event.

• A permanent noise monitor will be provided at key mixer desk positions.

• All noise meters will comply with the required standards and be calibrated.

• The promoter will advise the Environmental Health Department of the likely times

of rehearsals and sound checks, although this is unlikely to be known until very

near the production set up. The Environmental Health Dept. have agreed in

principle that a four hour slot will be available the day before the event for PA set

up and propagation tests, with a finish time of 5pm. Whilst every effort will be

made to comply with this, circumstances may dictate that testing may need to

continue beyond this time. This will be avoided if possible, but should a need arise

the Local Authority Officer responsible for noise at major events will be contacted

as soon as possible, informed of the need for the extension and the reasons for it.

This extension may be allowed up until 7 pm whereupon a curfew will be imposed.

The Local Authority has stated that the sound propagation testing period must not

be seen by the promoter as an opportunity for band practice.

• Further time will be available on the day of the event for fine tuning of the PA after

10am until doors open. The promoter will also agree timings for production set

up.

• During testing and sound checks the front of house limit will be 98dB(A)

measured over a 1 minute interval and Vanguardia will be on-site to monitor the

levels.

• Vanguardia will liaise with the Council and comply with their complaints procedure.

• The promoter and Vanguardia will comply with any reasonable instructions given

by the licensing authority.

• Vanguardia propose to provide consultants to monitor the internal and external

noise levels.


Page 6

3. SOUND CONTROL PROCEDURES

Site Design

3.1 Vanguardia consultants will liaise with the production company to find the most

appropriate site layout that would minimise the impact.

Pre-Event Information

3.2 Prior to the event the following information will be discussed and given to the various

suppliers:-

3.3 Generators – On site generators will be specified to be less than 70dB(A) at 10

metres. This limit is being sent to suppliers and their specification is requested as

part of their equipment schedule. This limit will ensure that the level off site will be

10dB(A) below that of the music noise.

3.4 Sound systems – All sound system suppliers will be informed of the requirements of

strict noise control and the type and location/orientation of their systems. Their

contract of hire will also specify that the overall control of sound levels will be set by

the Promoter and/or their appointed agent (acoustic consultants).

3.5 Construction noise - Erection, dismantling and cleaning operations should only be

undertaken during Council Policy working hours Mon. – Fri 8.00 a.m. – 6.00 p.m. and

Saturday 8.00 a.m. – 1.00 p.m. unless otherwise agreed by prior consent. If work or

operations are agreed outside of the above hours contact telephone number (not an

answer phone) must be provided for the person in charge of these operations. White

noise "Broadband" reversing alarms shall be used on any forklift vehicle within 100

meters of any residential property.

http://www.reverseinsafety.co.uk/bbs-tek/bbs-tek.html

Sound Propagation and Pre-Event Tests

3.6 The day before the event, the production team will be carrying out short sound

checks and as part of this process, acoustic consultants will undertake sound

propagation tests to correlate the music noise levels at the mixing desks with those

observed at the most sensitive sound control positions. The results of these tests

will be used to ‘fine tune’ the sound system in order to maximise the containment of


Page 7

music and set an appropriate sound limit at the mixer positions.

3.7 It has been agreed with the local authority that sound checks/rehearsals/event can

take place as follows:

Thursday 14th June 4 hours (all testing to complete before 5pm) Friday 15th June 10am to 11pm Saturday 16th June 10am to 11pm Sunday 17th June 11am to 10 30pm Vanguardia will be on site during those hours to monitor the noise.

Sound Control within the Venue

3.8 The music sound levels at the mixing desk positions will be continually monitored in

terms of 15 minute and 1 minute LAeq values. The noise limit will be set in 15-minute

intervals but the 1-minute values provide acoustic consultants with immediate

information to ensure the limit is not exceeded. The sound engineers will be

continually informed of the position of the music sound levels and immediate

instructions will be issued to them if it appears that the limit may be exceeded at any

point. Acoustic consultants at these positions will be in radio contact with colleagues

at other monitoring positions.

3.9 As part of the managerial process, the sound engineers of any individual artistes

appearing at the event will be informed prior to arriving at the mixer of the need to

adhere to the sound limits and instructions issued to them in relation to this.

3.10 If it appears likely that off-site noise limits are likely to be exceeded, in order to

enable a swift response by all parties to respond to instructions issued by the

Acoustic Consultants the following personnel are to be advised :

Overall control of the event is held by: Mama Festivals (Dave McCalmont)

All Sound Systems: SSE (Miles Hillyard/Nick Pain)

Noise monitoring: Vanguardia Consulting (Jim Griffiths /Deni Butterfield)

Sound Monitoring Outside of the Venue

3.11 Noise measurements outside of the site will be taken as necessary and in response


Page 8

to any complaints that may be received. Action necessary to ensure the noise limit is

not exceeded will be transmitted by radio through to the acoustic consultant team at

the mixer positions and immediate instructions issued to the sound engineers to

resolve any potential problems.

Telephone Complaints Line

3.12 The telephone complaints line number is to be confirmed.

3.13 A schematic of the control communication protocol is provided below.

Summary Reporting

3.14 A summary report will be produced after the event which will include all the noise

level measurements made at each position. This will be made available to the local

authority.

Continuous monitoring at the

sound mixer locations

Telephone complaint lines

Noise monitoring at control positions and responding to

complaints

Member of local authority staff

Member of Production staff Two-way radio communications between all staff

VENUE

Site Offices SOUND CONTROL POSITIONS

Acoustic consultant


Page 9

APPENDIX A

GLOSSARY OF TERMS

A1. DEFINITIONS AND UNITS

A1.1 Noise is defined as unwanted sound. The range of audible sound is from 0dB to

140dB. The frequency response of the ear is usually taken to be about 18Hz

(number of oscillations per second) to 18,000Hz. The ear does not respond equally

to different frequencies at the same level. It is more sensitive in the mid-frequency

range than at the lower and higher frequencies, and because of this, the low and

high frequency component of a sound are reduced in importance by applying a

weighting (filtering) circuit to the noise measuring instrument. The weighting which is

most used and which correlates best with the subjective response to noise is the

dB(A) weighting. This is an internationally accepted standard for noise

measurements.

A1.2 The ear can just distinguish a difference in loudness between two noise sources

when there is a 3dB(A) difference between them. Also when two sound sources of

the same noise level are combined the resultant level is 3dB(A) higher than the

single source. When two sounds differ by 10dB(A) one is said to be twice as loud as

the other.

A1.3 The subjective response to a noise is dependent not only upon the sound pressure

level and its frequency, but also its intermittency. Various indices have been

developed to try and correlate annoyances with the noise level and its fluctuations.

The indices and parameters used in this report are defined below:

A1.4 Equivalent Continuous Sound Pressure Level (LAeq): The A-weighted sound

pressure level of a steady sound that has, over a given period, the same energy as

the fluctuating sound under investigation.


Page 10

A1.5 A few examples of noise of various levels are given below:


Appendix G – Accessibility Please see following pages

Lovebox welcome Deaf and disabled customers and will do all that we can to ensure that access requirements are met Access Information for Deaf and disabled customers This information below is also available in large print, and can be posted or emailed. Please request it at [email protected] If you have access requirements at the 2012 Festival, please read through the following information: REGISTERING TO USE THE FACILITIES ON SITE: We ask that anyone with accessibility requirements onsite emails us at [email protected]. Or send it by post to Lovebox, 59-65 Worship St, EC2A 2DU EMAIL and POSTAL NOTIFICATIONS MUST BE RECEIVED BY FRIDAY 9th JUNE 2012. In our commitment to make the festival accessible to everyone, we will provide those disabled ticket holders that require full time assistance with a free ticket for a personal assistant. To take advantage of this scheme, please specify when you email [email protected] . You will be required to provide copies of recent (2010) DLA letters that show what your current level of care or mobility allowance is. We appreciate that some people may require assistance but not receive DLA, please contact us to discuss your access requirements. When you buy a Lovebox ticket through any outlet you automatically qualify for this scheme, you will receive a confirmation email which you must present on arrival at the event. It’s that simple! We do ask that only those people that would be unable to attend the festival without the full time assistance of someone query through this scheme. The scheme is only available to ticket holders, so children aged 12 and under are not eligible. Each request will be looked at individually. The scheme is not run on a first come first served basis. We don’t send out free tickets in advance: they are issued at the event. You can call our Information Line on 020 7688 9000 if you would like more information.

Your confirmation email will contain full information on where to go and what to do on arrival, plus a site map. FACILITIES:

! If you are a Deaf customer please note we will be providing a hearing loop at the main box office/ticket-checking point, the location of this will be made clear in the access info . We are sorry but there are no interpreted performances, or staff members who can sign at this time.

! We have an area for assistance dogs, which will also be clearly marked on the access info, and is located next to the site welfare operation."

" Viewing Platforms You require a Disabled Access Wristband to access the viewing platforms. They are solely for the use of disabled people and their PA’s. We have viewing platforms at Gaymers and Main Stages. Lighting will be provided where the stage associated with the viewing platform is operating in darkness. There will be an adapted toilet nearby.There is no shelter on the Gaymers and Main Stage platform. There will be no specific announcements prior to the use of strobes and lasers. Strobe flicker rates will be at or below 4 flashes per second. Medical Services, Welfare and Assistance at the event Festival Medical Services provide comprehensive medical advice and treatment facilities and are very flexible in meeting specific needs. You are welcome to contact us at [email protected] before the event if you require further information. Access: Lovebox is on a green-field site with some tarmac paths. There are sheltered areas (marquees) and non-sheltered areas. Weather and ground conditions may be variable. The festival takes place in a large area of the park to the East of Grove Road. For a Google Map click here: Victoria Park, Grove Road, E3 There is a controlled parking zone around Victoria Park but Blue-badge parking, and a drop-off/pick-up point for disabled people are available on site, please follow directions from Grove Road. The route from the parking areas to the site is over tarmac paths. Accessible toilets will be available on site, these are ‘festival style’ portable toilets, all of which will be signposted, and shown on ‘you are here’ maps around the site. One will be located at the viewing platform next to the Main stage.

The Main Stage disabled viewing platform is raised and access to this is via a ramp next to the Front Of House Position in the Main Stage Arena.

Distances from main transport hubs as follows: Mile End tube - 1 mile Bethnal Green tube - 1.2 miles Hackney Wick BR - 1.1 miles Cambridge Heath BR - 2.1 miles These buses stop close to the park: 277, D6, 30

For latest travel info go to www.tfl.gov.uk R O A D C L O S U R E Lovebox is a very busy festival, to facilitate the safe movement of participants and the public following the procession to the west side of Victoria Park there will be a temporary road closure between Old Ford Road and Lauriston Road. This closure details are as follows are not determined till June, so please contact [email protected] then.

O T H E R F A C IL I T I E S There will be signposted information/welfare and First Aid points located within the same area on the site. N A V I G A T I O N A site map will be available in May, copies will also be available from the Information Tent on the day.

T E X T O N L Y Large print documents containing information on site access wil be available from [email protected]

NB: Please note that strobe effects may also be used at the event.

Toilets: We have at least one adapted toilet at each toilet block in the arena and one at each viewing platform. Site layout and conditions – This can be made available on request on or after May 1st. We are proud to be working with: www.attitudeiseverything.org.uk !!


Appendix H – Crowd Dispersal Plan Please see following pages

!

LOVEBOX FESTIVAL 15th, 16th & 17th June

2012

CROWD DISPERSAL PLAN

Version 1.0: 10.02.12

PREPARED FOR LOVEBOX FESTIVALS

LTD

!

1. Event Egress Arrangements

1.1. Special procedures will be put in place to deal with the main egress from the site into

the park at the conclusion of the entertainment on each night. These are as follows:

- a phased shut-down of stages, bars and concessions within the main arena designed to allow egress over a longer period of time rather than everything closing at the same time.

Friday Doors open 14:00

Bars & fairground close 22:45 Food traders curfew 22:45 Music Finishes 23.00 Site closed 23:30

- Saturday Doors open 12:00

Bars & fairground close 22:45 Food traders curfew 22:45 Music finishes 23:00 Site closed 23:30

- Sunday Doors open 12:00

Bars & fairground close 22:15 Food traders curfew 22:15 Music curfew 22:30 Site closed 23:00

- In addition to the above, each of the entertainment arenas has a scheduled

stepped closure time, leaving just the main stage open until the music curfew. This stretches event closure over a period of 2 hours to promote gradual departure from the site, which results in a large proportion of the audience leaving prior to the curtailment of the entertainment on the main stage.

- at a time approximately 30-45 minutes prior to the cessation of entertainment in the main stage, the widening of the main entrance point to its maximum width and the removal of all crowd control barrier.

1.2. Egress from the event site into the park will be possible at all times via both the main

entry / exit point to / from the site and any of the designated emergency exits that will be opened at the conclusion of the event for public egress.

1.3. At the end of the event the majority of the public will be directed to exit the park via the Crown Gate and Royal Gate, in the direction of Bethnal Green and Mile End tube station.

1.4. Other exits will still be in use for those wishing to exit via the alternate gates. All

Gates will be staffed and any members of public wishing to leave the area will be advised that the best route will be via Grove Road.

1.5. The intention is that the majority of the public should exit via these two gates and

make their way to Mile End Underground Station along Grove Road. The entirety of

!

this route and any exits leading away from it will be staffed; any members of the public that leaves this route will be questioned as to where they are going. Unless people are residents to the area or going to a specific destination within the area, they should remain on this route.

1.6. It is anticipated that up to 90% of those exiting Victoria Park will do so via Crown

Gate. At previous events held within Victoria Park there have been instances of crowds spilling out onto the Grove Road / Old Ford Road roundabout junction in an attempt to cross the road (the majority of people heading past the Crown pub and up Grove Road towards Mile End Underground Station).

2. Organisational arrangements for crowd dispersal from Victoria Park

2.1. Event Management & Event Liaison Team

2.1.1. During the final hour of the show, the Event Control officer will begin

implementation of the event closure procedure, checking and logging times of closure for smaller arenas, fairground, traders, concessions and bars in line with the set timings specified in the licence.

2.1.2. The Event Control Officer will communicate with Security Control (positioned in

the same office) and Police to ensure all resources are in position for egress and advise on current running time of the main stage which may affect final closure time (however never exceeding the licensed entertainment curfew). The Event Control Officer will give the order to open fire exit gates from the event site along the South perimeter in line with advice from the Safety Officer monitoring the crowd at this time.

2.1.3. The Event Control Officer will advise all members in event control once the

main stage has closed.

2.1.4. Radio communications to the crowd management contractor will be monitored and controlled by a designated Radio Control Point. The Radio Control Point will monitor and control radio traffic for the security and crowd management team only.

2.1.5. The Radio Control Point will liaise only with Event Control who will, in turn, have

responsibility for dissemination of that information, as required, across other agencies and working personnel. Event Control will then manage that issue and will liaise with Security Control upon resolution.

2.2. Crowd Management Contractor – Showsec Security

2.2.1. The following procedures, following liaison with the Metropolitan Police will be

put in place:

- Showsec Security will manage the crowd inside the Park whilst the Police will, simultaneously, manage the traffic outside.

- Showsec Security will be briefed by the Police and the number of stewards will be increased by 29 for the egress, with 2 Supervisors and 6 SIA security also deployed for egress duties.

- The exiting crowd will be funnelled towards Crown Gate by means of a crowd control barrier as well as verbal information given prior to arriving at Crown Gate.

- Pedestrian egress from the park will continue unless the volume of

!

pedestrians means that unsafe density levels may be approached if allowed to continue unchecked, or the crowd is likely to spill over the pavement and onto the road junction in an uncoordinated manner.

- At this time, a break in the crowd will be put in place by means of a line of

stewards (around 20 or so in number) some 30m or so from the gates. This will then stop the flow of pedestrians allowing dispersal. During this time the Police and stewards will stop the traffic at the junctions and will then restart traffic flow when safe to do so.

- After a short time during which time the traffic will flow as normal, the traffic

will be stopped once more and the crowd allowed through the gates and across the road junction.

- This process will be continued until such time as pedestrian numbers have

reduced to a level which facilitates the safe crossing of the junction without any intervention methods.

See diagram below:

Fig 1. Diagramatic representation of management of egress at Crown Gate

2.2.2. Egress via Royal gate will be minimal by comparison but will be subject to

intervention procedures nonetheless. In this instance, pedestrian flow will be directed along the pavement in both directions whilst those wishing to cross the road will be directed towards the pelican crossing. A pedestrian barrier will prevent immediate flow onto the road whilst stewards will provide directional information

!

Fig 2. Diagramatic representation of management of egress at Royal Gate 2.2.3. Following the safe crossing of pedestrians onto Grove Road (towards Mile End

Underground Station), the pedestrian flow is directed by stewards on to the pavements flanking either side of the Road for the approximate 15 minute walk to the Underground Station.

2.2.4. The schedule of security positions for egress is shown on the following page

including the specific roles of those security personnel positioned on road closures

2.2.5. Showsec Security have further security resources at points specified by the

London Borough of Tower Hamlets specific to sensitive premises

Lakeview Estate – all entrances

Bethnal Green Old Ford Rd and Grove Rd towards Mile End to keep the audience moving towards transport hubs and to stop people entering into the estates to urinate.

Bunsen Street – entrance to Bunsen off Grove Rd and the car park just off Bunsen Street to stop people urinating.

Cordova Rd – off Grove rd for the same reason as above. This is a small

rd towards Mile end tube on the right.

Weatherall Rd - Parking problems affecting residents.

2.2.6. Including the staffing of the above specific positions, at 19:30 on each day of the event, the following resources are deployed solely for the purpose of managing egress from the event by our crowd management contractors:

3 x Supervisors 30 x SIA Security 20 x Stewards These stewards’ duties include egress from the site, egress from the park and dispersal around the park, in particular keeping the audience moving towards transport hubs, discouraging and preventing unsociable behaviour.

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Closure number Closure

Location Specific Closure Duty

Closure 1 Grove Rd & Bunsen St

Stop entry into Bunsen from Grove Rd for non-residents and direct public down Grove Road Towards Mile End. Also stop People Urinating.

Closure 2 Grove Rd & Roman Rd x2

Direct public down Roman Rd Towards Bethnal Green or alternatively down Grove Rd to Mile End

Closure 3 Grove Rd & Thoydon Rd

Stop entry into Thoydon Rd from Grove Rd for non-residents and direct public down Grove Road Towards Mile End.

Closure 4 Grove Rd & Haverfield Rd

Stop entry into Haverfield Rd from Grove Rd for non-residents and direct public down Grove Road Towards Mile End.

Closure 5 Grove Rd & Arbery Rd

Stop entry into Arbery Rd from Grove Rd for non-residents and direct public down Grove Road Towards Mile End.

Closure 6 Grove Rd & Cordova Rd

Stop entry into Cordova Rd from Grove Rd for non-residents and direct public down Grove Road Towards Mile End. Also stop people from urinating.

Closure 7 Grove Rd & Antill Rd

Stop entry into Antill Rd from Grove Rd for non-residents and direct public down Grove Road towards Mile End.

Closure 8 Grove Rd & Lichfield Rd

Stop entry into Lichfield Rd from Grove Rd for non-residents and direct public down Grove Road Towards Mile End.

Closure 9 Grove Rd & Ashcroft Rd

Stop entry into Ashcroft Rd from Grove Rd for non-residents and direct public down Grove Road Towards Mile End.

Closure 10 Grove Rd & Morgan St

Stop entry into Morgan St from Grove Rd for non-residents and direct public down Grove Road Towards Mile End.

Closure 11 Old Ford Rd & Driffield Rd

Stop entry into Driffield Rd from Old Ford Rd for non-residents and clear any loitering public.

Closure 12 Old Ford Rd & Ford St

Stop entry into Ford St from Old Ford Rd for non-residents and clear any loitering public.

Closure 13 Old Ford Rd & St Stephens Rd

Stop entry into St Stephens Rd from Old Ford Rd for non-residents and clear any loitering public.

Closure 14 Old Ford Rd & Royal Victoria Place

Stop entry into Royal Victoria Place from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 15 Old Ford Rd & Sewardstone rd

Stop entry into Sewardstone rd from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 16 Old Ford Rd & Type St

Stop entry into Type St from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 17 Old Ford Rd & Mace St

Stop entry into Mace St from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 18 Old Ford Rd & Bonner Rd

Stop entry into Bonner Rd from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 19 Old Ford Rd & Cyprus Place

Stop entry into Cyprus Place from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 20 Old Ford Rd & Approach rd

Stop entry into Approach rd from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 21 Old Ford Rd & Globe Rd

Stop entry into Globe Rd from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 22 Old Ford Rd & Peel Grove

Stop entry into Peel Grove from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

Closure 23 Old Ford Rd & Victoria Park Square

Stop entry into Victoria Park Square from Old Ford Rd for non-residents and direct public down Old Ford Rd Towards Bethnal Green.

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2.3. Police resources for dispersal from Victoria Park

The following police resources are specifically assigned to egress from Victoria Park and crowd dispersal:

Section On-site time Resources Duty British Transport Police

17:30 each day 1 x PS, 10 x PC Crowd monitoring at Mile End

Metropolitan Police Perimeter Patrols

16:00 (17:30 Friday due to 14:00 show start)

1 x Insp, 3 x PS, 26 x PC

Park perimeter, Route to Mile End Underground Station post-event

Metropolitan Police Perimeter Patrols

17:30 1s x Insp, 3s x PS, 26 x PC

Park perimeter, Route to Mile End post event

The following Police Commanders will manage police resources “Pan London – Olympic Test”:

Commander Robert Broadhurst (Gold), Commander Michael Johnson (Silver)

Lovebox Bronze: Chief Inspector Helen Lewis

2.4 Traffic Management

2.4.1 The Production Gate will be closed other than to emergency vehicles for a

period of approximately 40 minutes (subject to confirmation by Event Control) from 10 minutes before the live music curfew, to 30 minutes after the live music curfew, to permit pedestrian egress towards St. Marks gate.

2.4.2 The period vehicle lockdown of 30 minutes following the show is to allow for the dispersal of the crowd away from the site before declared clear by the safety officer for vehicles to move again

2.4.3 Based on previous Lovebox Weekender events, no additional transport services are planned for the audience.

2.4.4 Car parking and traffic stewards will be deployed to manage guest and artist

parking and vehicle movement.

2.4.5 Included in this section will be details of the contractors, their staffing arrangements, and their briefing notes

2.4.6 A Traffic management order will be in place during the following hours:

Friday 15th July; 22:00 hrs - 00:00 hrs Saturday 16th; 22:00 hrs - 00:00 hrs Sunday 17th; 21:30 hrs - 23:30 hrs

2.4.7 All gates will close at dusk apart from Terrace Gate, St Mark’s Gate, Royal Gate and Crown Gate. Pedestrians will be directed to these four gates for egress from Victoria Park.

weekender 15th, 16 , 17 june 2012 - tower hamlets

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