Presentation on theme: "Lincolnshire Event Safety Partnership (LESP)"— Presentation transcript:
1 Lincolnshire Event Safety Partnership (LESP) Presentation about:LESPLook at a system that works for LincolnshireSAGs and their make up in LincsOur interpretation of the guidance and legislation, not bestpractice but works for us in Lincolnshire and hope that youfind it useful.Ian Reed & Vanessa Mawer
2 What is an event?“a publicised indoor or outdoor planned presentation consisting of public displays, exhibitions or entertainment, sporting or celebratory activities etc, involving spectators being invited or attending to gather either on public open space, public highways or in enclosed stadia, in numbers anticipated to require special arrangements for that venue being made by the Event Organiser, in collaboration with partner agencies, in order to ensure the safe conduct of that event.”One Event Organiser stated that it was and I quote“an event is something which causes intense pain and suffering to those who organise them and is enjoyed by thousands.”This is an EPS Crowd safety Group definition.Whilst somewhat long winded, it pretty much sums things up.However, not all events have an organiser such as New Year’s Eve gatherings etc. And not all organisers want to the level of responsibility that comes with this definition
3 Is event planning necessary? We’ve always done it like that and nothing’s ever gone wrong before!Poor risk management.Inadequate crowd management.Unsafe structures.Poor evacuation procedures.Inadequate staff training.Poor housekeeping.Locked fire exits.Unsuitable materials.Heard the statement? - common reasons for event planning. Lack of event planning can lead to the below list, which causes work for all agencies. This was one of the driving forces behind Lincs wish to support organisers and work with them for safe eventsBradford City2 Lincoln City fans died, Bill Stacey & Jim West hence Stacey West Stand.
4 Largest Annual Events In Lincolnshire Event AttendanceLincoln Christmas Market 250,000RAF Waddington Air Show 130,000Lincolnshire Show 65,000Spalding Flower Parade 40,000British Superbikes (Cadwell Park) 40,00036 events attracting over 5000 people take place annually in the county, not counting the odd football match.Events are diverse with many new promoters and organisers interested in bringing their events to Lincolnshire.Edinburgh style military tattoo being discussed by City of Lincoln Council and if successful could go straight in at number 1.
5 A Brief History Discussions at Lincoln Christmas Market SAG. Formation of county wide multi agency group to advise on Safety.First LESAG meeting in December 2004, preceded by press launch.A Guide for Event Organisers in Lincolnshire booklet produced in 2005.First Crowd Dynamics course held in Lincolnshire under LESAG banner.Group now meets twice a year and reports to the L.R.F.Sub groups used to continue refining / updating documents and information.Olympic Torch Relay sees LESP acting as a SAG in its own rightBring a minimum standard of health & safety to all events.Consistency of advice.Oversee all other SAGs within the county and provide a point of contact.Give background to Crowd Dynamics course.Meetings are held before and after the event season to plan, review and share any lessons learnt.If there’s an incident at an event, then the group will meet to discuss.As a result of the Olympic Torch Relay crossing the County over several days, first time LESP acting as an actual Safety Advisory Group
6 LESP Mission Statement Lincolnshire Event Safety Partnership exists to provide a strategic framework of consistent advice to local Events Safety Advisory Groups across Lincolnshire to enable them to provide proportionate, timely and accurate guidance to event organisers.Lincolnshire Event Safety Partnership seeks to facilitate a thriving, safe and supportive environment through the local Safety Advisory Groups across Lincolnshire.All members of the Lincolnshire Event Safety Partnership will play an involved and active role relating to their area of expertise and are committed to positively impact events in Lincolnshire,Avoids late notice notification of events, which have implications to agencies ability to carry on work as normalAvoid clashes and overstretching staff & resources.
7 LESP Objectives In particular the Group will: Provide a forum of strategic advice to relevant bodiesGather intelligence and share best practiceProvide consistent and proportionate advice and guidance to interested groups and agenciesSupport local Safety Advisory Groups and encourage a positive culture of event safetyProvide training for event organisers, safety advisory group members and other bodiesPositively engage with regulatory and enforcement bodiesConsider and interpret relevant legislation and approved codes of practice applicable to the event industryCompile and maintain a database of events throughout LincolnshireMaintain and develop links with public and private bodies associated with the event industryHistorical conflict between event organisers and the local authorities and emergency services.Many new organisers face the same problems that established ones have already overcome.We all want the event to take place but for different reasons.Good and bad contractors operate at events throughout the county and region.Many organisers don’t understand the legislation or realise what they’re getting themselves into even personal risk.No win no fee solicitors, claims for trips and falls.Refer to Terms of Reference.
8 LESP Membership Lincolnshire Police Lincolnshire Fire & Rescue East Midlands Ambulance Service Lincolnshire Emergency PlanningHighways & Planning City of Lincoln CouncilNorth Kesteven District Council South Kesteven District CouncilWest Lindsey District Council East Lindsey District CouncilBoston Borough Council South Holland District CouncilLocal authority representatives include officers from licensing, health & safety, environmental health, food safety and event teamsThe group has communication links with Health and Safety Executive, Security Industry Authority, Trading StandardsExplain membership.Others can be co-opted on for specific information or tasks.
9 How does LESP work? Website – www.lincolnshireprepared.co.uk/lesp Suite of documents on website for organisers to refer to or downloadSingle event and district SAGs with specific criteriaFurther training – courses / good practice
11 www.lincolnshireprepared.co.uk/lesp Attachments The following files will open in their associated programsTo view PDF files on our website Adobe Acrobat Reader 5 or above is required. To upgrade for free visit For help with reading pdf files please visit the Adobe Acrobat Access siteEvent Risk MatrixAcrobat/PDF File (279k)Event Management Plan GuidanceAcrobat/PDF File (364k)Event Management Plan TemplateWord Document (87k)Event Risk Assessment TemplateAcrobat/PDF File (354k)LESP HandbookPPS File (12Mb)Lost/found Children and Vulnerable Persons ProcedureAcrobat/PDF File (660k)Event Safety CalculatorExcel Spreadsheet (42k)Training, Exercising, Olympics Calendar Feb 2012Excel Spreadsheet (120k)
13 What does it include? powerpoint format for ease of use Timelines for different parts to the event, specifically legal matters such as licensing and traffic management.Useful information to be considered when planning an event.Impact of events taking place on the public highway including a checklist.Organising a public firework display.Event safety plan checklist.Event safety checklist.Where to go for more detailed information and a list of documents for further reading.What to do if things go wrong.References to further reading.
14 Up to one year before your event CONTENTS9 months beforeMISSION STATEMENTINTRODUCTIONTIMELINESPLANNING PERMISSIONLICENSINGHIGHWAYSRISK ASSESSMENTINSURANCEFIRST AIDCHILDREN AND VULNERABLE PERSONS 33STEWARDS, SECURITY AND MARSHALS 34TEMPORARY STRUCTURESBARRIERSEVACUATIONCOMMUNICATIONS6 months before3 months before6 weeks beforeTimelines to give guidance to organisers1 month beforeThe Event
15 Safety Advisory Groups Established using the following criteriaFor events attracting over 5,000 peopleEvents where there is a specific riskWhere there has been previous incident(s)New organiser / venue who request help / supportSAG can be called / requested by any of the agenciesEvents usually brought to the district SAGsEstablish terms of referenceConsistent dealings with all organisers / eventsNo statutory powers, but unwise to ignore the adviceMinutes will be disclosed in any future inquiryExplain the general rule.Cover terms of reference.SAG’s have no statutory powers, but unwise to ignore their collective advise.Remember that minutes from meetings are all in the public domain.
16 SAGs District SAGs have specific meeting dates Single event SAGs North and South Kesteven – 1st Monday of month - amBoston and South Holland – 1st Tuesday of month - amEast Lindsey – 2nd Tuesday of month - pmCity of Lincoln – 3rd Tuesday of month - amShowground and West Lindsey – 2nd Thursday of month – pmSingle event SAGsWaddington Air Show – 1st Mon of month – pmLincoln Christmas Market – 3rd Tues of month after City SAGLincs Show – 2nd Tues of month before Showground SAGCommercial sensitivities re event information – each organiser has a time slot and doesn’t hear the other events.Minutes are redacted to only cover the event in question
17 Protocol for calling SAG The agency who is first notified of the event advises the organiser to view the websiteThe agency then contacts the chair of the SAG for that area, for a date / time to be allocatedORDecision made that specific SAG is required and date arranged
19 Some fact and figures £10 million multi agency SAG 750 coaches 12,000 park and ride vehicles250,000 visitorsOver 4 daysStreet event – free to attendmulti agency SAGyear round planningmulti agency control facility with CCTVSilver Commanders on siteCrowded Places strategy
20 Coaching operation – points A to E, departure times booked in advance
21 Park and Ride operation at Showground, and arrival point at Burton Rd, then departure from Burton Rd in the dark, with residential access (10,000 properties) on a closed road
23 2010Pictures of the snow and the amount of effort put in to keep the event AND THEN…Wednesday – meeting – white board to show options, information and decision process for organisers
24 Further Training Intro to Crowd & Public Safety Management. Public Safety at Sports & Entertainment Venues.Public Safety at Festivals & Mass Gatherings.Public Safety in Complex & Built Environments.Temporary Demountable Structures.Crowd Dynamics.IOSH Managing Safely in the Exhibition and Events Industry.Safety Passport AllianceWorking on SAGsMention Easingwold.Advanced Crowd Dynamics.LESP courses.
25 The Future Continue to promote safety at events in Lincolnshire. Encourage & work with new event organisers and promoters that want to stage events in the county.Annually revise the event safety booklet to reflect any changes in legislation or good practice.Stage IOSH and crowd dynamics courses in Lincolnshire.Stage training days for event organisers.Prepare a toolkit for new event organisers.Continue to support the many SAGs in the county.Produce an accurate diary of events.Explain toolkit and benefits.
26 LESP Contact Details firstname.lastname@example.org or 01522 582263 orLESAG downloads include the guide, risk matrix and risk assessment documents.Events diary.One last thought;Events especially music events are a growth industry and its fashionable to attend them. Few make a profit in the first couple of years.There is now enough work on events to justify a full time emergency planning officer and several other organisations feel the same.