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.”
Is event planning necessary? We’ve always done it like that and nothing’s ever gone wrong before!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.
Largest Annual Events In Lincolnshire EventAttendance Lincoln Christmas Market250,000 RAF Waddington Air Show130,000 Lincolnshire Show 65,000 Spalding Flower Parade40,000 British Superbikes (Cadwell Park)40,000
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 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 right
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 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.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,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,
LESP Objectives In particular the Group will:In particular the Group will: Provide a forum of strategic advice to relevant bodiesProvide a forum of strategic advice to relevant bodies Gather intelligence and share best practiceGather intelligence and share best practice Provide consistent and proportionate advice and guidance to interested groups and agenciesProvide consistent and proportionate advice and guidance to interested groups and agencies Support local Safety Advisory Groups and encourage a positive culture of event safetySupport local Safety Advisory Groups and encourage a positive culture of event safety Provide training for event organisers, safety advisory group members and other bodiesProvide training for event organisers, safety advisory group members and other bodies Positively engage with regulatory and enforcement bodiesPositively engage with regulatory and enforcement bodies Consider and interpret relevant legislation and approved codes of practice applicable to the event industryConsider and interpret relevant legislation and approved codes of practice applicable to the event industry Compile and maintain a database of events throughout LincolnshireCompile and maintain a database of events throughout Lincolnshire Maintain and develop links with public and private bodies associated with the event industryMaintain and develop links with public and private bodies associated with the event industry
LESP Membership Lincolnshire PoliceLincolnshire Fire & Rescue East Midlands Ambulance ServiceLincolnshire Emergency Planning Highways & PlanningCity of Lincoln Council North Kesteven District CouncilSouth Kesteven District Council West Lindsey District CouncilEast Lindsey District Council Boston Borough CouncilSouth Holland District Council Local authority representatives include officers from licensing, health & safety, environmental health, food safety and event teams The group has communication links with Health and Safety Executive, Security Industry Authority, Trading Standards
How does LESP work? Website – Suite of documents on website for organisers to refer to or download Single event and district SAGs with specific criteria Further training – courses / good practice
Attachments The following files will open in their associated programs To 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 site Event Risk Matrix –Acrobat/PDF File (279k) Event Management Plan Guidance –Acrobat/PDF File (364k) Event Management Plan Template –Word Document (87k) Event Risk Assessment Template –Acrobat/PDF File (354k) LESP Handbook –PPS File (12Mb) Lost/found Children and Vulnerable Persons Procedure –Acrobat/PDF File (660k) Event Safety Calculator –Excel Spreadsheet (42k) Training, Exercising, Olympics Calendar Feb 2012 –Excel Spreadsheet (120k)
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.
Up to one year before your event 9 months before 6 months before 3 months before 6 weeks before 1 month before The Event MISSION STATEMENT4 INTRODUCTION5 TIMELINES10 PLANNING PERMISSION18 LICENSING19 HIGHWAYS22 RISK ASSESSMENT28 INSURANCE31 FIRST AID32 CHILDREN AND VULNERABLE PERSONS33 STEWARDS, SECURITY AND MARSHALS34 TEMPORARY STRUCTURES36 BARRIERS38 EVACUATION41 COMMUNICATIONS43
Safety Advisory Groups Established using the following criteria For events attracting over 5,000 people Events where there is a specific risk Where there has been previous incident(s) New organiser / venue who request help / support SAG can be called / requested by any of the agencies Events usually brought to the district SAGs Establish terms of reference Consistent dealings with all organisers / events No statutory powers, but unwise to ignore the advice Minutes will be disclosed in any future inquiry
SAGs District SAGs have specific meeting dates North and South Kesteven – 1 st Monday of month - am Boston and South Holland – 1 st Tuesday of month - am East Lindsey – 2 nd Tuesday of month - pm City of Lincoln – 3 rd Tuesday of month - am Showground and West Lindsey – 2 nd Thursday of month – pm Single event SAGs Waddington Air Show – 1 st Mon of month – pm Lincoln Christmas Market – 3 rd Tues of month after City SAG Lincs Show – 2 nd Tues of month before Showground SAG
Protocol for calling SAG The agency who is first notified of the event advises the organiser to view the website The agency then contacts the chair of the SAG for that area, for a date / time to be allocated OR Decision made that specific SAG is required and date arranged
Lincoln Christmas Market
Some fact and figures £10 million 750 coaches 12,000 park and ride vehicles 250,000 visitors Over 4 days Street event – free to attend multi agency SAG year round planning multi agency control facility with CCTV Silver Commanders on site Crowded Places strategy
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 Alliance Working on SAGs
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.
LESP Contact Details or or
Olympic Torch Relay spotter stakes place early!