Consultant Ray Williams writes of how good planning and security at an event can prevent an incident from becoming a disaster.
Large, public events are increasingly popular and generate money. No longer confined to Wembley, Hyde Park or Knebworth, any venue with a commercial eye to maximising assets is hosting an event. Recently, the Health and Safety Executive published a substantially updated Event Safety Guide [reviewed in Professional Security in January 2000] incorporating legislation, good practice and technology developed during the last ten years. Although targeted at pop concerts, the guide will be invaluable to anyone involved in the organisation or security of events, be they flower shows or ‘head banger’ raves. Safety strategy starts with a risk assessment and will consider: <br>
? Type of event and performers; <br>
? Time of day and duration;<br>
? Crowd profile – namely, age, previous or expected behaviour, people with special needs;<br>
? Existence or absence of seating;<br>
? Geography of the location and venue;<br>
? Topography;<br>
? Fire and explosions;<br>
? Terrorism;<br>
? Event catastrophe such as air show plane crash;<br>
? Structural failure;<br>
? Crowd surge or collapse;<br>
? Disorder;<br>
? Power and lighting failure;<br>
? Weather such as excessive heat, cold or rain;<br>
? Off site hazards such as industrial plant.<br><br>
An Emergency Liaison Team (ELT) should be formed at the outset. The team will incorporate each partner’s needs into an operational ‘statement of intent’. This will avoid conflict on the day and ensure roles and resources are cohesive should an incident occur. Within the guide there is specific advice for stewards and other security professionals on the need for an effective management structure, and training. Naturally, the staffing of entrances and exits, recognition of crowd behaviour and distress receive special emphasis. All stewards should receive training in fire safety, first aid and evacuation procedures. Site-specific training and exercisies are fundamental to any emergency plan, but for one and two-day events this can prove difficult with stewards moving from show to show. Likewise, emergency service crews are often drawn from outside the immediate area and have little local knowledge. Good briefing is therefore essential. Historically, this takes the form of presentations by supervisors but can be time-consuming and of varying quality. Using a video specifically made for the event ensures that accurate information is communicated. A picture says 1,000 words and 1,000 pictures in a video consistently speak volumes. The programme can also be viewed elsewhere by those who have not had the opportunity of familiarising themselves with the location until the day of the event. During an event everyone participating in its operation must appreciate that if they see something likely to affect safety they must inform the emergency liaison team. Simple, predetermined, channels of communication are to be used with survey, assess and disseminate the key words. Issuing a gridded site plan to all staff, exhibitors and franchisees will greatly assist accuracy of incident reporting, avoid confusion and save precious time. In any emergency, command, control and communication are the key. Emergency radios must be reliable and all power sources protected from criminal interference. In the event of a disaster or serious incident the police will co-ordinate and facilitate the ‘on’ and ‘off’ site response. Flexibility is the key. Local authorities are able to provide a wide range of services including reception centres, temporary accommodation and feeding. Often, many of these roles will be undertaken in conjunction with voluntary sector agencies such as the Red Cross. The unscheduled stopping of a pop concert will be a serious hazard in itself. Any decision to disrupt scheduled proceedings or evacuate the crowd will require fine judgment and must be planned for by management. This includes the testing of channels of communication to the crowd. Whatever method is used the medium must be effective, credible and influential. At a pop concert a person perceived as being from the presentation team, not necessarily a performer, may well be more effective than security or the emergency services. After an Aintree Grand National was postponed, no event is safe from the terrorist, extortionist or hoaxer. Staff must know what to do if a telephone threat is received so that the police and ELT are informed immediately. Generally, any decision to evacuate or move crowds rests with the organizers who will have the benefit of a threat assessment from the police. The exception is where a device is found or where police have received specific intelligence. In these circumstances police may initiate action. If an evacuation does take place everyone must be vigilant for secondary devices aimed at the emergency services and the public. Should any incident develop, cordons must be implemented as soon as possible by stewards and the police. An inner cordon will provide security, access to casualties and preserve the scene for evidence gathering. The outer cordon will seal off a more extensive area and provide egress for the public. Traffic cordons are set up at, or beyond the outer cordon, to enable the movement of emergency vehicles, prevent unauthorised access and minimise disruption to the area.
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Please the media
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The media will very quickly be making enquiries and in fact may already be present, covering the event in its own right. To provide them with an accurate and credible response, a predetermined strategy must be in place. It is important that all parties concerned in the event appreciate the media’s need and obligation to gather information. By working with the media much can be achieved. The prior appointment of an event press officer, the identification of a media rendezvous point and provision of simple refreshments, such as hot and cold drinks, can secure a constructive relationship from the outset. Clearly it is important that any statement to the media is carefully and jointly considered by the ELT prior to release. A valuable resource for local authorities is the government Central Office of Information who will, on request, provide experienced information officers. This service includes the provision of technical equipment to facilitate press conferences. And finally, do you use the word Safety on your steward’s T-shirts and tabards’
