Event Manual & Welfare Plan

Hampshire Games 2015

Friday 19th June

An event managed by Funnybone Promotions CONTENTS

INFORMATION

INTENTION

METHOD Venue Information Event Information Tent Command & Control Emergency Procedures & Major Incidents Staffing Key Responsibilities: Event Management Team Operational Management Event Cancellation/Showstop Full/Partial Evacuation Hospital Police Fire Car Parking Consideration for disabled / less mobile persons

ADMINISTRATION General Site Map Health & Safety documentation Staff briefing/Debriefing Catering Toilet/Washroom/Changing Facilities Litter bins

RISK ASSESSMENT See Appendix F

COMMUNICATION Channel allocations

APPENDICES Appendix A: Sports Programme Appendix B: Site Maps Appendix C: List of event & venue/key staff Appendix D: Lost/Found children procedures Appendix E: Lost /Found property procedures Appendix F: Event Risk Assessment Appendix G: Radio allocations Appendix H: Hants council - internal risk assessment form Appendix I: Sports Risk assessment form – daily updated INFORMATION

The Hampshire Games 2015 (The Games) will be returning to Aldershot for another sporting extravaganza on Friday 19th June. Young people from across Hampshire & IOW will converge on the Army's top-class facilities to compete in a range of sporting competitions.

Friday's events (19.06.15) will be school-based competition (approx. 2300 young people); schools will have won their way through from local rounds to represent their areas at the County Finals.

A sports and events programme is attached at Appendix A

INTENTION

 To provide a safe and enjoyable experience for the competitors and the public attending The Games and attendant events/attractions at the British Army’s Aldershot Military Sports Facilities (MSF).

 To minimise disruption to the nearby community.

 To meet the stated objectives of the event sponsors as outlined in INFORMATION above.

 To minimise disruption to the normal operation of the of (MSF) not in use for Games purposes. METHOD

VENUE INFORMATION

Friday 19th June

Aldershot Military Sports Events/Sports Contact Name Contact Number Facilities Aldershot Military Welcoming Ceremony Early Duty Manager 0600 – 1400hrs: Stadium Athletics Andrew Chapman – 01252 347724 Queen's Avenue ALDERSHOT Early Outside Coordinator 0630 – 1430hrs: GU11 2JL Dominic Foster - 07717003807 Army Hockey Centre Hockey Prince’s Avenue Tri Golf Late Duty Manager 1400 – 2200hrs: Aldershot Anna Ford – 01252 347724 GU11 2LQ Garrison Sports Centre Basketball Late Outside Coordinator 1230 – 2030hrs: Rawlinson Rd Swimming Lee Cope – 07717003807 Aldershot GU11 2LQ Queens Ave. Sports Cycling Pitches Rounders Queen’s Avenue Tag Rugby Aldershot. Football GU11 2JL Volleyball Aldershot Rugby Stadium Challenge Zone Queen’s Avenue Aldershot. GU11 2JL Aldershot Indoor Tennis Boccia Manager : Marie Forrest Centre New Age Kurling 07761 343421 Prince’s Avenue Panathlon ALDERSHOT Tennis GU11 2LD The Wavell School Netball Melissa Southan Lynchford Rd, 01252 317603 Farnborough 01252 341256 GU14 6BH Samuel Cody School Gymnastics Irene James Ballantyne Rd Trampolining 01252 401080 Farnborough GU14 8SN COMMAND & CONTROL

Based within the Event Information tent, responsibilities include overall Event and Administration control as follows:

- Overall event management - General vehicular and visitor management - Major Incident Management - Liaison with Venue Management / Resolution of problems associated with facilities and infrastructure - Directing of programme and Information Point - Liaison with Guests - Ensuring safe event delivery - Placement of attraction and entertainment positions - Staff management

EVENT INFORMATION TENT

The Event Information Tent will be located at the position marked within the event mapping at Appendix B.

The Event Information Tent will be staffed at all times that the venue(s) is/are ‘live’ and in operation and will be staffed sufficiently to discharge the Command & Control functions outlined above – see ‘STAFFING’ below. This will be the hub of the communications network for the duration of the event. Radios can be signed out from this point from 06.00 onwards.

EMERGENCY PROCEDURES AND MAJOR INCIDENTS

All staff will have a responsibility for ensuring the safety of all involved in the event. A co-ordinated procedure allowing a multi-disciplinary approach is essential, with clear demonstration of duties and responsibilities.

The following services must play an active part in any emergency plan:

- Venue Management - Event Management - Project Manager and Safety Management - Fire - Police - On-site First Aid / Ambulance and Hospital - Press / Media liaison

See ‘STAFFING’ below for the identity and key locations/contact details for relevant personnel.

There is an understanding that in the event of a major incident or emergency occurring on site then the response will be led and coordinated by Hampshire Constabulary, involving other emergency services as and if appropriate. In these circumstances event management staff and stewards will work to police control and direction until such time that Hampshire Constabulary rescind Command Control and Coordination responsibilities and pass back to the event management team.

EVENT CONTROL

Event Control will be managed from the Event Information Tent.

The Event Information Tent will be permanently staffed by a member (or members) of the Event Management Team during the event operation hours and for any period post event deemed necessary and appropriate by the event management team.

The Event Information Tent will be sited adjacent to the Athletics stadium next to the Challenge Zone.

Site maps are attached to this Event Management Plan at Appendix B

Communication to and from the scene of any incident with the Event Information Tent will be achieved by way of mobile phones, two-way radios and radio access to the venue P.A systems.

Site maps will be located at the Information Tent.

STAFFING KEY PERSONNEL & RESPONSIBILITIES: (EVENT MANAGEMENT TEAM)

Event Manager LOGISTICS Sharon Robertson 07739 160230 Responsible for overall management of the event. Will attend to the client, sponsor, school, local authority and sports competition needs.

Project Manager SPORTS Heather Windust 07720 746899 Responsible management of all sporting activities.

Site and Safety Manager Philip Watkins 07974 667074

Site Management Responsibilities:  Overall health, safety and security management at the event.  Venue and event management liaison  Determining amendments / cessation of the programme (in liaison with the event managers)  To provide an event safety overview  Managing the site crew, oversee installation and management of equipment and structures. Safety Management Responsibilities:  Responsible for the day-to-day safety management of the event, overseeing safety requirements and liaising with venue management.  Liaising directly with event managers and venue management regarding safety related issues.  Inspecting entertainment and sports activity areas on a regular basis ensuring public and staff safety are catered for.  Ensuring that Health and Safety documentation is compiled correctly. OPERATIONAL MANAGEMENT

A list of event and area/venue key staff for Friday 19 June 2015 is attached at Appendix C.

EVENT CANCELLATION/’SHOWSTOP’

In the event of any incident given the potential to cause a cancellation or postponement of the event occurring during the event, this will be determined in the first instance by the nominated Event Manager (for The Hampshire Games), Venue Manager (for the Aldershot Military Sports Facilities, Wavell School, Samuel Cody School), the Event Site & Safety Manager, the senior police officer present on behalf of Hampshire Constabulary (if/as appropriate).

Such a decision to cancel the event entirely or for a defined period of time to allow resumption will be clearly communicated via the Event Information Tent.

FULL/PARTIAL EVACUATION

The competition events are scheduled to take place within the sports and other facilities identified above. In the event of the need to evacuate any of these locations, the standard and approved evacuation procedures will be invoked and managed by the venue management.

It is not envisaged that there will be a need to fully evacuate all areas of operation during the event.

Dependent on the nature of the reported incident and advice received from the emergency services, partial evacuation of an area to ‘a place of less danger’ will be determined and effected by the event management team in close liaison with Hampshire Constabulary and venue/event management.

If a partial evacuation to a place of less danger is invoked, school and youth team leaders affected will be responsible for mustering and confirming the whereabouts of their team members, competition participants and staff and assistants/helpers.

Access and egress of emergency service vehicles to and from the location of an emergency or major incident will be a high priority. Routes and marshalling points will be determined in liaison with the emergency services present and communicated via the Event Information Tent.

The event Site and Safety Manager has the overall responsibility for liaison with the emergency services in this respect. HOSPITAL

The following hospital will service casualties:

FRIMLEY PARK HOSPITAL Portsmouth Road Frimley Camberley Surrey GU16 5UJ Tel: 01276 604604

POLICE

ALDERSHOT POLICE STATION Wellington Avenue Aldershot Hants GU11 1NZ Tel: 101 0r 0845 045 4545

FIRE

HANTS FIRE and RESCUE SERVICE 8 Lynchford Road Farnborough Hants Tel: 023 8064 4000 Station Commander – Tim Vile

CAR PARKING

Cars: VIP parking - There is an area for VIP’s in the main car park, access from Princes Avenue and VIPs will be issued with visual parking permits.

Spectators: There are 6 car parks in total for spectators. The main event car park is accessed from Princes Avenue, but spectators may access any of the other Car Park where space allows, please see attached map for all available car parks (Appendix B).

Officials/volunteers: They will use the general public car parking areas – any officials that require VIP parking will be posted the passes prior to the event.

Coaches: Once the coaches have dropped off the athletes on Queens Ave. If staying they will park in the Car Park opposite the Hockey Pitches, it will be marked accordingly. Mini Buses will be park in the Main Event Car Parks as directed by Parking Steward. FIRST AID FACILITIES

Aldershot Military Sports Facilities: The Centre is equipped with two First Aid rooms; one is located under the Athletics Stadium and the other is located in the Garrison Sports Centre. Contact must be made with a member of the Event Management Team if First Aid is required, via St. John Ambulance. This is to ensure that a proper record of each incident is recorded on the site.

St. John Ambulance will provide:

7 x First Aid Members 4 x Emergency Transport Attendant Members 2 x Patient Transport Attendants 1 x Events/Duty Officer 1 x Large Mobile First Aid and Medical Units 2 x Ambulance Units 2 x Cycle Response Units 2 x Other support vehicle

St. John personnel will remain in constant touch with the Event Information Tent via two-way radios on Channel 8.

CONSIDERATIONS FOR DISABLED / LESS MOBILE PERSONS

All venues are fully accessible to wheelchairs. Any specific needs of participants or spectators will be catered for individually.

LOST/FOUND CHILDREN

See Appendix D ADMINISTRATION

GENERAL

All event documentation will be recorded and retained at the Event Information Tent All competition and event documentation will be the responsibility of the Event Manager All safety and security documentation will be the responsibility of the Site & Safety Manager

SITE MAP

An event site map is attached to this Event Management Plan at Appendix B

HEALTH & SAFETY DOCUMENTATION

The Site and Safety Manager will be responsible for the completion of RIDDOR forms and forwarding them to the Venue Management.

Accident / Incident Forms with an Accident Log are managed by both venues. Accident / Incident Forms will also be held at the Event Information Tent.

All First Aiders will also complete an accident log as necessary. Copies of these logs are to be passed to the event manager at the end of the event.

In any case, all incidents are to be reported to the Event Management via the Event Information Tent.

STAFF BRIEFING/DEBRIEFING

Sports organisers and other key staff as identified within this event Management Plan and at Appendix C, will be briefed by the Event Management Team at the Event Information Tent (or other suitable accommodation) prior to the event commencing on Friday 19 June.

This Event Management Plan and its appendices will form the basis of that briefing

These key personnel will be responsible for cascade briefing their event teams.

The identified key personnel will advise the Event Management Team of any reasons to convene an event debrief at the conclusion of the day’s sports/event programme in the light of any specific incident

A record of any briefing and/or debriefing of staff shall be maintained

LOST/FOUND PROPERTY

See Appendix E EVENT CATERING STAFF

Pack lunches will be provided for all identified staff and volunteers.

These will be supplied by Rob Shearman – 07802 291921 from the trailer in the Challenge zone area, they will be delivered to each sports venue throughout the morning.

TOILET / WASHROOM / CHANGING FACILITIES

Aldershot Military Sports Facilities: There are sufficient sanitary facilities located at each venue. Additional units will be placed as follows:

4 single unit toilets positioned next to the rugby and football pitches 2 single unit toilets positioned in tree line just inside metal gate on Queens Avenue sports pitches 4 single toilet units positioned in the Hockey Centre car park 2 single units in the Athletics Stadium Car Park against the back wall 4 single unit toilets positioned next to the netball courts at Wavell School

1 Disabled toilet positioned in Athletics Stadium Car Park against back wall

1 disabled toilet positioned outside the indoor tennis Centre

LITTER BINS

Bins will be located as follows:

• 1 bin at the Hockey Centre (delivered to Tennis Centre) • 2 bin at Queens Avenue Pitches (delivered to athletics stadium) • 1 bin at Challenge Zone (delivered to athletics stadium) • 10 dustbins bins at Wavell School

RISK ASSESSMENT

An event risk/threat assessment is attached at Appendix F COMMUNICATIONS

A communications network will be achieved through two-way radios, venue ‘house’ PA systems and local sport PA systems.

30 Motorola multi-channel radios complete with headsets will be allocated to key event management personnel. Appendix G.

Dedicated channels to be assigned as follows:

Channel 1 General sports/management contact channel Channel 2, 3, 4, 5 General communication Channel 6 Car Parking Channel 7 Emergency Only Channel 8 St Johns Ambulance

Radio allocations are listed at Appendix G

Radio discipline is of paramount importance. Communications should be transmitted to the Event Information Tent (Event Control) by the sender. Direct communications from one radio to another should be avoided unless express permission for ‘talkthru’ has been granted by Event Control.

The ‘ABC’ of radio communication should be applied and adhered to:-

 Accurate  Brief  Concise

In the event of an emergency or major incident being declared all unnecessary radio traffic should cease immediately and personnel will be guided by Event Control. Appendix A.

Hampshire Games 2015

Sports programme

Friday 19 June

9.30am – 10.00am Competitors arrive at the Aldershot Military Stadium for the 10.00am – 10.30am Welcoming Ceremony – including parade to the pitches 10.45am Competitions start 2.00pm Inclusive competitions end 2.00pm Athletics Knock Out Track Finals start 4.30pm All other competitions end

10.45am-4.30pm Challenge Zone Open Appendix B. Site Map Appendix C – Friday 20 June 2015 Sharon Robertson Event Manager

Phil Watkins Heather Windust Site Planning & Project Manager Health and Safety

Aldershot Military Army Hockey Garrison Sports Queens Ave. Sports The Wavell School Aldershot Rugby Samuel Cody Stadium Centre & Aldershot Centre Pitches Stadium School Indoor Tennis Centre Welcome Ceremony Hockey Swimming Cycling Netball Challenge Zone Trampolining Sharon Robertson Chris Gittens Sarah Porter Dave Jowlett Chris Granger Fran Wild TBC

Athletics Tri Golf Basketball Rounders Gymnastics Michael Coker Andy Wright Bev Guymon Amy Rodger TBC

Boccia Tag Rugby Matt Bishop Kieran Spencer

New Age Kurling & Football Panathlon Martina Heath Lynne Gardner Volleyball Tennis Tim Nash Andy Trott Site Manager Site Manager Site Manager Site Manager Site Manager Site Manager Site Manager Michael Coker

Public Relations Co-ordinator - Clare Rhodes VIP Hosts - Anna Dawson & Julie Amies Appendix D

LOST/FOUND CHILDREN PROCEDURE

Lost child procedure must be strictly adhered to in order to ensure the safety of any lost child and to reduce the anguish to parent/guardians and children alike

Lost child co-ordinator : Phil Watkins

Lost child holding area: Event Information Tent (Event Control)

Suitably CRB checked staff are available and will be assigned to look after any child brought to the Event Information Tent

Child Lost in Event Area

Should a member of Funnybone, Hampshire or stewarding / security staff find a lost child or one is brought to them presented as ‘lost’ or separated from a parent/guardian/carer, they should immediately ensure radio contact is made with the Lost Child Coordinator(s) who will then inform the Event Information Tent (as may be necessary) that they should prepare to receive a lost child. Appendix E

Hampshire Games/Funnybone Event Services

Lost Found Property Procedures

FOUND PROPERTY

Any low value item of found property (e.g. outer sports clothing) will be the initial responsibility of the relevant Sports Organiser (as shown at App C) who should make or cause to be made every effort to repatriate the item to the owner or appropriate person (e.g. a teacher or youth leader of the school team concerned)

Any item of high value property (e.g. cash, jewellery, phones etc.) should be handed to the relevant Sports Organiser or Event Manager (App C). This person should make a record of:

 The name, address and contact details of the person finding such property

 A description of the item found and it’s condition

 Details of where and when found

Every effort should be made locally to repatriate to the owner (if possible). If unsuccessful or if unable to carry out these enquiries, the item of property should be handed in to the Event Information Tent (Event Control), before the close of that day’s sports programme.

Persons claiming such property having not been identified within initial enquiries made, should be directed to the Event Information Tent to reclaim/recover their lost property.

A register of found property will be maintained at the Event information Tent and include the detail outlined above, together with the name of the person receiving the property and the time/date it was received at the Event Information Tent.

The property will be kept in safe custody at this location

Staff at the Event Information Tent should be prepared to ask intrusive and descriptive questions in respect of the property claimed before satisfying themselves of the identity and ownership and before releasing the property to the claiming owner.

In such instances the name, address, and other contact details of the claimant should be recorded.

If the claimant is recovering the property of a third party, then the details of this third party should also be recorded and every effort made to contact this person seeking the necessary authorisation before releasing the property to the claimant. (Unless the claimant is the parent, guardian of the owner – ‘guardian’ would include youth leader and/or teacher in these circumstances).

If items of high value are not claimed by the end of the day’s sporting events, the property will be retained by staff at the Event Information Tent until the conclusion of the event on Friday 19th June 2015. If still unclaimed at this time, the property will be surrendered (against receipt) to Aldershot Police Station and retained by police as ‘Found Property’. Any receipt etc issued by the police will be recorded in the Found Property register maintained by Funnybone Event Services at the Event Information Tent.

LOST PROPERTY

Details of any lost property reported to any ‘Appropriate Adult’ (e.g. teacher, youth leader, Sports Governing Officer, Sports Development Officer, Sports Organiser, Event Manager, Event Safety & Security staff) should be investigated as far as is practicable to do so at the time of report.

If unrecovered the owner or person reporting should be directed to the Event Information Tent where full details will be recorded such as:

 The owner of the property together with full contact details

 The person reporting loss (if different) together with full contact details

 A full description of the property lost, including specific identifying features

 The time/date that the loss was discovered

 As far as is possible, the details of the area in which it was suspected that the property was lost

 Details of initial actions undertaken

If the property is unrecovered by the conclusion of the sporting programme on Friday 19th June 2015, the owner or person reporting loss should be advised to report the loss to the police.

Appendix F THE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS 1999

Risk assessments are a management tool which when used can assist in managing risk by reducing or eradicating hazards or a hazardous work activity. They are another aspect of good management and looking after staff.

Two definitions to remember:-

HAZARD – Anything which has the potential to cause harm to a person.

RISK – The chance of harm occurring, i.e. frequency, severity; number of people affected.

RISK ASSESSMENT IN PRACTICE

IDENTIFY hazards and the risk(s) associated with each hazard.

ASSESS the level of risk i.e. how often might the hazard arise, who might be harmed, what is the reasonably foreseeable level of injury that a person/s could receive and how many people could be harmed.

FREQUENCY SEVERITY OF INJURY WORST POSSI BLE OUTC OME How often does the particular Reasonably foreseeable consequences of likely injury Number of hazard arise p e o p l e w h o c o u l d b e a f f e c t e d Rarely 1 Cuts, Grazes - Minor 1 0 – 1 1 Sometimes 2 Sprain, Bruise, Laceration - Low 2 2 – 3 2 Regularly 3 Temporary disability 4 – 6 3 Frequently 4 i.e. fractures, dislocations- Medium 3 7 – 9 4 Continuously 5 Permanent disability 10+ 5 i.e. loss of limb, sight or hearing - High 4 Death - Major 5

RISK LEVEL Low 1 - 5 Medium 6 - 9 High 10 – 15 CONTROL Remove the hazard or manage it to reduce the level of risk:

LOW:- any action required to be taken within one month.

MEDIUM:- any action required to be taken within seven days. However, immediate preventative action may be required.

HIGH:- Requires immediate preventative action to be taken. A residual high risk level is not acceptable other than in exceptional operational circumstances.

MONITOR Are the control measures being adhered to?

Check or revisit.

REVIEW Annually unless any change to work activity/PPE etc has taken place or an accident/near has taken place.

CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) DESIGN

The event is contained within the playing fields and sports facilities of the Aldershot Military Sports Facilities, managed by the British Army and given over in its entirety to the management of the event. Based on the information we have there are no planned, parallel or concurrent military events taking place at the same time. In ‘steady state’ the event arenas are separated in respect of the type of planned activity and the participants / spectators will be moved (under adult supervision) from one place to another as a consequence of the sports programme. There is one road that runs through the MSF (Queen’S Ave). The Crossing CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) point of this road is dealt with below.

The type of incident that would give rise to a total evacuation would be hard to envisage. The evacuation of all buildings would be by way of standard evacuation procedures and under the direct supervision of the Event Manager and Sports Organiser for the specific facility affected. The objective would be to remove persons from a place of danger to a place of less danger within the MSF site. Fire fighting provisions and exits are provided for within venues. First Aid provision is available at all venues supplemented by attendance of the SJA in accordance with the METHOD section of the Event Management Plan.

Each sport has a responsible person who will inspect their facility prior to any sports commencing. Due to the nature of multiple sports being held on the one day the event manager and his delegated staff will visit each sports site and do a dynamic risk assessment when the sports start. They will take an overview of everything else that surrounds the sport itself, the facility and everything that surrounds it.

Crowd Movement Public Large groups of M All sports events are None specific – this L youths and taking place within is standard school children defined venues and operating moving from areas. procedure at the site to site HYG within overall Participants and event venue spectators moving from location to location will be escorted where possible and road crossings made under adult supervision Crowd issues Public Power cables M As control L Trip/Slip Hazards and display (Minimal issue given measures and staff CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) equipment on nature of the event) briefing site Stewarding Any external cables dug in or bridged All electrical equipment to be fitted with RCDs and certified before use by a qualified electrician Key areas (equipment locations) to be monitored and managed by stewards

Crowd Issues Public Crush, slips, M Specific measures As control L Disabled (Disabled/l trips implemented for measures and staff participants/ ess mobile disabled and those briefing spectators persons) less mobile – to afford participation within the programme events and to ease and facilitate access/egress CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) Crowd issues Public Distress, M Lost/Found Child As per the L Children Lost/Found hysteria procedure laid down Lost/Found children in Appendix D of children Event Manual procedures Staff briefing

Crowd issues Public/ Safety & M Children to Event Organiser L Children moving on Participant Security teacher/youth applies the ratios site (general) s leader/Appropriate determined within Adult ratios ‘Control Measures’ determined Crowd Issues Public/ Safety & M There is only one The Queens Ave L Children moving on Participant Security designated road crossing point will site. Road crossing s crossing point, being be permanently the marked staffed by pedestrian crossing stewards and on Queens Ave from operated in one side of the MSF conjunction with to the other. Outside Adult supervisors the Garrison sports of youth groups centre there is a wishing to cross single crossing at the the road car park entrance. Groups are to be under the control of their leaders. Attention to be brought to the CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) leaders working in the Tennis centre as children may try to cross Princes avenue when their sports have finished. First Aid/ Public/ Safety/Well M Each planned sports See METHOD L Medical Services Participant being activity has been section of Event s assessed in terms of Management Plan potential first aid and medical SJA on site. (First requirements and Aid provider) first aid services have been secured.

South Central Ambulance Service NHS Trust are aware of this event.

The nearest A&E Dept is at Frimley Park Hospital, Camberley is aware of this event CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) Crowd issues Public/ Sports events M 1. The separate Sports Organisers L Trip & slip hazards Participant (inside and risk assessments Event Managers s under cover applicable to the Facility Managers and outside – pitches and venues Sports sports pitches) within the MSF Development 2. Completion of Officers the daily risk Sports Governing assessment form Officers Appendix I by the Stewards & Event resident Management Team 3. Constant Briefed for the surveying to ensure need for constant that any potential vigilance and trip/slip hazard is inspection in removed or screened conjunction with 4. Signage (as MSF staff appropriate)

Crowd Issues Public/ Large number M Designated vehicle 1. Vehicle L Pedestrian / Vehicle Participant of participants parking areas in line parking and deconfliction s – with those areas movement areas predominantly used by the MSF for barriered and youth teams this purpose patrolled by stewards CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) 2. Pre-briefing by Event Managers of teachers, youth leaders and appropriate adults to ensure the safety of those under their charge when boarding or alighting vehicles 3. Exit/Entry Signage to vehicle parking areas Temp Structures Public/ Collapse, Fire M Structures 1. All temp L Participant professionally structures to be s erected and fenced erected in guarded to prevent compliance with unauthorised access manufacturers guidelines 2. All fixing points to be regularly inspected 3. All fixing points (guy ropes etc) to be clearly marked 4. Actual and CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) forecast weather conditions (wind & torrential rain to be monitored to ensure within temp structure tolerances 5. No LPG within temp structures. Electrical Faults Public/ Risk of L 1. Electrical Sports Organisers L Participant electrocution, installations installed Event Managers s shock by competent, Facility Managers qualified person Sports 2. Equipment Development designed for outdoor Officers use (as appropriate) Sports Governing with suitable Officers connectors Residual Stewards & Event Current Devices Management Team 3. Equipment Briefed for the will not be installed need for constant where it can be vigilance and either intentionally inspection in or accidentally conjunction with damaged MSF staff 4. MSF property service manager on CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) site o monitor, investigate and rectify any disruption to service/supply

INFORMATION The event is now in its 17th year of operation and as planning and preparation undertaken by the event organisers is mature and has evolved over this period of time.

Pre-event information is distributed across all education authorities of the local authorities within the county of Hampshire and other participating youth organisations.

In terms of the operation of the facilities at the MSF these are under the direct control of the MoD estate manager and the safety and security information (against the prevailing risk/threat) is commensurate with that use and purpose.

Information during the event is coordinated via individual Sports Organisers, Event Managers, Facility Managers, Sports Development Officers, Sports Governing Officers, Stewards & the Event Management Team. Information connected with the operation of this event is coordinated via the Event Information Tent, having direct links with the emergency services. Lack of information Public/Staff Crowd M Pre-event Radio provision L / movement/ information - breifing Comms plan (incl Participant management Communications telephony) s plan as per EMP Signage Loud hailer Provision Staff Briefing Information Public/Staff Coordinated M Funnybone Event Event Control L management / event Services Event having full CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) Participant management Information Tent coordinating/com s located on site (Event municating task Control) with: Sports Organisers Two way radio Event Managers communications Facility Managers established and Sports managed from Event Development Control Officers Sports Governing Event Control to Officers effect Single Point of Stewards & Event Contact with Management Emergency Services Team and other MSF staff stakeholders on site Emergency services

MANAGEMENT Management of this event is achieved as a consequence of a partnership approach between the Event Managers (Hants CC in collaboration with Sport England) and the Event Organisers, Funnybone Event Services (FES).

In steady state and during the operation of the event FES will coordinate the management aspects on behalf of the Event Managers. This will be effected via Event Control located within the FES Event Information Tent on site.

In the event of an emergency or major Incident, Event Control will be responsible for communication and ongoing liaison with the emergency services until the situation is resolved and command/control of the event is relinquished by the emergency services to Event Control CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) Event Management Public/Staff Event M See Event Manual Event Control L / management established on site Participant Funnybone Event Liaison with: s Services Event Sports Organisers Information Tent Event Managers located on site (Event Facility Managers Control) Sports Development Two way radio Officers communications Sports Governing established and Officers managed from Event Stewards & Event Control Management Team MSF staff INGRESS Ingress to the sports venues from the vehicle parking locations is denoted by barriers clearly marked and signed

Teams and youth groups will be under constant adult supervision whilst on site

Unauthorised persons will be barred from the site

Only those that have prior approvals from the Event Managers will be allowed to spectate at the events

Emergency Vehicles Public Speedy access M Emergency Service As per Event L Participant required in vehicle access and Manual s emergency routes will be by (METHOD) Staff Queens Ave or Staff Briefing CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) Emergency Princes Ave. Routes Responders and RVP will be determined by location and type of incident CIRCULATION

Circulation of participants/spectators on site will be under the control of adult supervision at all times.

In the event of a major incident or emergency, all persons will be marshalled to the relevant muster point according to the standing MSF Standard Operating

Procedures away from the site of danger. All evacuation process will be coordinated from Event Control working within the advice offered by the emergency services Crowd Dynamics Public/Staff Crush M The event is taking As per control L Participants moving / Overcrowding place in the extensive measures between attractions Participant Trips/Slips purpose built and displays on site s Injury sporting facilities See Event Manual &grounds METHOD There are several sites of interest Staff Briefing including:  The Aldershot Military Sporting Facilities (MSF)  The Wavell School  Aldershot Leisure Centre CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML)  The Tennis Centre  The Hockey pitches

Each of these areas are identified within the event plan and manual Potential hazard sites have been fenced/screened Footpaths & access routes will be stewarded

The footpaths have been inspected pre- event any potential trip/slip hazard has either been removed or made safe.

The event staff will patrol the site regularly in vehicles and on foot to oversee the CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) condition of the grounds.

EGRESS

Egress from the venues/sporting locations will be controlled and under adult supervision

Egress from the site at the conclusion of the day’s events (to the vehicle parking location) will be under escort and adult supervision

Emergency egress/evacuation will be in accordance with the venue Standing Operating Procedures and coordinated via Event Control

Crowd Dynamics Public/Staff Crush M Egress of participants Briefing & L Public Exiting / Injury will be managed deployment of: Normal Conditions Participant Slips/Trips under adult s Overcrowding supervision to the Sports Organisers vehicle location Event Managers points at the end of Facility Managers the day’s events and Sports in accordance with Development the event Officers programme. Sports Governing Officers Vehicle movements Stewards & Event within the vehicle Management parking location will Team be under the direct MSF staff control of stewards CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML)

Crowd Dynamics Public/ Crush M Evacuation (full or As per control L Public exiting Participant Injury partial) from event measures s Trips/Slips venues will be Emergency undertaken in All available Conditions accordance with the lighting will be venue Standing used to illuminate Operating exit avenues and Procedures and exit points coordinated by MSF managers Event Stewards Briefing Control

Evacuation for venues in the open air, (sports fields) etc will be under the direction of the Sport’s Organiser and event officials. Evacuation will be undertaken in coordination with Event Control who will be linking to the emergency services. CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) Staff Staff Injury M Staff deployments All event staff L Management/ deployed to be supervision See Event Manual familiar with and Appendix C The Event Manual Associated risk assessments

All event staff to Staff management/ be briefed before supervision deployment

All event staff to have access too event radio. If not personal issue, designated supervisors must be in line of sight contact with designated staff and maintain comms with Event Control

All staff to be in possession of  Foul weather clothing CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML)  High Vis tabard/waistcoat  Torch in good and effective working order  Sun screen or similar will be available at Event Control  A supply of bottled water will be available at Event Control and there are a number of drinking water supplies at the MSF

Any injury or near miss should be reported to the Event Manager(s) or event control

Supervisors to provide effective overview and control of CONTROL RESIDUAL RISK POT RISK (HML) HAZARD WHO TO WHY MEASURES ACTION TAKEN (HML) deployed staff

POLICY STATEMENT: The risks associated with the event have been considered in accordance with this event risk assessment.

Signed ………………………………Print Name…………...... Date ………………………Review Date (if appropriate) ......

Safety Representative………………………………. Print Name……………………………… Date…………………………. Appendix G: RADIO ALLOCATION

Facility Management - Military Andrew Chapman Early Duty Manager 0600 – 1400hrs: 01252 347724 No

Anna Ford Late Duty Manager 1400 – 2200hrs: No 01252 347724 Dominic Foster Early Outside Coordinator 0630 – 1430hrs: 07717003807 Yes

Lee Cope Late Outside Coordinator 1230 – 2030hrs: Yes 07717003807 Sport Hampshire Staff Sharon Robertson Event Manager Yes Heather Windust Project Manager Yes Julie Amies Yes Sophie Burton Yes Penny Woods Yes Fran Wild Yes Clare Rhodes Yes Emily Sanderson No El Taylor-Jenks No Helen Fisher Yes Harry Stow Yes Barry Kitcher No Priya Samuel Yes Peter Hull No Ann Floyd No Nicki Wright Yes Pat Jenner No

Sports Michael Coker Athletics Yes Bev Guymon Basketball Yes Matt Bishop Boccia Yes Dave Jowett Cycling Yes Martina Heath Football Yes Andy Wright Golf Yes Chris Gittens Hockey Yes Chris Granger Netball Yes Lynn Gardner New Age Kurling & Panathlon Yes Amy Rodger Rounders Yes Kieran Spencer Rugby Yes Sarah Porter Swimming Yes Andy Trott Tennis Yes Tim Nash Volleyball Yes Gymnastics No Trampolining No Other St Johns - Yes Phil Watkins Yes Dave Lewis Yes Funnybone Staff Yes Funnybone Staff Yes Funnybone Staff Yes

Event control will contact them via mobile should they be required. Appendix H Risk Assessment Form

Sport

Venue

Name of person carrying out the check Date of check

Playing/training area Check that the area and surroundings are safe and free from obstacles. Is the area fit and appropriate for activity? (e.g. check floor, roof leaks, lighting, heating, security and welfare arrangements). Yes  No 

(If no, please outline the hazard, who may be at risk and action taken, if any.)

Equipment Check that it is fit and sound for activity and suitable for age group/ability. Is the equipment safe and appropriate for activity? (e.g. check there is no equipment left from other activities or obstructions left in the sporting area. Yes  No 

(If no, please outline unsafe equipment, who may be at risk and action taken, if any.) Participants Make sure each team has checked in and handed in all the relevant paperwork. Check that performers are appropriately attired for the activity. Are performers appropriately attired and safe for activity? Yes  No  (If no, please outline unsafe equipment/attire and action taken, if any.)

Emergency points Check that emergency vehicles can access facilities, and that a working telephone is available with access to emergency numbers. Are emergency access points checked and operational? Yes  No  (If no, please outline the issues and action taken, if any.)

Is a working telephone available? Yes  No  (If no, please outline the issues and action taken, if any.)

Safety Information Ensure that your volunteers and officials are aware of the emergency procedures and how to contact first aid if required.

Signed: Date:

Name: Hampshire CC - Risk Assessment: Event Safety 2015

Activity Hampshire Games 2015 Date of Assessment 4/5/2015

Location Aldershot various Date of Review

Name of Risk Assessor Sharon Robertson Risk assessment subject to. Management of Health and Sports Development Manager Safety at Work Regulations Supported by Phil Watkins 1999 Guidance Document HSG195

Instructions for Use This standard risk assessment has identified the common hazards events. By ensuring that you have identified the common hazards applicable to your current activity, confirmed all of the standard controls are in place and ensured that you have considered your local arrangements the level of risk for these hazards will have been reduced to the lowest acceptable level. An action plan should be completed if further mitigation is required following the assessment. Original risk assessments must be kept for a period of 7 years. On completion a hard copy should be printed off and placed in your local/site health and safety folder. Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . Lack of clearly Event manager appointed and event Appointment defined roles and management plan in place √ of outside responsibilities contractor – Event manager Philip Watkins Roles and responsibilities clearly As part of the defined and all stewards, volunteers √ EMP a Staff and helpers trained management tree has been completed. Briefing notes have been written. Uneven Ground inspected before opening with Each site is ground/sudden any visible hazards being eliminated as inspected on changes in far as possible (e.g. rabbit holes filled √ set up day level/deterioration in with soil) and on the due to inclement morning of Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . All electrical systems used outside Where protected by a 30mA residual circuit √ required, breaker external supplies are protected by circuit breakers. Cabling managed to prevent trip Cable is hazards √ managed to avoid trip hazards. Matting is used where required Performance area Public to be kept out of performance Set up day is set-up area whilst contractors are setting up prior to e.g. staging, sound, lighting. √ public arriving. Refer to build and breakdown phase of event management plan Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . Drop off/pick up points located away √ This is part of from car par entrances and exits our traffic management plan Coach parking allocated and clearly Coaches have signed √ specific parking areas away from the main site. Vehicle/pedestrian segregation in The use of place √ existing crossings and pathways keep separation onsite. Clear route for emergency vehicles to Clear route Constant inspection of the site during be maintained √ to each the event will ensure that accesses are venue is clear. Vehicles can be towed out of the Hampshire CC - Risk Assessment: Event Safety 2015

Less able visitors Accessible car parking spaces available Each sporting near entrance to event √ area has designated parking spaces Accessible entrance/exit to All venues performance area √ are managed by Aspire and they comply with regulations. Accessible toilet facilities provided In addition to √ the facilities used the management provide Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . portable toilet facilities for less able. Entrances and exit to Barriers and stewarding in place to Stewards performance encourage orderly queuing. √ manage area/arena movement of large groups. Ticket sales and pick-up points, Site layout marquees and tents, attractions √ takes located away from entrances/exits. account of this. Queuing areas designated away from Traffic is traffic flows √ moved away from pedestrians. Temporary structures All temporary structures erected and Sub- Temporary structures are part of the e.g. staging/seating certified by competent contractors. √ contractor is ongoing management during the day. proficient in Refer to the build and breakdown Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . phases of the event management plan erection of temporary structures to industry standards in line with the product specification. Catering Catering to be provided by an A sub Inspection on the day by the event Ingestion of partly approved contractor √ contractor is contractor – facilities and staff need to cooked food, allergic appointed match the suppliers operation plan reaction who complies with EHO regulations. Appropriate insurances in place. Insurance is Refer to pre planning and build up √ checked prior phases in the event management plan to the event weekend. Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . Liaison with local authority Contact environmental health officers (EHO’s) √ made with local authority where the sub- contractor is registered Food handlers appropriately trained This is √ confirmed by the Sub contractor EHO qualification. Fires external to the Sources of ignition No fires are Should a fire break out near to any LPG building structure, No open fires, barbeques or hazardous used or storage the event manager is to take including open heaters are permitted on site/allowed allowed. charge of management of evacuation grassland and only in designated areas. All √ Where LPG point of the area to the safe distance vegetation. advertising of event has stated this cylinders are information present they Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . are to be stored in a compliant cage. Identification of LPG locations in site management plan. Fire caused by abandoned cigarette Stewards and Review the weather and risks when setting alight very dry grass – sufficient √ teachers onsite. stewards distributed across the whole managing the site alert to risk and briefed what to competitors do. Beaters and AFFF extinguishers will check on provided and stewards trained in their the children’s use. behaviour. Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . Generator used by concessions. . Control Fence off all generators onsite with Only competent persons to refill. measures are hazard fence. Concessions to provide their own part of the extinguisher. Concessions to be contractor’s located on hard standing away from engagement foliage, and the area controlled by documents. stewards trained in the use of extinguishers. Use of battery amp – AFFF Contractor extinguisher available and responsible √ provides person identified. extinguishers for the event

Sources of fuel Displays, stands, marquees etc. √ constructed of flame retardant materials. Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . Marquees and structures sited 4 This is part to metres apart to minimise spread of √ the fire. management plan and enforced onsite. Fire in car parking area – vehicles restricted to designated car parking areas controlled by stewards. Car parking away from event area. AFFF extinguishers located in car parks at 30m intervals and at exits and √ stewards trained in their use. Stewards have mobile phones for 999 calls. Litter and waste – Galvanised bins Large rubbish Stewards to monitor build-up of litter. located across the site. bins are Concessionaires are required to provided by manage litter generated by them and √ HCC for the remove from site at the end of the clearance of Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . day. all areas during the day. General As Clear routes for emergency vehicles information maintained along access roads (which given above will be stewarded throughout the √ on day). emergency routes. Fire extinguishes of appropriate type √ Extinguishers available and checked by Event all carry an Manager. up to date test certificate. Fire exits marked for evacuation of √ Inspection of public facilities to be used. Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . Communication procedures in place √ This is an via stewards and designated officers in appendix of place. the EMP to be circulated to managers and volunteers Stewards trained in evacuation Where procedures and use of extinguishers √ appropriate where appropriate training will be given. Fire – within public Venue fire precautions and emergency areas and building evacuation plan in place √ structure All staff trained Staff will √ follow their line manager in each area. Most army Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . venues have their own procedures and external meeting points. Emergency situations Emergency response system in place This is e.g. bomb threat, and all staff, volunteers, helpers √ included in release of gas or trained. Information will be the EMP. chemicals communicated through the radio The EMP is to network. be circulated to all management . Public address system in place Short wave radios to be used to alert each sporting area as site is too large and Hampshire CC - Risk Assessment: Event Safety 2015

Lack of first aid Low risk event with less than 1,000 provision. participants – minimum of 2 first Burns, impact aiders provided injuries, crush Low risk event involving more than injuries, insect bites, 1,000 participants – medical provider eye injury, allergic sourced and minimum of 2 first aiders reaction. provided Worsening of pre- Higher risk event involving more than existing condition 1,000 participants – medical provider sourced and more than 2 first aiders provided Event involving a significant number Professional In the event of a major emergency first of child participants – first aiders √ first aid aid contractor must be aware of their holding appropriate certificates contracted to roles and responsibilities. First aid provided the event. contractor to liaise with local ambulance They carry service prior to event. Hampshire CC - Risk Assessment: Event Safety 2015

Common Hazards Identify those people at Standard Event Safety Controls Identify Further action that may be required and this risk including how they Tick if in place what you should be included in the action plan are at risk √ have done at a local level to meet the standard control measures . out their own risk assessment and provide cover in accordance with this. Event involving special risks e.g. fireworks, pyrotechnics, hazardous pursuits – medical provider sourced and number of first aiders provided as recommended by provider. Public liability, risk Copies of valid public liability Event assessments and insurance and risk assessments √ manager to licenses checked. Listed in event management collate copies plan of all documents prior to the event and include them Hampshire CC - Risk Assessment: Event Safety 2015

The venue has a Premises Licence/Temporary Event Notice Not required (TENS) in place. This includes the supply of alcohol. (Delete as appropriate) Other hazards The event EMP will bring attention to any other hazards at the site.