The Enchanted Garden Ball Shobrooke Park

THE ENCHANTED GARDEN BALL

SHOBROOKE PARK

2ND JUNE 2018

Event Management Plan Version 0.2

Version Management:

V1 first draft V2 8/3/18: DB amendments; VW additions: Site Capacity; ‘Ask for Angela’;Suspicious Package/terrorism; radio codes; Evacuation use of METHANE reporting

Contents

EVENT & SITE DESIGN

Introduction 4 Event description 4 Premises Licence 5 Event Management Plan 5 Insurance 5 Management of the Event 5 Key Personnel and Responsibilities 5 – 6 Safety Management Structure 6 Event Liaison Team 7 Site Access, Egress 7 Site Capacity 7 - 8 Event Emergency Calculations 8 Means of Escape 8 - 9 Normal Egress 9

SAFETY PLANNING & MANAGEMENT

Site Build and Dismantle plan 10 - 11 Temporary Structures: 11 – 13 Working at Height 11 Adverse weather & Temporary Structures 11 Traffic Management 13 - 14 Electricity Supply 14 Site/venue Lighting 15 Noise Management Plan 15 - 16 Special Effects 16 Sanitary Provision 16 - 17 Fencing and Barrier specifications 17 Waste Management 17 Fire Safety 17 - 18 Water Safety 18 Medical and Welfare 18 - 19

CROWD MANAGEMENT & CONTROL

Communications 20 Crowd Management 20 – 22 Security & Crowd Control 22 - 24 Emergency Evacuation 24 Alert States & Codes 24 - 26 Contingency Management 26 - 27

25 APPENDICES Appendix 1 Site Plans Appendix 2 Event Risk Assessment Appendix 3 Contact List Appendix 4 Event Safety Management & radio Comms Structure Appendix 5 Production Schedule Appendix 6 Traffic Management Plan Appendix 7 Noise Management Plan Appendix 8 Fire Risk Assessment Tented Venues Appendix 9 Medical & welfare Plan (awaiting)

SECTION 1: EVENT AND SITE DESIGN

INTRODUCTION: Event: Enchanted Garden Ball

Venue: Shobrooke Park, Crediton, EX17 1DG

Date: Saturday 2nd June 2018

Soundchecks: 1400 - 1700

Site open to public: Saturday 1700 – Sunday 0300

Performance times: Saturday 1800 to Sunday 0200

Event Organisers: The Enchanted Group EVENT DESCRIPTION See Appendix 1 – Site Plans

The Enchanted Garden Ball is a single day ticketed event with entertainment including live and recorded music, cabaret, karaoke, funfair rides, inflatables/zorbing, food and drink. It has been held annually at Shobrooke Park since 2014 making use of the park’s lakeside event area and amphitheatre.

The event is for over 18s only, and is aimed exclusively at a student audience aged 18 – 25, particularly those who have finished their examinations. No under 18s will be admitted.

The event site will consist of 5 tented venues as follows:

There will be five tented performance venues as follows:

Karaoke Bar – karaoke/music until midnight

G.A.Y. – DJs/lighting shows until 0100

Doppelganger – Live music/DJs until midnight then background music until 0100

Disco Ballroom – DJ + lighting shows until 0200

The Fortress- IBC Structure – DJ stage until midnight followed by silent disco until 0200

Close to the Fortress stage will be an inflatable course and Zorb area.

In addition there will be a fairground area operating until midnight and a Truckstop catering area with seating – open until 0230. Bars will be taken out of the tented venues and instead 2 Garden bars will be set up, one close to the Fortress and one to the G.A.Y. tent, these bars are serveries and not designed as seating areas. In addition a restricted access VIP bar, available only to those who have paid an additional charge, will be established near the amphitheatre area. There will also be an alcohol free bar available.

A bus transport system for up to 4000 return journeys has been established to pick students up from Exeter and return them to the Exeter pick up point at the end of the evening. There will also be a taxi drop off and collection point by the South Lodge.

PREMISES LICENCE A permanent Premises Licence will be applied for from Mid Devon Council by the Enchanted Group to include playing of live and recorded music, exhibition of film, performance of dance and theatre and also to include sale of late night refreshment and sale of alcohol on the premises. Any conditions attached to the licence will be adhered at all times EVENT MANAGEMENT PLAN The event management plan is to cover all aspects and activities of the event and to detail the management plans and actions of the organisers with regard to public health and safety. An overall risk assessment has been produced as an appendix to this document. All contractors will provide their own RAMS to cover their activities and proof of public liability insurance. Catering outlets will be required to produce Food Safety Management Systems (HACCP) and Funfair/inflatable operators will be required to provide operational risk assessments certification where relevant that their units are fit for purpose.

The risk assessment process is on-going and it is possible that assessments may be amended or improved. See Appendix 2: Event Risk Assessment INSURANCE The event will have

£5million Public Liability Insurance cover

£10 million Employers Liability cover

The policies will be with DTW 1991 Underwriting Ltd on behalf of Syndicate 1991, administered by Insurance experts.

All contractors will have their own Public Liability cover (minimum £5 million) and Employers Liability cover and will provide copies of their insurance certificates. MANAGEMENT OF THE EVENT The Enchanted Group Ltd are the Event Directors who take very seriously their responsibility for the health and safety of their staff, contractors and the public. They undertake to ensure, as far as is practically possible, that at no time is any party put at unnecessary risk due to its actions. To that end they have put together an experienced production team and these people are detailed along with their responsibilities.

As part of the planning process for the event, planning meetings will be held with Mid Devon District Council’s Safety Advisory Group. KEY PERSONNEL AND RESPONSIBILITIES See Appendix 3: Contact List

Event Directors: Tom Wye, Sam King – Enchanted Group Ltd

Responsible for overall strategic decisions concerning the management and control of the event and will assume control on behalf of the owner for the safety and security of the site. It shall be a nominated Directors or in their absence the Event Manager, who has the ultimate responsibility during an event for initiating any emergency action procedures and assuming control of the incident until either relieved by a senior police officer, or until the incident has reached a safe conclusion. In

5 all circumstances, other than a major incident the final decision is that of the nominated Event Director

Event Manager: Val Wilson - Showbitz

Makes operational decisions concerning the management and operation of the event for all activities on site and to act on operational decisions concerning security and crowd management matters in close liaison with the Head of Security and the Health and Safety Manager. To ensure all stage and production activity is run on schedule and within the limitations set by the local authority

Site Manager: tbc

To oversee the get in and get out of site infrastructure and to ensure that all aspects of the site infrastructure remains in place as per the plan and local authority inspection, and to deal with any site related problems that may occur during the event.

Health and Safety Manager: Jon Perry, JPS Consultancy

Co-ordinates and advises on all health and safety issues relating to the event. To provide a liaison point with regulatory authorities and ensure that safety procedures identified in the pre-event planning are implemented. Liaising with the Event Director, Event Manager, Head of Security and Event Control

Traffic Management: Jon Perry - JPS Consultancy

To co-ordinate and manage a traffic/transport management plan for the event to include ticket holder transport management, production traffic management and a temporary traffic management plan.

Noise Management: Mike Wood - Act Acoustics

To produce a noise management plan for the event, monitor levels during the event and investigate any complaints around noise received during the event.

Head of Security: tbc

To ensure that all aspects of the stewarding and crowd Safety plan are implemented and that the Event Manager is advised of any potential incident that could result in any change to the operation of the event. Responsible for the overall management of the security/stewarding operation and for strategic decision in conjunction with the Event Director/Event Manager/Health and Safety Manager with regard to deployment of security and decisions with regard to crowd management and safety.

Designated Premises Supervisor: George Sloane

Bar operator and Manager.

Contractors

Contractors for the event will be selected on the basis of competence, previous experience and suitability of their product or services. SAFETY MANAGEMENT STRUCTURE The event safety management structure is illustrated in a flow diagram as an appendix to this document. See Appendix 4: Safety Management Structure

EVENT LIAISON TEAM Will meet at pre-determined intervals in the site office/event control throughout the event for brief discussions about the event so that all are kept informed. These discussions shall be minuted. All members of ELT will have event radios and remain in communication with Event Control at all times. ELT members will include:

• Event director • Event Manager • Site Manager • Radio control operator • Medical/welfare team • Head of Security • Health and safety officer • Transport manager • Stagecoach • Noise control In the event of a major incident the ELT will be used to co-ordinate any response until other command and control systems may be in place.

The ELT will have a designated manager throughout the duration of the event (radio operator) who will be responsible for the co-ordination of the ELT and maintenance of the event log with respect to the event site and surrounding areas. SITE ACCESS, EGRESS Site access is as follows:

Production vehicle access via North Lodge off A3072 to Red Gate

Public Access via South Lodge to Blue Gate, the only public route onto the event site, via a reasonably level route which will be lit by festoon lighting and stewarded.

Event Assembly Point 1 accessed from event site via yellow gate

Event Assembly Point 2 accessed from event site via Red or Blue Gate

Emergency vehicle access via North Lodge and will access site via Blue gate

The event site will be fenced to create a compound area with access gates stewarded at all times when the public are on the premises. SITE CAPACITY The maximum site capacity will be 4999 persons including ticket holders, crew and performing artists, a Premises Licence application will be submitted for this capacity as in previous years. The site is designed for 4000 ticket sales plus 200 artists, contractors, event staff. There are a number of event attractions throughout the area to distribute the audience throughout the site with adequate free space across the site to allow free flow of audience between venues/fairground/catering and bars. The site, as defined by the outer fence boundary is approximately 14,000m2. For the stated capacity of 4,200 people on site at any one time, and allowing for an escape time of 8 minutes and a flow of 109 people/minute, the required exit width would be 4.8m. The event will have 3 egress gates of 5m each, therefore discounting one gate, some 8000 people could be evacuated within 8 minutes.

Enclosed venue capacities are calculated as follows and based on 2 people/m2 and in line with guidance given in section 3, Venue and Site Design, The Purple Guide:

Disco Ballroom (Big Top) 486m2 – 110m2 (stage/backstage) =360m2 by 0.5m = 720 capacity

Doppelganger (Clear span tent) 396m2 – 48m2 (stage/backstage)= 378m2 by 0.5m = 696 audience capacity & up to 20 on stage

G.A.Y. tent (Clear span tent) 396m2 – 36m2 (stage/backstage) = 360m2 by 0.5m = 720 capacity

Karaoke Bar (Clear span tent) 162m2 – 9m2 stage = 153m2 by 0.3m = 306 capacity

VIP Bar 9m circular bell top tent 65m2 – 9m2 bar area =56m2 – 0.5m = 112 capacity

Garden Bar 1 (no sides on tent) 108m2 – 74m2 (central bar area) = 34m2 standing area by 0.3 = 102 under cover

Garden Bar 2 (no sides on tent)

144m2 – 84m2 (central bar area) = 60m2 standing area by 0.3 = 180 under cover

The capacities within the tents will be visually monitored by Security and exits kept clear, clearly marked and lit by emergency exit signs. EVENT EMERGENCY EGRESS CALCULATIONS Event arena: an egress rate of 82 people per metre width per minute is permitted

Tented venues: Basing exit calculations on 3 minute escape time, calculations for tented venues are as follows:

Disco Ballroom: 3 exits of 1.6m with one discounted= 1.6 x 2 x 82 x 3 = 787 Doppelganger 3 exits of 1.5m with one discounted = 1.5 x 2 x 82 x 3 = 738 G.A.Y. 3 exits of 1.5m with one discounted = 1.5 x 2 x 82 x 3= 738 Karaoke 2 exits of 1.5m with one discounted = 1.5 x 82 x 3 = 369 VIP Bar 2 exits of 1.05 with one discounted = 1.05 x 82 x 3 = 258

All tents egress rates show that a higher number of people than their capacity can escape from the tent within 3 minutes.

MEANS OF ESCAPE:

From the venues:

Members of the public will be directed through Yellow Gate to the lit Assembly point 1 or through Red or Blue Gate to lit Assembly point 2

Backstage areas

Staff will follow any available route into the arena and then via Yellow Gate to Assembly point 1 or via Red or Blue gate to Assembly Point 2

Emergency Vehicle Access

Emergency vehicles will enter the estate via North Lodge. Access to the site will through Blue Gate and then as directed around the site

Assembly Points

The assembly points are used to hold people until a decision is made as to whether the event can continue or not. If the event is able to continue then people will be directed to the arena, if not they will be evacuated via bus or taxi NORMAL EGRESS: The venue end times have been staggered to assist in the orderly exit of ticket holders as follows:

The Fortress (IBC structure) – DJs until midnight, silent disco until 0200 Fairground area – background music until midnight Karaoke Bar – music until 0030 Doppelganger – live music until midnight then background music until 0200 G.A.Y. - DJs until 0100 Disco Ballroom – DJs until 0200 Truckstop catering area open until 0230 – no music

As one venue closes people will gravitate towards those that are still open. As venues begin to close venue managers and security in the venues that are still open will be vigilant in monitoring numbers within their venues. When a venue reaches capacity people will be refused entry and directed to other venues that have capacity or outdoor games and catering areas where capacity is not an issue.

The exit route, leading to the bus and taxi pick up will take some 10 -15 minutes over flat ground. Security, welfare staff and stewards will be posted along the route to monitor the number of attendees leaving and their behaviour. There will be an amount of pedestrian barrier along the route in the event that it becomes necessary to control the numbers. A loud hailer will also be available to make announcements if necessary.

Buses back to the city will run regularly from 2100 until 0300 and a bus controller will be in radio contact with event control. From previous events it is noted that peak flow is between 0130 and 0200. Coaches will return to Exeter University only.

Section 2: SAFETY PLANNING AND MANAGEMENT SITE BUILD AND DISMANTLE PLAN CDM construction phase: Tuesday 29 June – Saturday 2 June 2018

Event Phase: Saturday 2 June 1700 to 0300 Sunday 3 June

CDM Dismantle Phase: Sunday 3 June from post event PA/Lights out to Tuesday 5 June

See Appendix 5: Production schedule

CDM construction and dismantle phase:

• The site manager and/or their deputy will be on site whenever work is taking place • Every effort will be made to minimise disturbance to local residents and other users of the park • A schedule will be drawn up to co-ordinate deliveries to avoid possibility of vehicles queuing • Delivery vehicles will only be allowed on site between hours of 0800 and 2300 to avoid disturbing local residents • Vehicle routes will be separated from pedestrian routes by temporary hazard tape • Any plant movement will be guided by banksmen in public areas or where vision is limited • All visiting staff and contractors will be given a brief site induction • All contractor RAMS/insurance to be provided prior to entry on site • Contractors must adhere to their RAMS • The site manager/deputy will ensure contractors have appropriate PPE equipment • Facilities provided by the event organisers for personnel will include toilets, power and lighting, first aid and firefighting equipment# • Communications will be provided on site • All electrical services on site will be powered by temporary generators under the supervision of the power supplier to ensure a safe supply. This installation will be checked prior to use by other contractors and a formal certificate of completion provided to site manager • All site work will be monitored as necessary by the site manager to ensure safe working procedures and methods are appropriate • Some installations may require working at height and work equipment suitable to the task must be provided by the contractor and users trained/competent in its use • Plant operators must have current NPORS or CPCS tickets • Installation will be undertaken according to the schedule and completion of key structures will be signed off by the supplier as and when they are complete and confirmed as safe for use • Exit routes will be maintained and clear of obstruction and signed as necessary. Event Phase:

Will follow the completion of build phase and full visual inspection and sign off by the site manager. At all times the site and infrastructure will remain under the control of the Event Director who will take advice from other members of the Event Liaison Team.

A site inspection will be conducted prior to opening the event to include ensuring unobstructed access/egress routes, unobstructed fire exits, clear deployment of fire safety equipment, appropriate deployment of Security and stewards, absence of trip hazards, structural integrity, sanitary, medical/welfare facilities are functional.

On receiving clearance from the site/event/health and safety managers, Head of Security the Event Director will determine that the venue is safe to open to guests

The Derig Phase

Sound, lighting will go out after the event, remaining infrastructure will be dismantled from Sunday morning up until Tuesday 5 June. TEMPORARY STRUCTURES All structures will confirm to Temporary Demountable Structures Guidance on design, procurement and use, 2007, 3rd edition and suppliers of marquees shall be MUTA members. The suitability of the site location, sizes of the marquee/other temporary structures for their planned use, has been planned by the event organiser in conjunction with individual contractors. Full details of all temporary structures including plans, calculations, design loads, wind loading and relevant test results, fire resistance certificates or other fit for purpose industry certificate (e.g. ADIPS) will be held in the production file together with contractor RAMs. The build/dismantle phase will be closely monitored by Site Manager and following a satisfactory final inspection the contractor will hand over a completion certificate to be held on file.

Working at Height

Only competent and experience riggers will be used for any high level work. The contractor must provide their RAMS and insurance certificates and put suitable rescue procedures in place as part of their RAMS. Suitable PPE equipment is to be used including hard hats, harnesses and lanyards where appropriate, and this equipment shall be well maintained. Any working at height will be closely monitored by the site manager and use of ladders will be in accordance with HSE guidelines. Weather conditions will be monitored and any working at height will not happen in event of adverse weather.

Adverse Weather and Temporary Structures

Using the relevant information from the contractor and the specific requirements of the temporary structure, reliable weather forecasting via Met Office will be monitored including wind speed up to, during and after the event. Winds reaching 75% of the structures maximum wind speed an alert will be raised with the contractor and such contingency measures outlined in their policy will be initiated e.g. standing by, checking and monitoring. Sustained wind levels reaching 90% above the structures maximum wind speed would result in access to the venue being closed

Tents:

Disco Ballroom (Big Top)

• 18m x 27m: 3 exits x 1.6m • Stage 5m x 3m x 600mm • Mix position G.A.Y. (Large clearspan tent)

• 12m x 33m: 3 exits x 1.5m • Stage 4m x 3m x 600mm • Mix position Doppelganger (Large Clearspan tent)

• 12m x 33m: 3 exits x 1.5m

• Stage 6m x 3m x 600mm • Mix position Karaoke (Small clear span tent)

• 9m x 18m: 2 exits x 1.5m • Stage 3m x 3m x 300mm 2 x Garden Bars (Clearspan tent no sides)

• 6m x 24m VIP Bar (9m Circular Bell tent)

• 254m2: 2 exits x 1.5m Cash Tent (clearspan tent)

• 6m x 6m Medical/Welfare Tent (Clearspan tent divided)

• 6m x 6m Cloaks (Clearspan tent)

• 6mx 6m Tickets/search Clearspan tent divided)

6m x 3m

Fortress IBC structure

Event Office – 20’ office cabin

Funfair/Inflatable/Zorb

Operators must provide:

• RAMS (including a method statement for safe working at height if relevant and also an emergency plan of how to rescue people if power fails on a ride) • Current insurance for all devices as well as public liability and employers insurance • Current certification (ADIPS/PIPA) that the device is fit for purpose • Competent ride controllers • Evidence of daily/running safety checks in accordance with HSG 175 Fairgrounds and Amusement Park Guidance on safe practice. • Inflatable devices should be constructed and operated in accordance with BS EN 14960 Standard for Inflatable Manufacture. • All inflatable structures will be adequately secured to prevent any movement and ensure it is safe for use and operated by competent people • Adverse weather conditions will be monitored closely and contingency plans agreed with the operators Caterers

Food and refreshment stalls must be registered with the local authority and provide evidence of:

• food hygiene rating • gas and electric certificates • fire risk assessments

• an appropriate written Food Safety Management System based on HACCP principles and be trained in its use • information to their customers regarding the presence of any of the 14 allergens in the food they serve • Public liability/employers insurance Caterers will provide their own drinking water supplies and fire safety equipment. They will remove their own waste.

Bars

The on-site bars will be run and managed by the Designated Premises Supervisor, George Sloane, owner of the Hole in the Wall and Timepiece in Exeter, and he will produce an alcohol management plan, RAMS for stocking, storage, operation and dismantling of bars and public liability and Employers insurance certificates.

Paid Bars will be located as follows:

2 Garden Bars close to G.A.Y and Disco Ballroom – open sided marquees intended as servery bars only, with no seating, and open to all guests.

VIP Bar – a small bar with access only to those ticketholders who have paid a supplement on the price of their entrance ticket.

Bar contractor and their staff will be trained in and will enforce the Challenge 21 rule (even though tickets are only sold to 18+), requesting photo ID for any ticketholder they believe to be under 21. Challenge 21 posters will be clearly displayed

Drinks will only be served in plastic glasses. Those who show signs of having drunk too much will be refused service and following policies will be implemented:

• Offer of non-alcoholic/soft drinks • Refusal of service of alcohol • Escalation plan leading to removal of intoxicated patrons from the bar/venue • Record incident/refusal

TRAFFIC MANAGEMENT See Appendix 6: Traffic Management Plan

A separate Traffic Management Plan has been produced by JPS Consultancy and covering Production Traffic management, transport to and from the venue, and temporary traffic management

Production Traffic Management – will commence on Tuesday 29 May and will access event area via North Lodge off B3072. Once off the estate roadway all production traffic will enter/leave the event site via a trackway road. This will be scheduled to avoid build-up of vehicles and minimise ground damage in event of wet weather.

Ticketholder Transport to and from site – the ticketholders are encouraged to make use of the non- stop bus service to and from Exeter University running regularly from 1600 – 0300 to be run by Stagecoach Bus. Ticketholders will follow a lit and stewarded route from South Lodge to the event site. The other means of transport will be by taxi which will drop off at North Lodge and ticketholders will also follow a lit and stewarded route to the event site.

Temporary Traffic Management – an application has been made to Devon County Highways to install a one way traffic system round Shobrooke park from Creedy Bridge, Shobrooke Cross to NomansLand and back onto B3720 from 1800 - 0230. ELECTRICITY SUPPLY The temporary electricity installations for the event will be installed to BS7909:2011 and will be designed and constructed using equipment suitable for the intended purpose, weatherproofed and installed by a competent contractor who will be responsible for all on site power installation and distribution including build, event and dismantle stages of the event. The contractor will provide a RAMS together with public liability insurance certificate, these together with the completion certificate for each installation will be kept in the production file.

All electrical equipment/generators will be installed to prevent unauthorised access, fenced and danger-warning notices clearly displayed where appropriate. Only diesel generators will be allowed on site. Only authorised and trained staff will re-fuel generators and take care to minimise risk of spillage and if any spillage happens the fuel is not able to enter the water systems. Fuel spillage equipment will be provided by the contractor. All cables will be suitably rated to meet electrical safety requirements and any adverse weather. Cables will be routed to minimise trip hazards and avoid roadways/vehicle traffic. Fire points will be located close to the generators.

Power System Design

Disco, Doppelganger, First Aid, cash tent, caterers- 100 KVA Generator

• Located at rear of First Aid Tent • Cable to stages, caterer, First Aid , Cash tent • Distribution G.A.Y, Fortress, Garden Bars x 2 – 75 KVA Generator

• Located behind the G.A.Y venue • Cable to stages and bard • Distribution Karaoke Bar – 30 KVA generator

• Located adjacent to Boundary fence behind Karaoke Tent • Cable to tent • Distribution VIP Bar – 30 KVA Generator

• Located behind fencing near quarry • Cable to tent • Distribution system Office – 15 KVA generator

• Located next to office • Cable to office • Distribution system Tickets/search – 15 KVA generator

• Located beside the tent • Distribution system

SITE/VENUE LIGHTING All lighting will be installed by a competent contractor who will provide RAMS and public liability certificate to be held on file. All the public areas and venues will be lit. Normal and emergency lighting systems will be installed in the venues so that a fault or accident in one system will not jeopardise the other. The emergency lighting power supply in the venues will come from a separate electricity/power source, sources of power for emergency lighting will be capable of maintaining the full light load in the case of main supply failure.

Any colour filters used will comply with flammability requirements of BS3944 part1. Any suspended lighting fixture will have a suitable safety bond fitted and the weight will not exceed the safe loading of the securing point.

Strobe Lighting – notices will be displayed prominently warning of the use of stroboscopic lighting effects

Any lighting control boards will be located in a designated mix area that is fenced to prevent public access and shall be staffed by a competent operator at all times

Toilets will be illuminated from above using floodlights. Security gates will also be floodlit. Cable used to connect site lighting will comply with BS7909 and will be appropriately protected where there is public access.

Tower lights with built in generators will be located in the Assembly points, the external gates at South Lodge and also in the taxi pick up and drop off area. Pedestrian routes from South Lodge to event area will be illuminated using festoon lighting and stewards will have emergency torches in the event of the festoon lighting failing. NOISE MANAGEMENT PLAN Site/staff noise consideration

The event will work within the two action levels stipulated in the Noise at Work Regulations 1989 Act. The two action levels are 85 and 90 dbA. The event will provide workers with relevant information and will designate ear protection zones including backstage areas, monitor mix areas, front of stage areas and mix positions. Ear protection will be available to staff who are exposed to excessive noise and ear protection will also be available if needed during build and dismantle of the event.

Event Phase The Event Organisers will be working with ACT Acoustic to minimise noise pollution from the event. ACT Acoustics have produced a Noise Management Plan for the event and will be present at the event to investigate any complaints and ensure agreed levels are being adhered to (see Appendix 7 – Noise Management Plan).

The event will take the following measures to enforce noise control as outlined in the NMP:

• The Event Organisers will liaise with local residents, including the local parish and district councils and inform them about the event and give them detail of the telephone hotline in case of complaint • All sound systems to be set up as agreed and any changes in design to be reported to the acoustic engineer to ensure no adverse effect on agreed levels

• All PA companies are to understand the requirements for noise control, the Event Organiser will have full control over sound levels • Sound levels will be set at sound check (1400 – 1700) by sound engineers working with the Acoustic engineer • Levels will be monitored for the duration of the event • Any exceeding of levels will be communicated to the sound engineer who will be required to adjust levels accordingly • Generators used on site will be specified so that noise generated is less than 70dbA at 10m Amplified music in venues will have staggered shut down at the end of the event to reduce noise levels after 2300 and help stagger audience numbers leaving site, as follows:

• VIP Bar background music until 2300 • Fairground area music until midnight • Karaoke Bar music until 12.30 • G.A.Y. live music until 0100 • The Fortress Music until midnight, silent disco until 0200 • Disco Ballroom music until 0200 • Doppelganger Live music until midnight then background music until 0200 No music will be allowed in the garden bars or catering/seating area. The catering area will remain open until 02.30

The event manager will be available during the hours of amplified music to liaise with the Environmental Health Officer by phone or in person. The complaint hotline will be staffed at all times and all complaints and actions taken recorded.

Sound systems

Suitable sound systems commensurate to the size of individual venues will be installed in music venues, as outlined above, by a competent contractor who will provide RAMS and public liability insurance. The sound systems will be operated by competent sound engineers who will adhere to the sound levels set at sound check in conjunction with the Noise Consultant. All engineers will be advised that they must comply with any instruction regarding sound levels from the Event Organiser. SPECIAL EFFECTS Zorb Area • This will be sited within the event perimeter as located on the site plan • The contractor will provide proof of PIPA/MUTA fit for purpose certificate, RAMS and proof of public liability insurance Strobe Lighting • Notices warning of use of stroboscopic lighting will be prominently displayed in venues where strobe lighting will be used

SANITARY PROVISION The Purple Guide 2015 recommend 1 per 75 women and 1 per 400 men plus 1 urinal for every 75 men for an event of this type and duration. The event will supply the following number of toilets in the public event area:

• 50 x polyloos • 4 x urinal unit with 6 urinals

• 2 x disabled polyloos In the back stage areas the following toilets will be provided:

• 1 x polyloo (Catering) • 1 x polyloo (Behind G.A.Y. tent) • 1 x polyloo (First Aid) • 1 x polyloo (Site Office) Toilet waste will be removed by an authorised contractor.

Plumbing No water supplies will be required for caterers, the catering outlets will provide their own supplies. Catering grey water will be taken off site by the caterers. FENCING AND BARRIER SPECIFICATIONS The site will be fenced using 2m high meshed fence, braced as necessary. There will be double fencing on the lake side and stewarded low level fencing on the exposed area of the lake between the bridge and the Blue Gate entrance to the event area. The backstage area will also be fenced in 2 m high mesh fence.

A quantity of 1m high fencing will be available for crowd control. WASTE MANAGEMENT The Event Organisers will

• Provide bins placed at strategic points around the site. The bins will be lined with black plastic sacks • Provide a litter picking crew to empty the bins • Provide large skips situated away from public areas • Ensure that all areas/venues are kept clear of rubbish throughout the event • Provide the litter picking crew with safety clothing including gloves, hard hats and hi-vis waistcoats • Provide sharps handling/boxes for medical waste Litter pick the entire site when the event is completed.

Toilet waste will be removed by an authorised contractor. Medical waste will be removed by the medical team. FIRE SAFETY Before and during the event a fire safety check will be carried out across the site. All staff will be fully briefed on what to do in the event of an emergency.

Tented venues (See Appendix 8 Fire Risk Assessment) :

• The tented areas will be designated ‘no smoking’ areas, ‘No smoking’ signs displayed • Electrical installations in the tented venues will be in accordance with BS7909 • Portable electrical equipment bought in on site by suppliers will be PAT tested by the supplier • Electrical Temporary Installation sign off will be available • The structure membranes/fabric/rigid fitting will conform to the relevant standard, and be fire retardant to BS5438/7157 and test certificates will be made available by supplier • Any decorations/dressing also to be fire retardant

• No waste will be allowed to accumulate, sufficient waste receptacles to be available on site • Fire evacuation notice will be displayed and staff fully briefed on what to do in an emergency • Evacuation route is designed to ensure evacuation within 3 minutes • Each tented venue will have lit emergency exit signs and a secondary source of Emergency lighting. These will be signed in accordance with BS5499 • Egress routes will be kept clear of obstruction

The Fortress – is an open air IBC structure with two lit emergency exit signs

The Garden bars – are open sided tents with bar servery down the middle.

Firefighting equipment:

Area Water CO2 Dry Powder Location Disco Ballroom 2 2 Backstage Doppelganger 2 2 Backstage G.A.Y. 2 2 Backstage Karaoke Bar 1 1 Backstage VIP Bar 1 1 Behind the bar The Fortress 1 1 By stage Garden Bar 1 1 Garden Bar 1 1 Generators 6

Reserve 1 1 1

12 12 7

Caterers and funfair to provide their own fire safety risk assessments and firefighting equipment WATER SAFETY A trained lifeguard will be on duty while public are on site. He/she will have radio communications with event control. The lake will have lighting available after dark and security will patrol the water’s edge \There is double layer of fencing at between the arena and water’s edge and secure single fencing at other vulnerable points. MEDICAL AND WELFARE Build and dismantle Phase A first aid kit and one first aid at work trained member of staff will be present on site during the build and break down Event: The event will provide a first aid and welfare station.

Medical/welfare staff will be provided in accordance with the recommendations in the Event Safety Guide and will be provided by Alliance Pioneer who provided medical provision in 2017. The event first aid score comes to 25 and Alliance Pioneer will base their provision on this score and provide 1 x paramedic Ambulance and crew and 4 IHCS first responders. Given the nature of the event and the

18 audience age the medical team will also provide a team of welfare workers who will work in liaison with the Medical team and will care for those young people who suffer from too much alcohol or other substances. All medical and welfare staff will be DBS checked.

Agreement will be reached between the event organiser and medical provider as to what information about patients meeting RIDDOR requirement of the event organiser may be identified and passed on.

See Appendix 8: Medical Plan (awaiting)

The event will inform SWAST of the event via Mid Devon Safety Advisory Group and of the first aid cover to be provided.

Section 3 Crowd management

COMMUNICATIONS A radio communication system will be provided that will operate on four channels:

1. Security/stewards 2. Management 3. Site and Production 4. Emergency Event control will be staffed at all times and all communications will run via event control.

The medical team will have their own radio system but the manager will have an event radio to communicate with event control

All staff will be briefed on the use of radio. Adequate radios will be provided for key personnel including management, site manager, and stage managers, bar managers, Head of security and SIAs, first aid, waste and transport management. CROWD MANAGEMENT Tickets and entry control:

All tickets will be sold in advance via reputable ticket outlets and the event website.

The terms and conditions of the ticket will be:

• Tickets cannot be exchanged, refunded or returned after purchase • The right of admission is reserved • Alcoholic drinks not purchased on site will not be permitted • Management reserve the right to alter, or in the event of adverse weather conditions curtail or cancel the performance • There will be no refunds in the event of cancellation • Lost tickets will not be replaced • Dogs are not permitted • No glass is allowed on site • No open fire/fireworks on site • The management reserve the right to withdraw, add or substitute artists and to vary the advertised programme if necessary • No one under the age of 18 will be permitted into the event • The management will not accept any responsibility for any loss or damage to personal belongings • Searches may be carried out on arrival • You may be searched at the entrance. Any items which the management consider may be used in an illegal or offensive manner will be confiscated. Persons suspected of carrying out illegal and/or offensive activities on site may be searched • There is a zero tolerance drugs policy that includes new psychoactive substances Admission is by ticket only. Tickets will be exchanged for colour coded wristbands before entry to site

Capacity: The full capacity will be up to 4200, this includes management and staff, performers, traders. Wristbands will be issued to all occupants to control occupancy. There will be approximately 200 staff/performers/traders so 4000 tickets will be put on sale.

Bus pick up point

• Coaches will pick students up from the University Campus – students purchase separate coach tickets with designated time slots • Security will be located at the pick up point between 1630 – 2100 and will search students for alcohol/glass • There will be an amnesty box at the pick up point for students to deposit items • Buses drive direct to South Lodge @ Shobrooke Park to drop off Taxis/Cars

• Taxis have a separate drop off and pick up area at North Lodge • No car parking provision for ticketholders. All ticketholders will arrive by bus or by taxi and this is made clear on the event website and tickets for the bus transport can be purchased via the event website.

Staff, contractors, caterers, artists will be sent entry information in advance. These will enter via North Lodge and proceed to the staff car park. They will be issued with sufficient wristbands for their staff.

Ticket entry procedure

Buses arrive at South Lodge

Ticket holders proceed from bus drop off to Blue Gate having passed through a ticket check area and search point secured by SIA. There will be an amnesty box located here

Drug Search Policy

The event will operate a zero tolerance drugs policy that will include new psychoactive substances. This will involve carrying out random searches on approximately 1 in 10 people on entering the site.

Provision will be made to search both Male and Female customers in an enclosed area close to the entrance. Searches will only be conducted with the customer’s consent, as a condition of entry. Any customer refusing to consent to a search will be politely but firmly refused entry and the event removal process will be followed.

The fact that searches will be conducted will be clearly advertised. The terms and conditions of entry that are available with every ticket will read “you may be searched at the entrance. Any items which the organisers consider may be used in an illegal or offensive manner will be confiscated. Once on site persons suspected of carrying illegal and /or offensive activities may be searched”.

There will be no sales of new psychoactive substance or nitrous oxide on site.

Any drugs confiscated will be recorded and periodically handed into event control to be placed in a lock box to be handed to the police at the end of the evening to be given to the local police.

Duty of Care

There are various measures in place to minimise the chance of attendees becoming intoxicated to a point where they are a risk to themselves or others. These include searches, access to amnesty

21 boxes at site entrances and the responsible sale of alcohol during the event including refusal. Should an attendee get into a state where they are incapable of looking after themselves safely the situation will be treated in a manner commensurate to the circumstances and the person will be looked after by the welfare team and given the chance to recover and be cared for by trained welfare team in the medical and welfare station until they are fit to travel back to Exeter.

The event will support the ‘Ask for Angela’ campaign aimed at reducing sexual violence (a woman/man finds themselves feeling unsafe on a date can discreetly go up to a member of security/event/bar staff and ‘ask for Angela’ , the staff will then defuse the situation). ‘Ask for Angela’ notices will be present in toilets and at bar serveries, all staff will be fully briefed.

Disabled people – Disabled people will inform the event at the ticket purchase point and will be allowed to attend with a carer. Security will be briefed to look out for people with disabilities and offer assistance to help evacuate them to a place of safety if help is required.

Exit Control

The venue end times have been staggered to assist in the orderly exit of ticket holders as follows:

The Fortress (IBC structure) – DJs until midnight, silent disco until 0200 Fairground area – until midnight (no music) Karaoke Bar – music until 0030 Doppelganager – live music until midnight then background music until 0200 G.A.Y. - DJs until 0100 Disco Ballroom – DJs until 0200 Truckstop catering area open until 0230 – no music

It is understood that as one venue closes people will gravitate towards those that are still open. As venues begin to close, venue managers and security at those venues still open will carefully monitor numbers within their venues. When a venue reaches capacity, attendees will be refused entry and directed to other venues still open with spare capacity or to the outdoor games and catering areas where capacity is not an issue. If buses are idle and there are no queues it would also be suggested that attendees could make their way to Exeter.

The exit route to the buses is on flat ground and sufficiently long enough to even out departures of ticketholders. Security and stewards will be posted along the route to monitor numbers of attendees leaving and their behaviour. An amount of pedestrian barrier will be available to control the numbers of attendees congregating. A loud hailer will also be available should it be required.

Buses will drop attendees back to university campus. SECURITY AND CROWD CONTROL All security and stewards will be fully briefed before the event.

A security contractor will be appointed

There will be 40 qualified SIA badged security personnel + head of security deployed across the site in shift patterns. All SIAs will be issued with radio communications and be reporting to a head of security.

• Security will staff Red, Blue, yellow gates and check wristbands • Security will patrol the site perimeter, arena, and walking route to Bus collection point • Security will be located in 3 bars

• Security will be stationed in venues at exits/entrances • Security will oversee taxi drop off/collection point

Stewards:

A team of 10 stewards will assist with crowd control and management

There will be a chief steward who will communicate with the team

• Stewards will be issued with a stewards manual • Stewards will be clearly identifiable wearing hi vis jackets • Stewards will be given specific duties to perform • Stewards will not leave their place without authorisation • Stewards will not consume or be under the influence of alcohol or drugs • Stewards will be briefed as to the correct execution of their duties • In the event of unruly behaviour the stewards will summon security Security Shifts:

Area Sat 1700 – 1900 Sat 1900 – 0000 Sat 0000 - 0200 Sat 0200 – 0300 Disco Ballroom 2 3 3 0 Doppelganger 2 3 3 0 G.A.Y 2 3 3 0 The Fortress 1 2 2 0 Karaoke Bar 2 2 2 0 Tickets 6 2 4 5 search/blue gate Yellow Gate 1 2 1 1 Red gate 2 2 1 1 Garden Bar 1 2 2 2 0 Garden Bar 2 2 2 2 0 VIP Bar 2 2 2 0 Cash Tent 2 2 2 0 Arena 3 4 3 4 Perimeter Patrol 0 2 2 0 1 Walking route 2 2 2 2 arena to South Lodge North Lodge 1 1 1 1 South Lodge 3 2 3 6 Taxi Field 2 2 2 2 37 40 40 22

Overnights for equipment security

Thurs 2000 – Friday 0800 Friday 2000 – Sat 0800 Sun 0300 – Sun 0900 2 2 2

Steward shifts

Area Saturday 1800 – Sunday 0300 Gate 2 Gate 2 Gate 2 Arena 4

Total 10

EMERGENCY EVACUATION Depending on the type and size of the incident, a decision may be taken to evacuate all or part of the event arena. In order for this to take place in a controlled manner, pre-existing authority to call an evacuation must be clearly understood by all parties. This authority does not replace any statutory duty held by any one organisation, however it is designed to avoid confusion and duplication of any decision. The evacuation may be:

• Small scale and localised only • Full scale and affect the entire site Emergency evacuation of the event site will be co-ordinated through the ELT located within event control

The emergency alert procedures will be followed to alert event staff and stewards to the possibility of an Evacuation

Suspicious Package/terrorism threat: The event management team are familiar with the guidance provided on terrorism by The National Counter Terrorism Security Office (NaCTSO) which offers comprehensive guidelines on terrorist action or threat of such action. The organisers have considered the possibilities of a variety of terror threats including vehicle borne threat/marauding lone knife or gunmen.

The organisers are familiar with the advice on vehicle borne terrorism and marauding lone wolf terrorism, namely Run, Hide,Tell. Ticketholder searches at the entrance gate on entry to the site combined with the distance from park entrance gates to event area gates help to minimise risk and following radio message from the Lodge would allow event area site to be evacuated to a safe Assembly point while creating a lock in at access gates in the form of a vehicle blocking gates. The evacuation procedures would be followed and emergency services contacted. ALERT STATES AND CODES

To avoid raising alarm in if security are overheard making radio transmission the following codes will be used for the following types for emergencies: On discovery of a fire: Mr Sands Suspicious package/terrorism: Mr Case Violent/anti-social behaviour: Mr Wellhard

When raising the alert states the following codes will be used:

• Green – will indicate the event is running smoothly

• Amber – will indicate unusually high pressure on entrances/exits, area of high crowd density, structural collapse or a threat due to fire, gas escape or suspicious package • Red – this would become effective following the Amber State in consultation with the Event Manager and Head of Security and would maybe be based on advice from the Police or Fire Brigade

Show stop procedures

A procedure to be followed in the event of an incident requiring the stopping of the show (temporary or permanent) will be prepared and all staff and artists will be briefed as to the show stop procedures.

There may be a number of reasons for the show stop procedure to be activated, the show may be stopped for a short period of time enabling any remedial action to be put in place to deal with the trigger incident causing the show stop or the show stop may lead to the activation of the Evacuation plan.

Possible reasons for a show stop may include:

• Structural collapse/partial collapse of show elements • Severe weather causing above/flooding • Crowd management problem • Suspicious package/terrorist threat • Artist behaviour • Fire

Stopping a show in the middle of a performance can sometimes create unexpected problems such as crowd surges, violent behaviour, confusion and should only be used as a last resort if the incident cannot be resolved while the show continues.

Show stop types:

If a situation or incident develops to the point where the Operational Condition for the event is changed to Amber and the ELT have consulted with all parties and feel that the show should stop, the designated person responsible for stopping the show is The Event Director, and in their absence the Event Manager. The other type of show stop that would be operated is an Immediate Stop required by Safety or Security, Each venue will have security whose duties will include staffing entrance/exits but also crowd spotting. Should a member of security spot that a member of the audience who is distressed, injured or fallen down and not got up they will activate a pre-arranged show stop call with the stage manager for that stage. Once this has happened the Health and safety Manager and Head of Security will attend the incident and the ELT will assess the situation and determine what steps to take next. The show may only need to be stopped on a temporary basis and all efforts will be made to restart as soon as possible following consultation by the Event Manager with the ELT

Amber Alert/Evacuation plan

In the event of an Amber Alert being declared the following plan will be activated:

• Inform emergency services as appropriate using M/ETHANE incident reporting procedure • Inform event liaison team using M/ETHANE incident reporting procedure

• Head of security will go to location to co-ordinate the incident • Emergency services will co-ordinate with Event Liaison team • “STAND BY FOR EVACUATION” if appropriate will be communicated to all teams • Entrance and exits will prepare for evacuation • Upon the order to evacuate the Event, the evacuation will be announced over the event PA/s and managed by the ELT assisted by security and stewards • Event egress in the event of an emergency will be facilitated via all available gates distributed round the perimeter fencing • Any artists, site and production crew will exit the area via any public gates as instructed by security • Lit Assembly areas have been designated for the public (yellow and Blue/red assembly areas). All assembly areas have sufficient area for the anticipated numbers • No persons will re-enter the event unless the all clear has been given from the ELT • Where the incident is contained all parties will be advised to “STAND DOWN” • If the situation becomes more serious then “STAND BY FOR CODE RED” will be communicated In the event of Code Red being declared:

• Declare Code Red • Event Manager to communicate with Venue Managers to stop the event • Direct people away from the incident to assembly points • Liaise with/hand over control of the site to Emergency services • Emeregcny Services will declare a Major Incident if they deem it necessary

Contingency Management

Incident plan

Incident Action Damage to structures Evacuate area, seal off from pubic, call in contractor to repair damage. When repaired re- open to the public Weather conditions Monitor in days leading up to, during and after the event to be aware of risk of structural and/or ground damage. If likely take preventative action. Wet weather if areas become muddy install additional trackway; if site floods, close the site and evacuate Power failure Inform event manager, contact contractor Gas Leak Inform event manager, isolate the area and call 999 for fire services PA system failure Inform event manager, contact contractor Radio system failure Inform event manager: Switch to mobile

phones, check batteries, Crowd surging/crushing Event director call show stop operated by Venue manager, call in security/health and safety/first aid to location Delayed start to event Inform event manager Cancellation of event in advance Inform contractors, staff, ticketholders via social media, and emergency services Collapse of fencing Inform Event manager, site crew to repair Unauthorised access Security team to apprehend and escort off site Drunkenness/Drug misuse Inform security, welfare team Cash Handling Use secure cash handling regime, use safe for cash storage Bomb Threat Call 999 for emergency services, and follow their instructions Fire Call 999 for fire services. Event manager and health and safety officer to make evacuation decision