2017 FESTIVAL SAFETY and SECURITY MANAGEMENT PLAN INFORMATION SECURITY AND HANDLING INSTRUCTIONS This document is classified CONFIDENTIAL which means it contains sensitive information pertaining to operational arrangements for the Memphis in May International Festival. On receipt of this document, you must take all reasonable action to protect and maintain the security of this document. This document is not to be distributed beyond the originators distribution list without the originators approval. This document must be stored in a lockable container and shredded prior to disposal. This document may be stored on electronic media but access must be limited to individuals within your organization with a demonstrated need to know. Portable electronic media containing this document must be stored, handled and disposed of in the same fashion as paper copies.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 1 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 DOCUMENT CHANGE CONTROL
Version Changes made Date Changes since previous Version No. by
DOCUMENT APPROVALS
Date Name Title Released by:
Reviewed by:
Approved by:
Memphis Police Department
CEO, Memphis in May International Festival
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Table of Contents
Document Change Control ...... 2
Document Approvals ...... 2
Part I Executive Summary ...... 9
Memphis in May International Festival ...... 9
Overview ...... 9
Festival Site Information ...... 9
Aim ...... 10
Vision Statement ...... 10
Intent ...... 10
Scope ...... 10
Inclusion ...... 11
PART II Festival Security Planning & Coordination ...... 12
Approach ...... 12
The Security Environment ...... 12
Threat Planning Assumptions ...... 13
Risk Based Planning ...... 13
Approach and Risk Management Methodology ...... 13
Risk Identification ...... 13
MIM Festival Security Risk Management Plan ...... 14
Safety & Security Stakeholders – Roles & Responsibilities ...... 14
Memphis in May International Festival ...... 14
Memphis Police Department (MPD) & Shelby County Sheriff’s Office ...... 14
Memphis Fire Department (MFD) ...... 14
Private Security Provider ...... 14
Emergency Medical Services (EMS) Provider ...... 15
Security Governance ...... 15
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Terms of Reference ...... 15
Part III Festival Security Operations & Management ...... 16
Security Risk Analysis ...... 16
Overview ...... 16
Risk Mitigation Controls and Measures ...... 16
Security and Emergency Level Classifications ...... 17
Load-in and Load-out ...... 18
Event Days ...... 18
Incident Categorization ...... 18
Incident Assessment and Notification ...... 20
Security Management Team ...... 20
Structure ...... 20
Security Management Team (SMT) – Roles and Responsibilities ...... 21
Memphis in May President & CEO ...... 22
Memphis in May Director of Operations ...... 22
Weather Coordinator ...... 22
Emergency Coordinator ...... 22
Security Coordinator ...... 22
Security Supervisors ...... 23
Security Staff ...... 23
Private Security Staffing and Operations Overlay ...... 23
Traffic and Parking Management Plan ...... 24
Overview ...... 24
Traffic Management Plan ...... 24
Parking Plan ...... 25
Emergency Egress Lanes ...... 25
Terms and Conditions of Entry ...... 25
Prohibited Items ...... 25
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Accredited Staff, Volunteers and Vendors ...... 26
Ticket Resolution and Will Call ...... 26
Security Responsibilities and Duties ...... 26
Restricted Access Areas ...... 27
Hours of Operation ...... 27
Prohibited Items Policy ...... 27
Drones ...... 28
Front of Stage Crowd Management Plan ...... 28
Alcohol Management Plan ...... 28
Policy ...... 28
Responsible Service of Alcohol ...... 28
Policies and Enforcement ...... 29
Ejection Policy and Procedure ...... 29
Guest Services and Public Information ...... 30
Guest Services ...... 30
Missing or Lost Child ...... 31
Golf Cart Safety ...... 31
Policy ...... 31
Procedures: ...... 32
Enforcement ...... 33
Two-Way Radio Communications ...... 33
Policy ...... 33
Procedures: ...... 34
Enforcement ...... 36
Part IV Command, Control & Communication (C3) ...... 37
Communications ...... 37
Agencies ...... 37
Command and Control ...... 38
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CP Location ...... 38
Staging Areas ...... 38
Memphis Police ...... 38
Memphis Fire Department ...... 38
EMHC ...... 39
Communications ...... 39
Equipment and Supplies ...... 39
Part V Medical Plan ...... 40
First Aid ...... 40
Medical Response ...... 40
Medical Evacuation ...... 40
Routes and Transportation...... 40
Helicopter (MEDEVAC) ...... 41
Part VI Festival Emergency Response & Management ...... 43
Overview ...... 43
Emergency Management Team (EMT) ...... 43
Emergency Response Procedures (ERPs) ...... 44
Overview ...... 44
1st Response ...... 44
Festival Emergency Response Procedures ...... 44
Altercations ...... 44
Fights ...... 45
Demonstrations ...... 45
Severe Weather ...... 46
Overview ...... 46
Terminology ...... 46
Thunderstorm ...... 46
Severe Thunderstorm ...... 46
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Severe Thunderstorm Warning ...... 47
Tornado Watch ...... 47
Tornado Warning ...... 47
Flash Flood Watch ...... 47
Flash Flood Warning ...... 47
Flood Warning ...... 47
Festival Weather Advisory ...... 47
Directive ...... 48
Active Shooter ...... 48
Bomb or Terrorist Threat ...... 48
Fire or Industrial Accident ...... 50
Public Disorder / Uncontrollable Crowd Behavior ...... 50
Evacuation Plan ...... 51
Exits ...... 51
Authority for Evacuation ...... 52
Alert Notification ...... 52
Outbound Traffic ...... 53
Evacuation Assembly Points ...... 53
Notification and Reporting ...... 54
Incident Report ...... 54
Report Procedures ...... 55
Photography ...... 55
Evidence ...... 55
Media Management Plan and Public Communications ...... 56
Annex A – MIM Risk Management Plan ...... 59
(Limited & Confidential Distribution) ...... 59
Annex B – Prohibited Items List ...... 60
Annex C – Festival Credentials List ...... 62
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 7 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex D – Festival Hours of Operation ...... 64
Annex E – Festival Emergency Supplies List ...... 65
Annex G – Bomb Threat Check List ...... 66
Annex H – Festival Incident Report ...... 69
Annex I – Festival Medical Incident Report ...... 70
Annex J – Severe Weather Action Plan ...... 73
Annex K – Festival Contact List ...... 76
Agencies ...... 76
Memphis Police Department ...... 77
Memphis Police Department (continued) ...... 78
Shelby County Sheriff’s Office ...... 78
Shelby County Sheriff’s Office (continued) ...... 79
Memphis Fire Department ...... 80
Federal Bureau of Investigation ...... 81
EMHC ...... 81
Security ...... 81
TEMA ...... 82
TSA ...... 82
U.S. Coast Guard-DHS ...... 82
Sector Lower Mississippi River Command Center for Reporting Incidents/Accidents ...... 83
Ps
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Memphis in May International Festival
Overview
Memphis in May consists of Four (4) separate Festivals that run progressively over the course of the month of May (sometimes beginning earlier or running later). The Event Dates and Times for the festival may be found attached. While times may adjust slightly, any significant change in time(s), date(s) or location(s) will be communicated to all necessary agencies and individuals.
Beale Street Music Festival is a three (3) day music festival consisting of three (3) main stages and Blues tent which draws approximately 30,000 attendees each day. The dates for the 2017 BSMF are Friday, May 5th through Sunday, May 7th.
World Championship Barbecue Cooking Contest is a four (4) day cooking competition and festival consisting of one (1) main stage for live entertainment and approximately 240 competing teams and draws approximately 30,000 attendees and participants each day. The dates for the 2017 WCBCC are Wednesday, May 17th through Saturday, May 20th.
901Fest is a one (1) day Memphis themed music and cultural festival consisting of four (4) main stages for live entertainment and various arts, crafts and interactive activities for approximately 5,000 attendees. The date for the 2017 901Fest is Saturday, May 27th.
Great American River Run is a one (1) day athletic competition consisting of a 5 kilometer and 13.1 mile race which drew approximately 3,000 participants in 2016. The date for the 2017 GARR is Sunday, May 28th.
Festival Site Information
Beale Street Music Festival, the World Championship Barbecue Cooking Contest, 901 Fest and the Great American River Run are held at Tom Lee Park in downtown Memphis, with the course of the GARR 5k and half marathon races extending outside of the park and into downtown Memphis. The park is located to the West of Riverside Drive from Beale Street to Georgia Street. The internal security maintenance by the Festival Producers is contained within the confines of the gates of the Park, such areas being maintained as follows: . To the North, within the admission gate located on Riverside Drive to the immediate south of Beale Street, and outside perimeter of that gate up to the junction of Union Avenue. . To the East, the top of South Bluff, such area to be contained with a fenced perimeter. . To the South, within the admission gate located on Riverside Drive to the north of Georgia Street, and outside perimeter of that gate up to the junction of Georgia Street. . To the West, the natural barrier of the Mississippi River.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 9 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Aim The purpose of the Memphis in May International Festival (MIM) Event Security and Safety Management Plan (S2MP) is to provide an over-arching framework (concept of operations) to provide an integrated approach for planning and implementing security arrangements which are appropriate to risk and threat, consistently across all MIM festivals. This plan is a “living document” and will be reviewed and reissued prior to each new edition of the MIM International Festival. Vision Statement The goal of the Producers of the Memphis in May International Festival is to provide a safe and secure environment for all Festivals and Events in affiliation with the Memphis in May International Festival. While it is necessary to ensure the safe and orderly conduct of those attending the festivals, the security staff is dedicated to maintaining order and control at the festival site, maintaining the smooth and efficient flow of vehicular and pedestrian traffic, protecting life and property, and effectively responding to the needs of public safety agencies concerned with the successful production of Memphis in May. Intent It is the intent of the Producers of the Memphis in May International Festival to deliver security services that will:
Protect life and property. Prevent disruptions. Respond effectively to emergencies. Provide quick and accurate information. Scope The scope of the MIM S2MP details the approach for:
The prevention of threats to the security of the Festival and its participants. Management of the actions and movement of the crowd in order to ensure the enjoyment of the Festival. Liaison/cooperation with involved local government, public safety agencies and emergency services. Provision of appropriate response to emergencies and disruptive situations. Assurance of communication to promote security, assist festival attendees, provide emergency messages and overall command and control of security resources on site. The active enforcement of the law and of the event policies, rules and regulations. The exclusion of weapons and illegal drugs / substances from the festival grounds. The collection, analyses, and dissemination of information relevant to the Festival’s security. Assistance to Festival attendees. The control of rumors and false information. Orderly evacuation of the Festival site should that become necessary.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 10 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Inclusion
The plan includes security for:
Attendees, entertainers, festival staff, and volunteers. The festival grounds and perimeter. Adjacent parking areas and vehicles. Production property and equipment.
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Approach An intelligence led, risk based approach has been adopted for the development of the MIM Festival S2MP. This approach is in line with the current Department of Homeland Security (DHS) security strategy and best practices for major events, both domestically and internationally. Intelligence and protective security advice and guidance will be provided by respective City, State and Federal agencies, as appropriate. Memphis Police Department is the lead agency for the local threat and security context. The underpinning principles for the planning and delivery of MIM 2017 festival security are:
An integrated “one team” approach will be applied to ensure effective coordination between key security stakeholders.
Intelligence led, risk based planning approach.
Policing arrangements (public safety and security) will be delivered within existing statutory and jurisdictional responsibilities.
Security arrangements are appropriate to the risk and will be d e l i ve r e d in a friendly and discreet manner.
Incorporating industry event security practices and lessons learned from other festivals and major events. The Security Environment The concept of national security has evolved and broadened to include non-traditional threats such as organized crime, natural disasters and pandemics. The domestic security environment is fluid and shaped by a dynamic mix of enduring and fleeting issues. This will remain the case in the lead up to and during MIM FESTIVAL. The US remains a terrorist target—the principal terrorist threats continue to emanate from Sunni Islamist extremism (ISIS) and domestic self-radicalized extremists (inspired by ISIS). Both threats have the potential to emerge quickly with little or no warning. Protest in the US is fueled by a wide range of domestic and global issues. Protest activity remains largely peaceful; however, the use of provocative tactics or incidental acts of violence is possible. Incidents of inter- or intra-communal tensions occur mostly in reaction to specific local or international events which add to or reignite the residual influence of past communal grievances. While large festivals and events in Tennessee / Memphis rarely attract threats to security from terrorism, violent protest or communal violence, large mass gatherings remain an attractive terrorist target.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 12 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Threat Planning Assumptions As of Q1 2017, the current assumptions are:
Terrorist groups have aspired to attack festivals and major events but terrorist attacks on them are rare (Memphis).
Attacks targeting major events have mostly been conducted by domestic attackers, designed to damage the host government, and motivated by long-standing political goals or other grievances. Major events such as MIM concentrate large numbers of people at scheduled times and could be considered attractive targets for a terrorist attack designed to inflict random mass casualties. Protests on a variety of issues could occur at MIM events.
Incidents of communal violence typically are sporadic and small-scale. Most groups act peacefully through protests, vigils and fundraising. However, the thresholds of community outrage that lead to surges in communal violence can be difficult to predict and long-standing tensions remain between some groups.
All hazards events (environmental and man-made) remain the most likely risks. Risk Based Planning
Approach1 and Risk Management Methodology
As part of the wider MIM Festival Risk Management strategy, security risk management2 provides a means of better understanding the nature of security threats and their interaction for the respective festivals. A risk based approach to security ensures improved corporate governance and transparency of decision making through managing risks that potentially threaten the MIM Festival and / or business objectives. The security risk assessment for the MIM Festival will be conducted through a collaborative process and include working level risk workshops, peer review and governance committee reviews. This will assist in ensuring assessments are not arbitrary, but consistent with similar assessments undertaken.
Risk Identification
The aim of risk identification is to obtain a comprehensive list of security and safety risks that may impact the MIM Festival. Identifying risk requires an understanding of the characteristics and interaction between:
Threat (provided by DHS / Memphis Police Department) Assets, their importance and surrounding physical environment; and Existing safety and security controls and measures.
1 NB167:2006 Security Risk Management (Standards Australia) 2006 and ISO 31000 Risk Management Guidelines 2 Security Risk Management is “the culture, processes and structures that are directed towards maximising benefits and minimizing threats in security, consistent with achieving business objectives”. Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 13 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 MIM Festival Security Risk Management Plan
The MIM Festival Security Risk Management Plan (RMP) is attached at Annex A – MIM Risk Management Plan (limited distribution list). Safety & Security Stakeholders – Roles & Responsibilities The following section provides an overview of the roles and responsibilities for the primary safety and security stakeholders involved in the planning and delivery of MIM festival security. It is not intended to be an exhaustive list.
Memphis in May International Festival
President & CEO, James L. Holt Director of Operations, Floyd G. Benson Event Operations Manager, Daniel Lewandowski Event Safety Officer Meteorologist, Erik Proseus
Memphis Police Department (MPD) & Shelby County Sheriff’s Office
The Memphis City Police and the Shelby County Sheriff’s Office will jointly commit approximately 175 – 200 officers to crowd and traffic control for the Beale Street Music Festival, approximately 125 – 140 officers to crowd and traffic control for World Championship Barbecue Cooking Contest, and approximately 35 – 70 officers for crowd and traffic control for the 901Fest & Great American River Run. As well, mounted patrols of Police officers will maintain a presence at the top of South Bluff and will be available in the need of emergency, and; Memphis Police Harbor Patrol will maintain vessels on the Mississippi River during Event Days to deter onlooker boats from traveling too close to the rocks (rip-rap) along the shoreline of Tom Lee Park. The Memphis Police Department will provide special resources available for emergency response, public information, and assistance in security and emergency planning.
Memphis Fire Department (MFD)
The Memphis Fire Department will provide general fire security and emergency services during Event Days for Memphis in May. Approximately two (2) fire inspectors will be on duty during the Event Days and will ensure that all fire lanes are kept clear and will be attentive for any incidents requiring action. As well, additional equipment and personnel will be staged at Fire Headquarters, located on Front Street approximately two (2) blocks north of the North Gate for the Park and Fire Station #2 at the junction of Main Street and Adams Street approximately ten (10) blocks north of the North Gate.
Private Security Provider
The Security Staff provider will make available approximately 75 to 210 personnel, based on the needs of each individual event as part of the Festival. The initial response to most incidents in the Park will be by on-site Security Staff under the direction of the Security Management Team. In event of an emergency, the Security Staff and Supervisors will cede control of situation to the
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 14 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 appropriate local, state or federal agency and provide assistance in the form of crowd control or management at the directive of the Emergency Management Team.
Emergency Medical Services (EMS) Provider
First Aid stations and EMS Golf Carts will be manned by Memphis in May contracted paramedics and personnel. EMS services will provide approximately 4 – 16 personnel for Event Days, dependent upon the Festival. A Multi-Casualty Trailer will be located at Fire Station 2 and will be ready to be deployed if called for at the scene. Security Governance
Festival Security Advisory Group
The purpose of the MIM Festival Security Advisory Group (SAG) is to facilitate a coordinated approach to MIM Festival security planning between the MIM, MPD, MFD, SCSO, DHS, FBI and other responsible security and public safety agencies.
Terms of Reference
Provide security advice, planning guidance and assurance to the MIM Festival organizing committee to ensure that the MIM Festival security plans developed are appropriate to the risk and threat assessments.
Provide risk and security advice (specific to the Festival) to the CEO and Board.
Ensure a standardised approach is adopted for security planning and that Festival security measures are delivered consistently for all Festival elements and activities.
Review and approve the MIM Festival Safety and Security Management Plan (S2MP).
Approve Festival wide security policies and standards.
Establish a shared MIM Festival Security Risk Management Plan and Risk Register, to be reviewed and updated monthly.
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Security Risk Analysis
Overview
Due to the large crowds and high profile of Memphis in May, it is important to manage and enhance the state of preparedness for all staff, security and participating agencies. It is the intention of the Producers of Memphis in May to provide an event that is as safe as possible for the general public which at times may require going beyond minimal standards and regulations. While security is a top concern for the Festival, it is not only the job of the Security Staff or Police to remain vigilant to security and safety matters. It is essential that Memphis in May staff, volunteers and other affiliates are aware of their work environment and any suspicious situation, unruly behavior, and unusual packages or items. Personnel other than security or law enforcement are instructed not to take independent action, but to notify the Command Post via Communications of any concerns. The Command Post will evaluate the circumstances and make notifications to the appropriate security or public safety agencies.
Risk Mitigation Controls and Measures
Preparations to forestall potential security threats or unsafe activities include the following: . Management and Access Control: Memphis in May will maintain a proactive means of identifying and controlling personnel who are authorized to enter critical areas. Staff, volunteers, vendors and artists must display identification at all times and credentials will be necessary for all days of Load-in and Load-out (defined as those days the Park is not open to public access). Security personnel will challenge persons who do not display any form of credential or false credentials and attempt to enter a restricted access area. If the challenged person cannot produce appropriate credentials, and their reason for being in the Park cannot otherwise be confirmed they will be denied entrance to the restricted area. In cases of continued insubordination, they may be ejected from the Park. All vendors and service personnel (utilities, repairmen, etc.) must display appropriate credentials and any doubts must be resolved by contact with the person’s employer. If doubt remains to the validity or necessity of their working presence, or their employment cannot otherwise be confirmed, they will be ejected from the Park. Vehicles requiring access during event hours will be inspected for the proper vehicle admission credential and the necessity of their entrance into the Park will be verified before admission is allowed. . Bag Inspection / Security Screening: Strict procedures must be enforced for control and inspection of packages and materials entering the Park. For Beale Street Music Festival, all Patrons entering the Festival will be observed for unauthorized items. All carry in items (purses, packs, bags, etc.) will be checked and persons may be asked to identify items on their person should cause be found. All Memphis in May security, staff, volunteers and affiliates must be alert to anything out of place, as well as suspicious or unfamiliar objects or packages in the Park.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 16 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 . Vehicle Access Control: All vehicles entering the Park after the official date of closure to working vehicles must display a valid vehicle credential for entry. Personnel should be cognizant of any un-credentialed or unmanned vehicles, or those obstructing Emergency Access Lanes or service roads. Motorists will be instructed to clear service vehicles from the designated Emergency Access Lanes. Should it be decided there is a need for heightened security at any or all of the Festival events, after a sweep procedure by the Police, all vehicles entering the Park may be searched before entrance is allowed. Any unmanned vehicles blocking access to roadways or suspicious vehicles whose purpose cannot be readily obtained should be reported to Communications. Security and Emergency Level Classifications Dependent upon each situation, a variety of team members for Memphis in May will be responsible for the actions necessary for a safe and secure Festival. The levels of activity and responsible members can be broken down as follows: Activity Dates Responsible Party Pre-Festival Set Up April 24 – May 3 Director of Operations, Event Operations Manager, Operations Site Coordinator, Security Staff
BSMF Event Days May 5 – 7 Command Post
BSMF Load-out / WCBCC May 8 – 16 Director of Operations, Event Set Up / Load-in Operations Manager, Operations Site Coordinator, Security Staff
WCBCC Event Days May 17 – 20 Command Post
WCBCC Load-out / May 21 – 26 Director of Operations, Event 901Fest & GARR Set-Up Operations Manager, Operations Site Coordinator, Security Staff
901Fest Event Day May 27 Command Post
GARR Event Day May 28 Command Post
Post-Festival Load Out May 29 – June 2 Director of Operations, Event Operations Manager, Operations Site Coordinator, Security Staff
Emergency Situations Emergency Management Team
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For any Incident during days of Load-in or Load-out the Director of Operations, Event Operations Manager, Operations Site Coordinator and on-site Security Staff will mutually share the responsibility for a safe and secure environment. Should an emergency situation arise during Load-in or Load-out, necessary public safety officials and/or agencies may be called in to respond and will assume command of the Park upon arrival (example: fire, industrial spill, fatality, etc.)
Event Days
Event Days are defined as those days where the Park is open to the public for each Festival. During Event Days, it is the responsibility of the Command Post (comprised of representatives of MIM Private Security Provider, MIM EMS Provider, MIM Security Manager, MIM Meteorologist, MIM Communications Committee and MPD) to provide a safe and secure environment for all staff, volunteer, vendors and patrons of the Festivals. The Command Post will ensure regular security, fire safety and medical operations run smoothly, as well as respond to certain incidents that occur inside or within the perimeter of the Park.
These incidents are considered to be “LEVEL A” Incidents:
Incident Category Incident Type Incident Description
Health & Safety Minor Personal Injury Non-life threatening injury (e.g. cuts / scrapes / abrasions / sprains / broken bones due to trips, falls, accidents, etc.) to an individual staff, volunteer, vendor or patron
Minor Guest Crisis Separation of child / minor from parent / guardian, anxiety attack, seizure, etc.
Minor Vehicle Impact Vehicle accident with no injury (e.g. vehicle / heavy equipment impact, golf cart accident)
Environment Minor Natural Hazard Moderate (less than 20 mph) winds, moderate to heavy rain with no lightning
Security Misdemeanour Crime Illegal drug or alcohol use, unruly / disruptive behavior, non-felonious assault
Operations Minor Infrastructure Minor or partial power outage, water line break, concerns regarding Failure standing water or mud, etc.
Minor Industrial Hazard Non-Hazardous Industrial Spill (e.g. port-o-let spill)
Incident Categorization
The following are the types of incidents that will be managed using normal response operations by the Command Post. Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 18 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 A “LEVEL B” Incident requires a more measured response in which the Emergency Management Team may be partially called together at the discretion of the Emergency Coordinator and/or the Director of Operations:
Incident Category Incident Type Incident Description
Health & Safety Multiple Personal Injury Non-life threatening multiple casualties (e.g. injuries due to fight, crowd rush, vehicle / heavy equipment impact, etc.)
Minor Fire Small contained fire in waste receptacle, ash bin, small grassy / open area, etc.
Environment Impending Natural Inclement weather such as lightning, hail or high winds (in excess of 20 Hazard mph), severe thunderstorm / flash flood warning that includes Tom Lee Park
Security Felony Crime w/o injury Robbery, felony drug possession, weapon possession
Protest Activity Picket line, demonstration at entry gate
Operations Minor Infrastructure Minor or partial power outage, water line break, concerns regarding Failure standing water or mud, etc.
Minor Industrial Hazard Non-Hazardous Industrial Spill (e.g. port-o-let spill)
A “LEVEL C” Incident cannot be solely managed utilizing normal Festival resources. The Emergency Management Team would be fully activated with all primary or secondary members. A Park evacuation may be ordered during a “LEVEL C” Emergency:
Incident Category Incident Type Incident Description Multiple Casualty Injuries (either / or life threatening or non-life Health & Safety threatening) to multiple staff, volunteers, vendors and / or patrons Fire Large structural or uncontained area fire
Imminent Natural High winds exceeding 30 mph, tornado warning that Environment Hazard includes Tom Lee Park, lightning strikes within 10 miles of Tom Lee Park
Credible / Active Bomb threat, terrorist attack, active shooter, etc. Security Threat Felony Crime with Sexual assault, battery or rape, homicide, etc.
Injury
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etc.
Catastrophic Stage / structural collapse, complete power failure, Operations Infrastructure etc. Failure Significant Natural gas leak, fuel containment rupture / spill, etc.
Industrial Hazard
Incident Assessment and Notification
The process for determining the level of any incident will be as follows:
The Emergency Coordinator, upon being notified of an emergency, will assess the threat and categorize the Level of Emergency. The Emergency Coordinator will inform the Director of Operations of the emergency and the category placed on the emergency. Director of Operations and the Emergency Coordinator must reach consensus on the initial Level of Emergency. The Emergency Coordinator will either personally, or through the Security Coordinator and any and all other channels, communicate the Level of Emergency to the appropriate personnel. The Emergency Coordinator may modify the classification, up or down, as more information becomes available or as the situation changes. Any change of the Level of Emergency will be communicated by the Emergency Coordinator to the Security Coordinator and the Director of Operations. Should the Level of Emergency demand it, the Emergency Coordinator will assemble part or all of the Emergency Management Team to effectively deal with the Emergency and all next steps as required.
Specific protocols to be utilized for each of these emergency situations will be discussed under the Emergency Response in Part VI later in this document. Security Management Team
Structure
The configuration of security management positions detailed herein is designed to serve as the basis for the communications of a professional Security Management Team, capable of competently adapting to meet the many challenges of Memphis in May. The following organizational structure is to serve as the Chain of Communication under normal Festival operating conditions. Optimum coordination of effort requires that defined responsibilities be given to supervisory personnel within the scope of their duties. They, in turn, will ensure that their subordinates are properly instructed as to how to properly deal with
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 20 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 situations and Special Procedures within their range of responsibilities, and assist in emergencies when requested by city, county, state or federal agencies. The following is a flowchart depicting the Chain of Communication for the Command Post and Security Management Team:
Command Post
Security Management Team (SMT) – Roles and Responsibilities
The Security Management Team will be organized on event days of the Festival and will be directed from the Command Post. The Team will be comprised of the following personnel / representatives:
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 21 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Memphis in May President & CEO
Memphis in May Director of Operations
Weather Coordinator The Weather Coordinator serves as a member of the Security Management Team and, during Festival operation, resides in the Command Post. The Weather Coordinator is responsible for monitoring all weather conditions in the local and regional area, focusing specifically on potential threats to the Festival. The Weather Coordinator will be responsible for issuing Festival Weather Advisories and relaying any National Weather Service Watches or Warnings. Should inclement weather (as defined later in Section 22) threaten the immediate vicinity of the Park, the Weather Coordinator will work in close coordination with the Direction of Operations, Local Law Enforcement and others within the Command Post, such that informed decisions may be made and communicated rapidly to ensure the safety and well-being of those attending, participating, or working at the Festival. The Weather Coordinator will liaison with the National Weather Service as needed. Emergency Coordinator The Emergency Coordinator serves as a member of the Security Management Team and, during Festival operation, resides in the Command Post. The Emergency Coordinator advises on security, safety and emergency needs, policies, procedures and operations and will work in close coordination with the Director of Operations for Memphis in May and various entities contracted or assigned to provide a safe environment for the Festivals. The Emergency Coordinator may be assigned security and emergency management planning and operations tasks on an ad hoc basis as situations allow. As well, the Emergency Coordinator will serve as the functional liaison with state and local police, fire and medical agencies. Security Coordinator The Security Coordinator will actively work with the Director of Operations for Memphis in May in planning security operations for Memphis in May. The Security Coordinator, in conjunction with Festival staff, has developed and published a Security Deployment which details number of security personnel, plan of deployment and active shifts and duties. Work schedules for the majority of security personnel will consist of shifts beginning upon the first day of load-in of equipment and will normally last no later than the final day of load-out of production equipment. Security Deployment will exist on a 24-hour basis for safety and equipment protection throughout the duration of Memphis in May. During Event Days, the Security Coordinator resides in the Command Post. Along with the Security Dispatcher, the Security Coordinator will receive reports via radio and otherwise and will react to security situations that arise, adjust manpower, or re-deploy security personnel as required.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 22 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Security Supervisors Security Supervisors will provide first-line supervision of the security staff. They will be dispersed throughout the Park and assigned specific areas of responsibility including, but not limited to, the following: . Backstage and Restricted Access Areas . Front of Stage . Park Perimeter and Pre-Gate Areas . Entrance Checkpoints Security Supervisors will oversee all of the Security Staff assigned to their areas or sectors. They will coordinate and direct the activities of their security personnel, troubleshoot problems and ensure that the Security Staff perform their jobs in a responsible, safe and effective manner. As a general rule, the Security Supervisors will possess radios and serve as the conduit between the Security Staff and the Command Post. Security Supervisors will file reports nightly on Event Days to the Security Coordinator with a copy to the Director of Operations. These reports should include all pertinent information concerning the Security Staff assigned to their areas such as numbers, placement and adequacy of their daily function. As well, any concerns or problems with the overall operation of the Festivals should be noted, including safety matters regarding the Patrons. While Security Supervisors have a minimal role in the planning process, they will receive a full orientation discussing appropriate particulars of the Security Operations Plan, as well as their own duties and responsibilities. Security Staff The Security Deployment will include a list of specific security posts with corresponding manpower requirements. A system of work schedules for Security Staff and a system of rotating security personnel to posts where they are most needed will be established based upon peak crowd activities. Based upon a preliminary review of festival plans, it is projected that the Festivals will employ a security force composed of “T-shirt” Security Staff ranging from approximately 75 to 210 personnel, based on the needs of each separate Festival. “T-Shirt” Security is a term used to describe the Peer Group security that will make up the majority of security personnel working the Festivals. They will work with Patrons, show complex areas, backstage areas, Park perimeters, admission gates and Emergency Access Lanes. All Security Staff have been significantly trained in crowd control and management. Private Security Staffing and Operations Overlay Security personnel will be utilized for monitoring safety, securing positions and equipment and creating a presence of order in the following manners:
Pre-event: Restrict access to authorized personnel and monitor equipment and supplies to control for theft or vandalism. Search Checkpoints: As described above. Admission Points: As described above. Restricted Access Areas Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 23 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 o Entrances to Backstage Gates: As described above. o Hospitality Tents: Restrict access to sponsor areas or private functions. o Working areas: Restrict access to working areas for merchandise vendors, concessionaires, production personnel, etc.
Front of Stage: As described above. Perimeter Security
o Along the Bluff Sidewalks and fence line. o Along Riverside Drive and Beale Street prior to the North Gate. o Along Riverside Drive and Georgia Street prior to the South Gate, including Ashburn-Coppock Park.
Roving Personnel: Patrols on foot will monitor crowd movement, be alert to unsafe or inappropriate behavior and provide response to situations when needed. Parking Lots: Serve as checkpoints to restrict vehicle access to lots.
Site Security Sweep Plan
Every night of an Event Day, as the Park closes to the public, the Memphis Police in conjunction with the Security Staff will complete a sweep of the site to ensure that all Patrons exit the Park safely. Beginning approximately one-half (½) hour after the Park has officially closed to the public, Police and Security Staff will start on the south end and begin making their way north, informing any lingering Patrons that they must exit the Park. There will be representatives from Memphis in May present with security staff each night to sweep the Park to resolve any situations involving Patrons. Any Patrons assessed to be too intoxicated to safely transport themselves will be escorted to the Police outpost in the Administration Compound on the north end. They will remain at the outpost until they are deemed safe to release, until adequate transportation has been arranged, or upon arrival of someone who will take responsibility for them. The site sweep will take approximately one (1) hour, at which time the Park will be assumed to be “empty” of Patrons and regular operational and maintenance tasks will begin in preparation for the next day. Traffic and Parking Management Plan
Overview
Memphis in May has petitioned the City of Memphis for closure of some roads surrounding, and in the perimeter of, Tom Lee Park. Street closure will be affected through the use of cones, barrels and reflective barricade. The Street Closure Permit accords for street closures
Traffic Management Plan
All normal in-bound traffic to the park for the four (4) MIM Festival events will enter at the South Gate and travel south to north on all access roads. For the World Championship Barbecue
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 24 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Cooking Contest, competing teams will load in from the North Gate (Beale Street and Riverside Drive) and travel north to south. All traffic will be met by security or transportation personnel and directed where to go. Credentials will be checked at that time. During event hours of the Festival, no vehicular traffic will be allowed into the Park without previously obtained permission – music artists are a notable exception. Vendor and service vehicles will, as a rule, maintain access during the night or before gates open for Patron admittance each day.
Parking Plan
Parking for Patrons is available in parking lots and garages throughout the downtown area. There is no specific event parking managed by the Festival. Handicapped parking is available on a first-come, first-served basis on Riverside Drive from Beale Street to Union Avenue. The entrance to handicapped parking is on Union Avenue at Riverside Drive. Patrons wishing to utilize handicapped parking must display a state-issued license, hangtag or placard. Restricted access parking lots are located to the south and north of the Park and will be utilized during load-in, load-out and Event Days for staff, production and musical artist parking. Some parking areas may be fenced and manned by security personnel to provide a safe parking area for some vehicles requiring overnight protection. Internal to the Park, some areas will be open for specific personnel and musical artists for parking on a limited basis. Each of the backstage areas will have a limited amount of parking available for necessary vehicles. Vehicles parking in restricted access parking lots and internally in the park will be required to display credentials appropriate to each lot.
Emergency Egress Lanes
Security personnel will staff checkpoints at the access points to all Emergency Access Lanes. They will keep the Lanes clear and access uninhibited. In the event of an emergency, the security personnel will be instructed to keep the access roadways clear for incoming emergency vehicles. Access Control and Entry Management
Terms and Conditions of Entry
The MIM Festival Ticket Terms and Conditions (T&Cs) will apply to all Ticketholders at all Events. Under the T&Cs, Ticketholders must also comply with any specific Festival / event regulations. The T&Cs provide policy statements on a wide variety of issues (e.g. the transfer and re-sale of tickets, refunds, ownership of media and recordings and privacy, etc.) and what actions and items are prohibited, restricted, or allowed at Venues.
Prohibited Items
For the safety, security and enjoyment of all patrons and participants at Memphis in May events, some items are strictly prohibited from the Park. Patrons attempting to enter with a prohibited item will be instructed to return the item to their vehicle or dispose of the item prior to being
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 25 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 allowed entry. A list of prohibited items for each event is attached in Annex B – Prohibited Items List.
Attendee Entry
All Events will have four to five (4-5) gates for admittance of attendees: one at the North end of the Park on Riverside Drive, one at the South end of the Park on Riverside Drive, and two or three at the heads of the staircases at the top of the South Bluff; the size of crowd for each event will determine how many of the Bluff Gates are open for public use. times are listed in Chutes constructed with bike rack will be utilized to provide checkpoints for the searches described below as well as the ticketing process. Approximately 8 – 10 chutes will be utilized at the North Gate and approximately 4 – 6 chutes at the South Gate. The final number of chutes will be mutually determined by the Memphis in May CFO, who oversees all gate operations, and the Director of Operations based upon pre-Event ticket sales and expected attendance. The Bluff Gates will be limited for space and will only allow for 1 – 2 chutes for searches and ticketing. Patrons entering via the Bluff Gates will be searched and ticketed at the top of the stairs and subsequently allowed to descend and cross the Emergency Access Lane into the Park.
Accredited Staff, Volunteers and Vendors
As a general rule, most vendors, volunteers, staff and participants will utilize the South Gate for access to the Park while the North Gate sees the most traffic for Patrons. A list of credential types and access granted for each is attached in Annex C – Festival Credentials List.Gate dates and
Ticket Resolution and Will Call
A service area will be provided near the North Gate for attendees who require ticket resolution (purchase or will call). The ticketing company for Memphis in May will man two (2) locations on Beale Street, one for the purpose of ticket sales and one for the purpose of ticket “will call.”
Security Responsibilities and Duties
Security personnel will man the admission gates and be responsible for the following:
Maintain orderly and safe lines. Control access by checking credentials, badges and tickets. Inform patrons carrying prohibited or unacceptable items that they must return them to their vehicles or otherwise dispose of them. Inspect for prohibited or unacceptable items carried on a patron’s person, in a patron’s bags, or otherwise in their possession. Deny admission to those carrying prohibited or unacceptable items. Control re-entry to those displaying the correct identification. Aid in crowd movement and direction. Serve as traffic coordinators (if needed) for ingress and egress of vehicles. Report to the police anyone who appears intoxicated or under the influence of narcotics or other illicit / illegal substances.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 26 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017
Restricted Access Areas
Some areas of the Park will be restricted from typical public access and limited to authorized and credentialed personnel. Security personnel will be assigned to the performance areas and to the backstage areas. Security personnel will be assigned to the stage barricade to prevent attendees from getting on the stage. Backstage security posts will be located at dressing rooms, on the stages, the perimeter of the backstage areas, the catering areas, and all gates leading from these areas to public access. They will screen persons entering the area and control access and egress in accordance with the accreditation plan..
Hours of Operation
Hours of Operation for each event is attached in Annex D – Festival Hours of Operation. Search and Screening
Prohibited Items Policy To provide a safe and enjoyable environment for all patrons and participants, the Producers of Memphis in May require that some items and practices not be allowed in the Park. A search will be conducted of each attendee and their belongings at checkpoints before the attendees are permitted to enter the Park. Prohibited items found during the searches will be returned to the attendees for removal from the premises, or the security staff will allow the Patrons to safely discard them in dumpsters located at the gates. Individuals found to possess prohibited items inside the Park will have the items confiscated, may be ejected from the Festival and where appropriate, delivered to the custody of law enforcement authorities. The publicly published list of prohibited items and actions are as follows: . For the safety of our patrons, the following items are strictly prohibited: alcoholic beverages, coolers, bottles or glass containers. NO Food or beverage will be allowed into the festival with the exception of (1) factory sealed bottled water. Also prohibited are bicycles, roller blades, skateboards, recreational equipment such as baseballs, footballs, Frisbees, water guns, kites, drones, laser pointers, oversized umbrellas, or pets with the exception of service animals. NO WEAPONS OF ANY KIND ARE ALLOWED IN THE PARK. . For the comfort of our patrons and to allow for space for all patrons, chairs and strollers are not allowed. Due to large crowds and late hours, Beale Street Music Festival is not a suitable environment for small children. All patrons must have a ticket regardless of age. Tickets are good for dates specified only. . Commercial photography is not allowed, except by written permission from Memphis in May. Commercial cameras and/or any video or audio recorders are NOT allowed in Tom Lee Park during the Beale Street Music Festival. In addition to commercial cameras, Selfie Sticks may not be allowed into the festival as they could be a distraction to other attendees, and could possibly be used as a weapon.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 27 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Drones In addition to being an item banned from entry, Drones are also banned from flying anywhere over Festival Grounds. No pre-authorization has been issued for any drones, therefore any drone seen entering airspace above festival grounds should be reported to authorities immediately. Front of Stage Crowd Management Plan An industry standard stage front barricade will be utilized. Barricade will be comprised of four- foot high (4’H) units that lock together with built-in steps to allow for personnel reach. The barricade will be set 8 to 12 feet in front of the stage for personnel access between the stage and the crowd. For Beale Street Music Festival, the North, South and Center Stage barricades will be set in a linear position extending out wing to wing across the stage fronts. Security personnel will man points within the area between the stage and the crowd. The duties of these personnel are to include the following: . Watch for crowd surges and rowdy or unsafe activities. . Assist members of the crowd who need medical or security assistance or who appear to be in distress. . Note location of vulnerable individuals and regularly monitor their presence. . Assist people over the barricade per supervisor’s instructions. Security personnel should allow the crowd to freely socialize and follow their own desires as much as is safely and legally possible. To this end, patrons will be allowed to cross the barricade in order to maintain a safe environment at the front of stage. Care will be taken to protect the stage, equipment, artists and support personnel. Patrons needing to cross over the barricade will be assisted by security personnel and escorted to the exit of the barricade past either wing to be readmitted to the general public area. Security personnel inside the front of stage barricade will, as a rule, use their own best discretion and directive from their supervisors to determine when assisting patrons over the barricade is necessary. Alcohol Management Plan
Policy
The Producers of Memphis in May wish to establish and maintain a safe and enjoyable environment for all Patrons of the Festival. An important element towards this goal is the management of the sale and consumption of alcoholic beverages.
Responsible Service of Alcohol
As required by Tennessee law (Tenn. Code Ann. Sections 57-3-412 (a)(3)(A), (a)(5)(A), &(b)(2)(c).), alcoholic beverages are only sold to those 21 years of age and older. All Patrons are required to show proof of age via a valid form of government issued photo identification; no exceptions are made, regardless of age. All identification will be checked by seller or other personnel. Verification of valid identification must occur in order to purchase alcoholic beverages.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 28 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Once the appropriate age has been confirmed, the Patron is allowed to purchase no more than two (2) beverages “per ID.” That is, should the Patron desire more than two drinks, they must first dispossess themselves of the recently purchased drinks and re-enter the process of identification. All servers for alcoholic beverages have been trained as to policies and legal regulations involving Memphis in May. Anyone who is purchasing or appears to be purchasing alcoholic beverages for minors will be reported to security and/or law enforcement. As well, the sale of alcohol will be denied to anyone who is or appears to be intoxicated.
Policies and Enforcement
Security’s role is very important in maintaining a safe and enjoyable environment for all Patrons in regard to alcohol consumption. Including the above guidelines for the sale of alcoholic beverages, the following are considered the alcohol policies of Memphis in May International Festival:
For Beale Street Music Festival, no alcohol may be brought into the Park in any type of container. Patrons attempting to bring in alcohol must properly dispose of it before being allowed in the Park. For the World Championship Barbecue Cooking Contest, no open containers or drinking of alcohol will be allowed in any vehicle. Anyone in possession of alcohol who appears to be under the legal drinking age will be asked to verify their age by means of a valid identification. Underage Patrons in possession of alcohol will have the alcohol confiscated and will be reported to a law enforcement officer. Open containers of alcoholic beverages purchased during the Festival must remain in the Park. Any person not adhering to Festival policy are subject to being ejected or arrested depending on the nature of the infraction or violation.
Security personnel will be assigned to alcohol concession areas to be a conspicuous presence and to enforce policy. Part of the duties for security personnel assigned to positions at admission gates are to remain vigilant for situations involving alcohol and/or intoxication. The Festival Producers will have the authority to suspend all alcohol sales at any point that it appears that alcohol consumption and/or intoxication are contributing to widespread disruptive or unsafe crowd behaviors. Ejection Policy and Procedure When dealing with problematic individuals, ejection is to be considered a next to last resort, with arrest being the final solution. When an individual is unwilling to adhere to the policies, rules and standards of behavior that are consistent with the enjoyment, safety, or security of themselves and everyone around them, ejection may be an appropriate course of action. Should there be a situation where event personnel feel that ejection from the Park is appropriate, they must first immediately contact the Command Post via Communications. A Security Supervisor or Police officer will be dispatched to the area to assess the situation. Only a Police officer or Security Supervisor should eject an individual from the Park. In most circumstances, ejection is an action to be taken as a preventative measure or to minimize additional risks. Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 29 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 The following is the protocol for ejection from a Memphis in May Event: Ejection After Two or Three Warnings:
Repeated refusal to cooperate with security requests. Unsafe, uncontrolled and/or rowdy behavior making it unsafe or disturbing for the enjoyment of others. Conduct endangering one’s own safety and health. Consistently impeding pedestrian flow or blocking Emergency Access Lanes. Indecent exposure or improper attire. Taking videos or photographs without proper authorization.
Immediate Ejection:
Entering without a ticket or credential. Intentional violation of Restricted Access Areas Immoral or vulgar behavior. Theft. Ticket scalping or intent to deceive by the re-entry process. Illegal vending. Fighting. Intentional property damage. Alcohol intoxication with unsafe behaviour. Use of illegal drugs. Guest Services and Public Information
Guest Services
Guest services for the Patrons of all Festivals are provided as a source of safety and information. The following are ways by which Memphis in May provides guest services on-site at each of the Events. Public Information Memphis in May will provide three (3) locations for answering Patron’s questions and for the disbursement of informational materials. Information tents will be located within the Park, one (1) inside the North Gate and two (2) additional info booths will be located in the center corridor of the Park for Beale Street Music Festival and World Championship Barbecue Cooking Contest; two (2) booths will be utilized for 901Fest and Great American River Run. The “Info Booths” will be manned by volunteers and will provide information in the form of answers and materials. The booths will be open during normal public hours of operation each day, for each Event. Each guest services location will be distributing a program that contains information including maps, programming and schedules, and regulations governing the Festival. Other locations Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 30 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 distributing these materials include the on-site ticket purchase locations and the on-site ticket will call location. Guest Property Memphis in May will not provide a “Check” area for guest property during the Festival. Many items are prohibited during Beale Street Music Festival that will result in denial of admission for Patrons carrying such items. However, due to safety and liability concerns, Memphis in May will not be responsible for holding these items. Security at the perimeter of the Gates will be attentive to inform patrons they see carrying prohibited items that they must return them to their cars or otherwise dispose of them. As well, signage listing items prohibited in the Park and stating that possession of such items will result in denial of admission to the Festival will be prominently displayed in areas approaching the Gates. Of particular note, professional cameras and/or any video or audio recorders are NOT allowed in Tom Lee Park during the Beale Street Music Festival. Many Patrons arrive with cameras unaware of this regulation and do not wish to dispose of them to gain admission. Memphis in May does not provide a “Check” area for cameras or any other guest property. Lost and Found A Lost and Found area will be located at the Police compound at the North end of the Park; signage will be placed at the compound identifying it as such. Personnel manning the Info Booths will be aware of the Lost and Found area and will transfer any items turned in at the booths to the location at the compound. Items will be logged and will remain in the Police compound for the duration of the Event Day. At the end of Memphis in May, all items will be transferred to a Memphis Police Department location for safekeeping and all personnel inquiring for Lost and Found items will be referred to the Memphis Police.
Missing or Lost Child
Issues involving children who have become separated from their guardians should be referred to the Memphis Police outpost located next to the North Bluff Stairs at the north end of the Park. If the inquiring party is an adult, direction should be given so that they can transport themselves to the Police outpost. In the case of a child being evident without a guardian in the vicinity, a call should first be placed to the Command Post. At the direction of the Command Post, personnel will be dispatched to assist the child or direction may be given to accompany the child to the Police outpost. Under no circumstance will the child be allowed to continue on unaccompanied until the situation is resolved. At the Police outpost, a Separated Child Information Sheet will be filled out by Police personnel and further attempt will be made to reconcile the child and guardian. A copy of the Separated Child Information Sheet should be given to the Director of Operations at the end of each Event Day. Golf Cart Safety
Policy
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 31 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 The Producers of Memphis in May wish to establish and maintain a safe and enjoyable environment for all staff, volunteers and patrons of the Festival. An important element towards this goal is the safe and responsible operation of golf cart & utility type vehicles. Any operator of a MIM owned or leased golf cart or utility type vehicle must possess a Golf Cart Operator credential. Golf Cart Operator credentials will only be issued to personnel who are at least 21 years of age and older and attend a MIM Golf Cart Safety Training class. Unless authorized in writing by the Director of Operations, operation of personally owned or contractor-owned golf cart or utility type vehicles by MIM staff, volunteers, vendors, sponsors, patrons, WCBCC teams, etc. on Festival grounds is strictly prohibited. If authorization is given, Memphis in May policies and procedures for the safe and responsible operation of golf carts & utility type vehicles will be followed. Operators of MIM owned or leased golf carts or utility type vehicles assume personal responsibility for the safe operation of their vehicle and strict adherence to these policies and procedures.
Procedures:
General Operation:
All carts operating on Festival grounds, whether MIM owned or leased or not, must be checked in and checked out with the Transportation Committee or MIM Operations. All operators of golf cart & utility type vehicles must be 21 years of age and older and possess a MIM issued Golf Cart Operator credential. Passengers may include other MIM staff, volunteers and vendors / contractors. Passengers should never include Festival patrons or the general public. Vehicles shall not be operated in a manner that may endanger drivers, passengers or other individuals (pedestrians), or harm MIM property, or property under the care of MIM. Dialing and/or texting on mobile phones or manipulating other devices is prohibited while operating a golf cart. Possession and / or consumption of alcoholic beverages is strictly prohibited while operating a golf cart.
Passenger Limit / Load Capacity:
Do not exceed the passenger limit, seating designation, capacity or load capacity designated by the vehicle design and the vehicle’s manufacturer.
Parking:
Vehicles should be parked in gear, with parking brake applied, ignition in the off position and key removed. Do not block any access or egress (natural flow of traffic) to entrance areas to trailers, compounds, gates, stairways, disability ramps, fire or emergency lanes, or main thoroughfares. Park carts in a single row so they do not block or interfere with the normal flow and path of pedestrians or other carts.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 32 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Driving Rules:
Pedestrians have the right of way. Cart operators must reduce speed on walkways when pedestrians are present space is limited. Maintain safe distance between golf cart and pedestrians. Cart operators must reduce speed when approaching pedestrian crosswalks and must stop when pedestrians are present to allow them to pass. Carts should not operated beyond the Festival entry gate near Pole 1 to the North, or Riverside Drive & Georgia so the South. Carts allowed beyond these boundaries must display the proper credential. As a general rule, carts should never be operated on a public street unless absolutely necessary and authorized by the Director of Operations. If operating on a public street, all vehicle safe driving rules must be followed (stop at stop lights / signs; use of hand signals for turns, etc.) During non-event hours, carts should be operated on walkways / pavement as much as feasibly possible. Operation of carts on grass should be kept to an absolute minimum. During event hours (when the Festival is open to the general public), operation of carts will be strictly limited to the designated cart paths (north-bound lanes of Riverside Drive, the far western walkway in Tom Lee Park along the river and the walkway leading from the southern tip of Tom Lee Park south to Ashburn Coppock Park). Unless an emergency situation presents itself that warrants operating a golf cart into a public area, absolutely no cart traffic will be allowed in public areas during event hours. All occupants in the golf cart shall remain seated and keep hands, arms, legs and feet within the confines of the golf cart at all times when the cart is in motion. Never back up without making sure there is no person or obstruction behind the cart. Reduce speed to compensate for inclines, corners, bumps / rough terrain, pedestrians and especially on wet / icy conditions. Avoid abrupt stops (skidding) or high speed turns. Avoid driving over sprinkler heads, drain covers and wet turf. Do not jump curbs or other obstacles that may damage the cart. Operator and passenger(s) should only exit the cart when it comes to a complete stop.
Enforcement
Golf cart operators violating these procedures may be prohibited from operating a golf cart by the Director of Operations. Golf cart operators violating these procedures may be ejected from the Festival grounds. Golf cart operators may be held personally responsible for the cost of damages to carts and property incurred as a result of violating these procedures or negligence on the part of the operator. Two-Way Radio Communications
Policy
The Producers of Memphis in May wish to establish and maintain a safe and enjoyable environment for all staff, volunteers and patrons of the Festival. An important element towards this goal is the proper operation of two-way radios for effective normal & emergency
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 33 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 communication among Festival personnel. Any operator of a MIM issued two-way radio must possess a Radio Operator credential. Radio Operator credentials will only be issued to personnel who are at least 18 years of age and older and attend a MIM Radio Operation Training class. Unless authorized in writing by the Director of Operations, operation of personally owned or contractor-owned two-way radios or by MIM staff, volunteers, vendors, sponsors, patrons, WCBCC teams, etc. on Festival grounds is strictly prohibited. If authorization is given, Memphis in May policies and procedures for the proper operation of two-way radios will be followed.
Procedures:
General Operation:
All radios must be checked in and checked out with the Communications Committee or MIM Operations. All radio operators must be 18 years of age and older and possess a MIM issued Radio Operator credential. Always use the radio unit holder or belt clip provided. This will avoid loss or damage to the unit. Always perform a radio check to ensure the radio is in good working condition. When being issued a radio, check that the battery is fully charged, that the unit is on and that the volume is high enough to be able to hear calls. A weak or non-recharged battery will limit the ability to communicate. Avoid exposing the radio to the elements as much as reasonably possible. Use the radio for business purposes only. Non-essential chatter should be kept to a minimum. Use of profanity during any conversation is prohibited (and a violation of F.C.C. rules and regulations). Two-way radio communication does not allow the operator to speak and listen at the same time (as with a telephone).
Radio Etiquette:
The international radio language is English, except in cases where licensed to speak in another language. Prior to a call, verify the radio is on the proper channel. Radio units on different channels cannot communicate. Listen to the channel before initiating a conversation. If another conversation is taking place, wait until it is finished. Do not interrupt and do not talk over other people, unless it is an emergency (see “Emergency Calls” below). Do not respond to calls for other people. Never transmit sensitive, confidential, financial or security-related information. Always assume other people are listening to the conversation.
Making a Call:
Listen to ensure the channel is clear before speaking. Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 34 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Press the PTT (Push-To-Talk) button and wait 2 seconds before speaking (there is a delay). Give your name first followed by the name of the person you are calling (Example: “John Smith to Jill Jones.”). Wait for recipient to respond. If there is no response, repeat the call again after a few seconds. Once the recipient replies (Example: “This is Jill, go ahead), convey your message. Speak clearly into the mic, in a normal tone and at a slightly slower pace than normal. Do not shout. Keep messages simple enough for the recipient(s) to understand. Be precise and to the point. Avoid using abbreviations or slang terminology. Do use common and accepted radio terminology (see “Terminology” below).
Emergency Calls:
If the need arises to interrupt a conversation to transmit an emergency message, wait for a pause or break in the conversation. Press the PTT (Push-To-Talk) button and wait 2 seconds before speaking (there is a delay). Begin transmission with “BREAK, BREAK, BREAK, this is (your name), I have an emergency message for (recipient’s name). Do you copy?” Wait for the recipient to respond. If there is no response, or if a conversation is continuing, repeat your transmission. Once the recipient replies, convey your message. If you hear “BREAK, BREAK, BREAK”, immediately end your conversation and clear the channel for emergency communication.
Terminology:
Term Meaning “Radio Check” Can you hear me? “Loud & Clear” Response to “Radio Check”. Means your transmission is good. “Come In” You are asking the other party to acknowledge they hear you. “Go Ahead” You are ready to receive transmission. “Stand By” You acknowledge the other party, but are unable to immediately reply. “Say Again” Re-transmit your message. “Affirmative” Yes. “Negative” No. “Roger” or “Ten-Four” Message received and understood. Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 35 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 “Copy” You understand what was said. “Wilco” I will comply. “Over” Your message is finished. “Out” All conversation is finished. Channel is clear for others to use. “Break, Break, Break” You are interrupting communication because you have an emergency. “Repeat” Used before you repeat something (“I need 6, repeat 6, cases of water…”). Do not use to ask someone to repeat a message, use Say Again.
Phonetic Alphabet:
A – Alpha H – Hotel O – Oscar V – Victor B – Bravo I – India P – Papa X – Xray C – Charlie J – Juliet Q – Quebec W – Whiskey D – Delta K – Kilo R – Romeo Y – Yankee E – Echo L – Lima S – Sierra Z – Zulu F – Foxtrot M – Mike T – Tango G – Golf N – November U – Uniform
Enforcement
Radio operators violating these procedures may be prohibited from using and / or being issued a radio by the Director of Operations. Radio operators violating these procedures may be terminated from their position and / or ejected from the Festival grounds. Radio operators may be held personally responsible for the cost of damages to, or replacement in the case of loss of, radios incurred as a result of violating these procedures or negligence on the part of the operator.
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PART IV COMMAND, CONTROL & COMMUNICATION (C3)
Communications Communications is a rotating position of volunteers that man the Communications base stations in the Communications Trailer alongside the Command Post. Communications serves as the central point for all Festival communications with the wide and varied public safety and Festival operational services that will bear on the Festivals’ conduct. Communications serves as a clearinghouse of information for all aspects of the Festival as well as a liaison to the various public safety agencies that may be called upon to deliver services. Dispatchers will compile the data from all radio communications and maintain a Radio Log, denoting time of inquiries or communications, and descriptions of request or information given and received. A copy of the Radio Log for each Event Day will be given to the Director of Operations for review. All 16 channels of the radios will be utilized. Each radio channel will have its own radio base or dispatch person monitoring all activity on their channel. Radio users should stay on their assigned channel at all times. Utilization of dispatchers is the protocol for all requests, questions, emergencies, etc.
Agencies
Each of the local public safety agencies will maintain a dispatch representative in the Security Command Post whose function is to coordinate necessary actions and personnel with the Emergency Coordinator to ensure a safe environment. Dispatch officers will be included from:
Memphis Fire Department, Memphis Police Department, and the Contracted Emergency Medical Services affiliate.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 37 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Command and Control In order to render safe and effective security management decisions during the Festival, it is vital for the Producers of Memphis in May to have current and accurate information regarding prevailing situations and conditions throughout the Festival. Management decisions such as reassignment of security personnel, allocation of additional resources, evacuation of injured persons and so forth must not be based upon anecdotal information. Thus, the Memphis in May Command Post operates within the park itself and involves agents from all organizations and departments necessary to make responsible security management decisions. The Command Post is located in the Communications Trailer in the Production Compound at the south end of the Park. The Command Post personnel are made up of the following:
Weather Coordinator Security Coordinator Security Dispatch Representative Police Dispatch Representative Medical Dispatch Representative
Command Post (CP)
The Command Post works in conjunction with Communications, a dispatch station operating in the same trailer as the Command Post. Communications is a position manned by volunteer personnel and is utilized throughout the course of a normal Event Day as a clearinghouse for all information, not just those of security or medical concerns. The elements of the Festival communication system will also serve the security function. The Security Coordinator will manage security communications through the radio channel designated for such. The Command Post will serve as the interface for communications between Festival security staff and state and local law enforcement and public safety agencies.
CP Location
The Command Post will be located in a mobile office unit within the Production Compound at the south end of the Park (Trailer # 28). It will be housed in conjunction with Communications for the Festival and be of a size adequate to contain the necessary number of personnel assigned to that area.
Staging Areas
Memphis Police Memphis Police Department will have an outpost at the north end of the Park. It will be maintained with a surrounding area large enough to allow for any necessary detainment of Patrons or other individuals and be in an area easily accessible for Park ingress or egress. Memphis Fire Department Memphis Fire Department will have a dedicated area for setting up an outpost. The Memphis Fire outpost will be located central to the Park and be utilized as a resource center for fire
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 38 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 prevention equipment and personnel. Additional fire prevention equipment will be housed in the Production Compound. EMHC EMHC will operate a First Aid Station at all four (4) Events. The First-Aid station will be located in the center of the Park near entrance of the Tom Lee Park parking lot. The station will be housed in a tent structure bearing signage and flying a Red Cross flag as identification. Additional EMS equipment will be housed near communications trailer for emergency purposes. Communications Festival site radio communication will include the use of portable hand-held two-way radios that will communicate with one another as well as base stations located in Communications and the Command Post. The system will include hardware and services necessary to operate a wide- area radio communications network to cover the primary Festival area. As a general rule, hand- held portable two-way radios will be assigned to the following:
Peer Group Security Supervisors Emergency Medical Technicians State and Local Agency Representatives Memphis in May Staff Volunteer Committee Chairpersons
Spare batteries and chargers are located in the Command Post Trailer. Spare batteries should be carried by all personnel. Personnel should routinely rotate their batteries to ensure all batteries are adequately charged for daily use.
Equipment and Supplies
As well as equipment and supplies to be used in the course of a normal Event Day, Memphis in May will provide additional resources that may be called upon in the cases of security concerns and/or emergencies. A list of supplies, quantities and location can be found at Annex E – Festival Emergency Supplies List.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 39 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 PART V MEDICAL PLAN
First Aid For Beale Street Music Festival, World Championship Barbecue Cooking Contest, and Great American River Run / 901 Fest there will be (3) Designated First Aid Stations located near Pole 3 at the North end of the Park, Pole 10.5 street side, and Pole 12 water side. These locations will serve Patrons who have non-life threatening injuries or concerns. The First Aid location will be constantly manned for Patrons who walk up and require medical attention. The station will be housed in tent structures bearing signage and flying a Red Cross flag as identification. In addition to the First Aid tent, other Emergency Medical Services will be present at each of the Festivals should serious medical situations arise. Their operation will be addressed later in the Security Operations Plan. Medical Response In case of injury to any party, the scope of injury must first be assessed. If the injury is such that the party is unable to safely transport themselves to one of the First Aid locations, a call should be placed to Communications. The person making the call will identify themselves and give the exact location of the injured party, and the extent of the injury. Use pole numbers on Riverside Drive to help identify location in park. The nearest Security Staff should be notified and effort should be made to keep the area around the injured party uncluttered, as well as maintaining a clear access route for responding Emergency Medical Services. If the injury is serious, care should be taken by the event personnel to make the person as comfortable as possible without moving the injured party. All are to remain calm. After EMS has responded and are in control of the situation, an inspection should be made of the site for contributing factors to the injury that may need to be addressed or corrected. An Incident Report should be filled out by the Security Supervisor containing all pertinent information and filed with the Security Coordinator. As well, a report should be filled out by EMS personnel and a copy should be given to the Director of Operations. Photos should be taken of all incidents. Medical Evacuation
Routes and Transportation.
Due to congestion caused by Patrons and structures, and the lack in many areas of acceptable road surface, most transportation within the Park is accomplished via golf cart-style vehicles. As a general rule, golf carts will be assigned to the following:
Peer Group Security Supervisors Emergency Medical Technicians State and Local Agency Representatives Memphis in May Staff and Volunteers
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 40 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Additional staging areas for road vehicles (police cars, fire trucks, ambulances, etc.) will be set up at the North end of the Park with forethought to accessible ingress and egress in case of emergency situations. A staging area for ambulances will be placed on Riverside Drive near its junction with Georgia Avenue. For cases of medical transport, the injured party may be transferred to this location via golf cart for transfer to an ambulance and subsequent progression to a medical facility. Helicopter (MEDEVAC) For emergency medical evacuation or if supplies, equipment or personnel need to be quickly brought to the Park, a Helicopter Landing Site (HLS) is designated on Riverside Drive between the streets of Georgia and Carolina Avenue. The protocol for utilization of emergency evacuation is:
At the decision of the Emergency Coordinator in assessing an incident or situation, the directive will be given that the Hospital “Wing” is to be called.
The Emergency Coordinator will contact the Wing for confirmation and will notify Security Dispatch, Communications and the Director of Operations with an assessed time of arrival.
Security Dispatch will inform the Gate Supervisor at the South Gate of Tom Lee Park, located at Georgia Avenue immediately adjacent to the Helicopter Landing Site. The Gate Supervisor will manage the clearing and containment of the proscribed area of landing, curb to curb, by use of stanchions and rope placed at this location for the duration of the Festival for such use. The Gate Supervisor will maintain security presence surrounding the area until the arrival and subsequent departure of the Wing. It may be necessary in the judgment of the Security Coordinator to dispatch security from other nearby locations to aid in securing the Landing Site or in maintaining Gate positions abandoned by security personnel managing the Landing Site.
The routes for arrival at the Landing Site from Tom Lee Park include:
The Emergency Access Lane as described above. There will be six (6) openings in the median fence line in the middle of Riverside Dr. separating the Emergency Access Lane from the public area, large enough to accommodate emergency golf cart traffic.
Along the sidewalk bordering the bank of the Mississippi River to the West of the Park; for the Beale Street Music Festival, this route is secured from the public by fencing.
Upon departure of the Wing from the Landing Site, the Gate Supervisor will give an “All Clear” communication to the Emergency Coordinator and reopen the Landing Site to pedestrian traffic by removal of the stanchions and rope. Should it be necessary the Emergency Coordinator may instruct the Gate Supervisor to maintain the Landing Site until the decision is made to no longer do so.
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Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 42 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 PART VI FESTIVAL EMERGENCY RESPONSE & MANAGEMENT
Overview The purpose of this Emergency Response and Evacuation Plan for Memphis in May is to establish general protocols for crowd management, as well as safe, orderly evacuation of all or part of the Park should that become necessary. In addition, it lays the groundwork for immediate notification of local law enforcement or fire services agencies in the event of any dangerous situation threatening the health or safety of significant numbers of festival attendees. In such an event, the plan will provide for a cooperative, orderly transition from control of the crowd by the Festival Security Staff to that of local public safety agencies. The steps of this plan and steps to be taken for various emergencies will be discussed with security and emergency service personnel who will be responsible for providing such services. As well, pertinent Memphis in May staff, Board Members and Chairpersons of integral volunteer committees that may be called on to provide aid, will have been informed of their roles in given emergency situations Emergency Management Team (EMT) The Emergency Management Team is created under the authority of Memphis in May International Festival, City of Memphis Police Department, City of Memphis Fire Department, and Office of Preparedness Department of Homeland Security . The Emergency Management Team will be available to respond to large-scale emergencies or crisis situations. The Emergency Management Team for the 2017 Festival will consist of the following individuals:
Memphis in May President & CEO, James L. Holt Memphis in May Director of Operations, Floyd G. Benson Security Coordinator, Rufus Organ MPD Coordinator, Lieutenant Felipe Boyce EMS Consequence Management, Andrew Heart Weather Coordinator, Erik Proseus Office of Preparedness, Mike Brazzell SCSO, Representative onsite
The Emergency Management Team will convene when assembled in the Communications Trailer located in the Production Compound at the South end of the Park. If the Communications Trailer is not available due to an emergency situation or evacuation of the Park, an alternate location for assembly of the Emergency Management Team will be conveyed to Team members through all means of communication. The Emergency Coordinator will inform the members of the Emergency Management Team where to assemble.
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Overview
Some situations will require special protocols (Emergency Response Procedures [ERP]) that will be briefed to all necessary personnel to ensure that clear and direct procedures will be followed to resolve the situation. The initial response to most incidents in the Park will be by on-site Security Staff under the direction of the Security Management Team. The Emergency Response Plan, including the Evacuation Plan, details the protocols to be utilized for a variety of emergencies. These emergencies include, Festival systems failure, industrial accidents, medical emergencies, natural disasters, terrorist threat and crowd control issues.
1st Response
The initial response (1st response) to any incident in the Park will typically be conducted by on- site Festival Security Staff. The Security Staff will have primary responsibility for the management of crowd movements and activities as well as preventing activities from posing a disruption to Patrons. Moreover, the festival security staff will be responsible for identifying any hazardous condition that may pose a threat to a substantial number of Festival Patrons. Should such an activity or condition exist, it will be the responsibility of the Emergency Coordinator to notify the concerned local public safety agencies and assist them in mitigating the threat or evacuating all or part of the Park. Festival Emergency Response Procedures The following are the list of ERPs for MIM Festivals: (1) Altercations (2) Fights (3) Demonstrations (4) Severe Weather (5) Active Shooter (6) Bomb or Terrorist Threat (7) Fire (8) HAZMAT / Industrial Accident (9) Public Disorder / Uncontrollable Crowd Behavior (10) Suspicious Item / Credible IED
Altercations
An “Altercation” is a verbal fight, noisy argument or heated disagreement. Altercations between two parties sometimes turn physical (escalate into a “Fight”) and so should be prevented and contained whenever possible. It is possible for two or more parties to be involved in an altercation
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 44 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 that is resolved peacefully and/or amicably with no further involvement from security necessary. When the Altercation turns physical and escalates into a Fight, further action must be taken including, but not limited to, ejection of all involved parties or arrest by law enforcement officials; this will be discussed below. If it appears an Altercation may take place between two parties, all staff or volunteers, and even Security Staff, should place an immediate call to Communications for aid. Problematic individuals will be asked to comply with Festival policy; if they do not cooperate or comply, action may be necessary by a Security Supervisor or Police officer to eject them from the Park – the ejection policy is outlined below.
Fights
If a Fight occurs, a call must be made immediately by any observant staff, volunteer or Security personnel to Communications. No event personnel should ever get physically involved in fighting among Patrons. The only time this is acceptable is in self-defense if attacked and only the reasonable force necessary to defend oneself should be used. The force necessary to restrain or break up a Fight should be used if it is apparent that that the Fight will adversely affect others within the area. Any individual involved in a Fight will be ejected from the Festival using protocols outlined in the Ejection Policy. The individual(s) will be contained by and/or surrendered to Police for ejection and possible arrest. A full report will be taken concerning the Incident by the Security personnel or Supervisor who observed the situation, and will subsequently be submitted as an Incident Report. As well, should an arrest be made, a copy of the Police Arrest Ticket should be given to the Director of Operations.
Demonstrations
Due to the political and communal stature of Memphis in May International Festival, it is possible that parties or entities would choose the Festivals to demonstrate against or proclaim for a political or ideological viewpoint. Should a request for a demonstration be placed with the City of Memphis (as per Memphis Code of Ordinances, Sec. 21-28) or it become evident that a protest or “March” is to take place, certain procedures must be followed to ensure a peaceful demonstration for all parties. Per Memphis Code, Sec. 21-28, an area may be set aside for the ability of demonstrators to actively voice their viewpoint. For a demonstration involving more than 10 participants, the protest or “March” will be directed down Beale Street and north on Riverside Drive to Union Avenue. The demonstration or march will be required to continue movement from Beale Street up Riverside Drive and will be directed to one side of the road so as not to impede pedestrian traffic entering the Park. Should it be known prior to the festival that a demonstration involving more than 100 participants could occur, a special meeting will be called with Memphis in May and the Memphis Police Department to discuss necessary protocol and parameters. Persons who maliciously injure themselves or another, or assault a member of the staff, volunteers or security will be delivered to on-site Police for appropriate enforcement action. In some cases, it may become necessary to eject individuals other than Patrons. In such cases, all Festival credentials should be confiscated by, and only by, a Security Supervisor or Police Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 45 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 officer. Approval from the Director of Operations must be obtained before any credentialed personnel are ejected from the Park. Credentials should be returned to the Security Coordinator with details of the ejection. In all cases of ejection, the Command Post must be appraised of the situation and an Incident Report must be filled out.
Severe Weather
Overview Weather and environmental conditions must be considered in order to remain committed to the duty of reasonable care and custody of the Patrons, as well as staff, volunteers and vendors of the Festival. The safety, well-being, and health of those attending, participating in or working at the Festivals is always the primary issue when considering weather conditions and their impact on the Festival. The weather coordinator will be responsible for monitoring the current and future weather patterns during Event Days. All Festivals associated with Memphis in May are to be held rain or shine. That is, there will be no refunds or rain-checks given should the Festivals continue as regularly scheduled through adverse weather conditions or should cancellation be necessary. Should a Festival or a day of a Festival be cancelled or postponed due to inclement weather, refunds will not be given for any individuals holding pre-purchased tickets. Terminology It is important to clearly define the potential types of inclement weather as different conditions require different responses. As well, decision-making entities may differ depending on the weather-related risk. All Watches and Warnings listed below are issued by the National Weather Service, except the Festival Weather Advisory which is issued by the Weather Coordinator.
Thunderstorm
Rain accompanied by lightning. Thunderstorms are capable of producing moderate and/or gusty wind and localized heavy rainfall. In the spring and summer, thunderstorms are frequently preceded a shift or increase in the wind along with moderate to strong gusts.
Severe Thunderstorm
Thunderstorms that could produce wind of 58 mph or higher, hail 1” in diameter or larger, and occasionally a tornado. Very heavy rain in a short period of time is also likely, as are gusty and shifting wind.
Severe Thunderstorm Watch
Issued when CONDITIONS ARE FAVORABLE for the development of severe thunderstorms that could produce high wind or large hail, typically within the next 4-8 hours. Rarely, a tornado may also occur in a Severe Thunderstorm Watch area. Watch issuance does NOT mean that severe thunderstorms are occurring, or even imminent, but weather conditions should be monitored closely.
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Issued when a severe thunderstorm that is capable of producing high wind or large hail is SIGHTED or DETECTED BY RADAR. The warned area has a high risk of being impacted by a severe thunderstorm, typically within the next 15-45 minutes. [Efforts should be made to quickly find shelter.
Tornado Watch
Issued when CONDITIONS ARE FAVORABLE for the development of severe thunderstorms that could produce tornadoes, in addition to high wind and large hail, typically within the next 4- 8 hours. Watch issuance does NOT mean that severe thunderstorms are occurring, or even imminent, but weather conditions should be monitored closely.
Tornado Warning
Issued when a severe thunderstorm that is capable of producing tornadoes is DETECTED BY RADAR or a funnel cloud or tornado has been SIGHTED. The warned area has an elevated risk of being impacted by a tornadic thunderstorm, typically within the next 15-45 minutes. [Efforts should be made to quickly find suitable shelter.]
Flash Flood Watch
Issued when heavy rain, which may produce flash flooding due to runoff or inundation of drainage systems, is POSSIBLE.
Flash Flood Warning
Issued when heavy rain that could produce flash flooding is OCCURRING or IMMINENT.
Flood Warning
Issued when a flood is IMMINENT or OCCURRING along the Mississippi River, due to excessive rainfall or snowmelt in the river basin upstream. A Flood Warning is often issued several days before river flooding takes place based on a forecast crest of the river over flood stage. The Warning provides information regarding the degree of flooding, including magnitude, timing, and expected impacts.
Festival Weather Advisory
Issued by the Weather Coordinator when a weather conditions are expected that will pose a hazard to Festival operations, but are sub-severe by the definition of the National Weather Service. Weather Advisories will describe the type of weather expected, its magnitude, and expected impacts to the Festival. Weather Advisories can be issued for, but may not be limited to, the following conditions:
Moderate or heavy rain. Sustained wind or wind gusts that exceed 20mph, whether in association with thunderstorms or not. Lightning within 20 miles of the Park.
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Directive
The Weather Coordinator will be responsible for monitoring conditions and immediately relaying meteorological hazards and their expected impacts to the Festival, including but not limited to any of the above watches and warnings, to the Director of Operations. Dependent upon the extent of the impact of the forecast weather, the Director of Operations may choose to inform and assemble the Emergency Management Team in whole or in part to make decisions concerning the welfare of the Festival. In the cases of all Watches, the Producers of the Festival will have final decision in whether an evacuation of the Park is an alternative relevant to the factors involved. The Producers of the Festival may, at their own discretion, turn the decision-making ability, on a case-by-case situation, over to the Emergency Management Team or to an applicable local or state agency. In the case of a Flash Flood Warning, Severe Thunderstorm Warning or Tornado Warning, the Emergency Management Team will assemble, assess the potential impact the festival, and if deemed prudent prepare for an immediate evacuation of the Park. Evacuation procedures will be discussed in the Evacuation Plan section. In the case of a Flood Warning, the Emergency Management Team will assemble to look at all possible options concerning continuance or postponement of the Festival. After due consideration has been given to the expected impact of the flood and the time frame allowed, a decision will be made for either continuance, postponement, or cancellation of an Event Day, with a mandated evacuation of the Park as a final option.
Active Shooter
An “Active Shooter is an individual engaged in killing or attempting to kill people in a confined or populated area. In most cases, active shooters use firearms and there is no method to their selection of victims. 1.) Remain Calm. Always be aware of your environment, escape routes, and possible safe areas. 2.) If you are able to escape, do so quickly. 3.) If you are unable to flee the area, secure yourself and others in a safe area. 4.) Utilize cover whenever possible, any barrier that could stop a bullet. 5.) R.H.F – Run, Hide, Fight only as a last resort. 6.) Remain in hiding until an All Clear is given by Law Enforcement.
Bomb or Terrorist Threat
All administrative festival staff, particularly those manning phones, shall be instructed that should they receive any information concerning a bomb threat, they will obtain as much specific information as possible from the source, including any possible information concerning the identification of the person making the threat. Information that should be obtained is included in Annex G – Bomb Threat Check List.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 48 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 What exactly is the threat 1. If the threat is a bomb, is there a time element 2. Where is the location of the bomb 3. What kind of bomb is it If possible additional information should be obtained if available: 4. What is the name of the caller 5. What is the phone number of the caller 6. What is the name of the suspect 7. What is the description of the suspect (appearance, clothing, etc.) When a threat is received, the person receiving the call will write down all information received from the threat. If there is time and the person relaying the threat is willing, the person receiving the call will confirm the information concerning the threat. The person receiving the call will then contact BY LAND LINE the following entities, in the following order; should the caller not be able to contact the first entity, they should immediately call the next until they make contact: 1st Command Post - Police 2nd Memphis Police IN THE PARK 3rd Director of Operations Police dispatch in the Command Post, upon receiving the threat information, will broadcast a code phrase identifying the threat to all Police personnel in the Park. Officers will then proceed to pre-assigned positions in the Park. As well the code information will be broadcast to all Security Supervisors from the Security Coordinator. If the person relaying the threat has provided a specific location, Security Supervisors will be asked to check that area with their assigned Security Staff for suspicious packages or materials. If something is located, they will inform the Command Post that they “Require Police Assistance” and attempt to evacuate the location as discretely as possible. If a discovered article appears to present a genuine threat, Memphis Police will proceed to secure the area and the Memphis Police Department Bomb Squad will be contacted. Security Staff will, at the request of the Memphis Police, assist in securing the area or will be asked to aid in the evacuation of festival attendees. During a Bomb or Terrorist threat, all Police officers will maintain high visibility at all times. The Command Post will serve as the point of contact and liaison for the Police and will convey requests or instructions from the Police to the Festival Producers and the Security Staff. Once information regarding a Bomb or Terrorist Threat has been brought to the attention of the Emergency Coordinator, he will notify and assemble the Emergency Management Team. The festival staff will cooperate fully with the Police and will perform searches or evacuate areas as requested or directed. In the event of an actual terrorist attack, the Federal Bureau of Investigation (FBI) will be notified by the Command Post. By the provisions of Presidential Decision Directive 95-39, the FBI will
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 49 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 become the lead law enforcement agency and they will proceed in accordance with protocols they have established with local and state government agencies.
Fire or Industrial Accident
At the first sign of any chemical spill, structural collapse or significant fire, all Security Staff, festival staff or volunteers will notify Communications who will in turn notify the Command Post. The Emergency Coordinator in conjunction with the Director of Operations will designate the Level of Threat and inform the Memphis Fire Department and Emergency Medical Services. As information becomes available, the Emergency Coordinator will keep the Memphis Police and Fire Departments apprised of the status of the situation. If the Level of Threat demands it, the Emergency Coordinator will convene part of all of the Emergency Management Team. If the Police or Fire Departments determine that they will respond to the scene, the Command Post will advise them on the precise location, number or individuals involved and the most feasible route to take to the scene. Security Supervisors and Staff with posts in the vicinity of the accident or fire will establish a large perimeter around the source of the problem in order to keep onlookers at a safe distance, to make room for rescue workers and to aid the ingress and egress of emergency vehicles. Security Staff will remain on the scene to help maintain the perimeter and assist in directing emergency vehicles into and out of the scene. If the Memphis Fire Department or any other agency chooses to set up a decontamination operation, the Security Staff will assist in maintaining order around the site, unless otherwise directed to evacuate the area. Once the Memphis Fire Department has arrived at the scene of the fire or industrial accident, they will assume command of the situation and will relay this to the Command Post to verify their arrival. At that time, directive for the resolution of the situation will come from the Memphis Fire Department.
Public Disorder / Uncontrollable Crowd Behavior
At the first sign of an excessive crowd disturbance or a dangerous overcrowding situation, security personnel in the area will notify their Supervisor, who in turn will advise the Security Coordinator at the Command Post. The Command Post may choose to dispatch a security team to assess the situation and will continue to closely monitor the situation via reports from Security Staff, Supervisors and Police officers in the area. Established by credible information, the Emergency Coordinator or Director of Operations may choose to request Police assistance based upon their judgment. Security Staff with posts in the vicinity of the disturbance will establish a perimeter around the source of the problem in order to keep others from joining in or aggravating an overcrowded area, or to keep those involved in misconduct or criminal behavior from leaving until the situation is stabilized. A security team, so designated by the Emergency Coordinator or Security Coordinator, may enter the perimeter and attempt to restore calm either by removing agitators, resolving the conflict at hand, managing the crowding issue, or dispelling false rumors that often cause such disturbances. Security Supervisors and Staff will be cautious not to exceed their authority as civilian security personnel. While they are dealing directly with the situation, they will be under the command of the Security Coordinator. Once Memphis Police officers arrive on the scene, they will assume
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 50 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 command of the situation and the Security Staff will render whatever assistance they can legally provide, as directed by the Memphis Police. Upon arrival, Memphis Police will relay this to the Command Post to verify their control of the location. At that time, directive for the resolution of the situation will come from Memphis Police. Once a disturbance has been quelled, the Security Staff will circulate among onlookers who have formed and work to pursue them to return to their normal activities. Thereafter, Security Staff will closely monitor the area to ensure there is no resurgence of the problem. Evacuation Plan While it would be rare that there would be an event of such magnitude that it would require an evacuation of the entire Park, it is necessary to have a plan in place to do so in a safe, orderly and efficient manner. The basic premise upon which the plan is built is that all security personnel would work to calm and reassure the crowd and take whatever actions are possible to prevent panic and injury. Prior to the start of Memphis in May, the evacuation plan will be reviewed with security personnel and all appropriate local and state agencies, all of whom will be assigned specific tasks and locations to control in the event of an evacuation of the Park.
Exits
Prior to the start of each day’s entertainment or competition, an announcement will be made over the public address system and/or stage audio, explaining the exits from the Park. Similar announcements may be made throughout the day to enforce the information and to expose it to newly admitted Patrons. Regular Event Day exits are: . The North Gate on Riverside Drive . The South Gate on Riverside Drive . The Bluff Gates, up the staircases to the top of the Bluff at the East end of the Park Additionally, in the case of a large partial or complete evacuation of the Park, the following will be utilized as Emergency Exits:
Any unopened gate(s) accessing a staircase(s) leading up to the top of the Bluff. Gates within the fencing in the median would be opened and public access would be given to the Emergency Access Lane (northbound lanes of Riverside Drive) for Patrons exiting both North and South. Restricted Access Gates would be opened to allow Patron to follow the sidewalk path up the hill on the south end, past the Transportation Compound and out of Ashburn-Coppock Park.
Any or all of these Emergency Exits may be utilized to facilitate a mass exodus of Patrons. The Emergency Coordinator will decide which, if any, Emergency Exits to utilize and the Command Post will inform the relevant security staff to make possible the necessary steps to open these exits.
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Absent an evacuation order by the Memphis Police, the Memphis Fire Department or other governmental authority of competent jurisdiction, only the Festival Producers in discussion with the Emergency Management Team have the authority to order an evacuation of part of, or the entire Park. The official notification for an evacuation will come from Jim Holt and Floyd Benson collectively. The Festival Producers and staff will comply with any lawful order to evacuate, and should that occur, the festival staff will assist in conducting a safe, orderly departure of the affected persons. As a general rule, due to the large amount of valuable, personal property tended by competitors in the World Championship Barbecue Cooking Contest, in some circumstances while it may be highly recommended to evacuate, provisions may be made. Particularly in the case of an evacuation due to inclement weather, notification may be made to all competitors that it is “highly recommended by the Producers of Memphis in May,” that the Park should be cleared. After all such effort has been made to adequately inform everyone of the situation, should persons wish to remain and safeguard their personal property, they will not be physically forced to evacuate.
Alert Notification
Should an appropriate order to evacuate be issued, the Command Post will immediately notify all security and personnel to revert to their assignments for peak outbound traffic. The state and local law enforcement, as well as traffic and transportation entities will be notified by the Command Post to expect “Peak Outbound Traffic Immediately.” After informing all security and Police entities, the Command Post will inform the appropriate personnel for each festival: Beale Street Music Festival . Each Stage Manager for all four (4) Stages . Chair for Communications Committee . Chair for Transportation Committee World Championship Barbecue Cooking Contest . Stage Manager for Center Stage . Chair for Communications Committee . Chairperson for Transportation Committee . Chairperson for Barbecue Committee GARR / 901 Fest . Each Stage Manager for all four (4) Stages . Chairperson for Communications Committee . Chairperson for Transportation Committee
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 52 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Prior to making the announcement that the Park is to be evacuated, the public address (PA) system and/or entertainment sound systems will repeat the announcements explaining the locations of the exits from the Park. After a delay of no more than ten (10) minutes during which time the festival security and staff will be rapidly preparing for outbound traffic, general announcements will then provide the details of the procedures for evacuating the Park and, if applicable, for regrouping for further instructions. The announcements will advise the crowd to proceed cautiously to exit the Park. Bullhorns will be used in addition to existing sound systems for evacuation announcements.. The Security Staff that remains in the Park and adjacent areas will advise the Patrons that the evacuation is for their own safety and that they must leave immediately. Police officers will convene as directed by the Command Post and proceed to sweep the Park following protocol used at the end of a normal Event Day. Police will, as a rule, utilize vehicles to aid in sweeping the Park, with officers on foot assisting to direct Patrons to the closest exit.
Outbound Traffic
Security personnel who do not have outbound traffic assignments will, to the greatest extent possible, form cordons to guide outbound Patrons to the Park exits. Those with traffic assignments will expeditiously guide traffic away from the Park, being particularly alert for stalled, stationary or abandoned vehicles blocking traffic. Any such vehicles should be immediately reported to the Command Post who will make all possible attempts to have the vehicle towed off the roadway. Should it be necessary, Memphis Fire and/or Memphis Police Departments have the authority to conscript vehicles from the Memphis Area Transit Authority (MATA) including buses and trolleys, to aid in the quick and efficient transfer of Patrons away from the Park. The Emergency Coordinator may request such assistance from the MFD or MPD, should the need arise. Specific personnel along with an adequate number of multi-passenger Golf Cars will be assigned to immediately proceed to assigned ADA seating platforms upon reception of the evacuation directive from the Command Post. These Handicapped Evacuation Teams will escort disabled persons in need of transport to the Handicapped Parking area on Riverside Drive to the North of the Park. Should they not have adequate space for the number of disabled Patrons at their assigned locations, the Handicapped Evacuation Team will contact Communications and relay information consisting of the specific number of individuals remaining in need of transport. The Command Post will re-assign Golf Cars not used at that time or make other arrangements to safely evacuate the remaining Patrons.
Evacuation Assembly Points
Once the Park has been sufficiently cleared, security personnel will be dispatched to any pre- arranged off-site assembly points. These locations are dependent upon the reason for the evacuation notice: Natural Disaster or other need for Shelter: Should the emergency necessitate the need for Patrons to seek cover in addition to leaving the Park, evacuees will be allowed to proceed out of the confines of the Park to various locales including parking structures associated with MLG&W and Waterford Place.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 53 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Temporary Evacuation with Re-entry: If the emergency should only necessitate a partial evacuation, or if the intent of the evacuation is only temporary (such as a bomb threat that turns out to be a hoax), plans will be made to re-enter personnel after all danger has passed. Patrons will be directed to the closest open area, including city streets and parking lots, which will safely hold the appropriate number of Patrons to await word on timing for re-entry. Re-entry procedures will follow the normal protocol for re- entry into the Festival (for Beale Street Music Festival) with only those with valid ticket- stubs or hand-stamps allowed to re-enter the Park once an “all-clear” has been verified. Evacuation and Cancellation: Should the emergency require the cancellation of the day’s programming for the Festival, no pre-arranged location is necessary for re- assembly of Patrons. Should a staging area be required for injured parties that need to be evacuated, EMS and Memphis Fire Department officials will initially utilize Fire Headquarters on Riverside Drive for this purpose. If more space is needed, Emergency Management Agency officials will make decisions on any additional evacuation locations and notify the Command Post of any determination. Security personnel and/or festival staff will provide those gathered in any re-grouping location with current information regarding the situation. In addition, without exposing themselves to danger, they will assess the status of the group as to any injuries, contamination or other problems, and relate that information to EMS personnel and to the Command Post. The Command Post will relate all pertinent information to the appropriate public safety agencies for action. Notification and Reporting It is vitally important that in instances of injury, detainment or expulsion of a Patron or damage or theft of property, thorough documentation should be taken concerning what happened and the causes behind the occurrence. Some important elements of this include the Incident Report and preserving any evidence through protection or photography.
Incident Report
A Security Incident Report will be utilized to report basic facts and information on incidents that come to the attention of security personnel working the event. It must be completed whenever anyone is injured, ejected from the Festival, detained for possible arrest by the Police, when property is damaged or stolen, or when there is a miscellaneous incident that should logically be reported to the Security Coordinator or Memphis in May. If there is information that is not available for the report because someone refuses to provide it, or the involved parties are not available at the time the report is prepared, it should be prepared in any case with whatever information is available. All incident reports completed by Security Staff should be submitted to a Security Supervisor who will review them for accuracy and then submit them to the Security Coordinator prior to the end of the Event Day in which the report was prepared. A copy of all Incident Reports shall be given to the Director of Operations and to the VP of Finance/CFO for Memphis in May at the end of the Event Day in which the reports were prepared. No other copies of the Incident Reports will be made or released without the approval of Director of Operations.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 54 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Report Procedures
Reporting Agent: The Report Agent is the person (usually a member of the Security Staff) who is filling out the Incident Report. All of the Blocks in this area should be known and filled in. Individual: The Individual is the person(s) involved in the incident. In the case of an accident, it is the party who was injured. In the case of an ejection or a crime, it is the person involved or accused. In the case of a fight, attack or other situation with multiple persons involved, be they injured, ejected or accused, each individual’s information should be taken in the appropriate section. The “Category” listed under Individual should be explained by “Injured Party”, “Attacker”, “Fighting”, “Ejected”, etc. If the individual should not provide identification or is unable and/or refuses to provide such information, the Report Taker should fill in the information that is obvious such as race, gender and approximate age. If the person is turned over to the Police, the Report Taker should obtain the individual’s name and information from the Police before turning in the Incident Report. Injury: Descriptions of any injuries to persons should be brief and based upon statements given by Medical Services personnel, not conjecture. Narrative of the cause of the injury should include statements taken from the injured party as well as visual corroboration of the Reporting Agent. Corrective action that may be taken to prevent additional injury by other persons should be noted. Property: Should property be damaged or reported stolen or missing, this section should be filled out with all pertinent information. If the property in question is a vehicle, additional information under the sub-heading “Vehicle” should be filled in as fully as possible. Incident Narrative: The description of the Incident should be brief and to the point. It should clearly answer the basic questions “Who,” “What,” “When,” and “Where.” For example, “The security guard observed the suspect selling drugs next to the water-side fence line” or “The victim was knocked down by a crowd surging toward the South Stage and he suffered an apparent broken arm from the fall. He was transported to the hospital by EMS.” If more space is needed to complete the necessary information, or if a sketch or drawing is appropriate, extra sheets of paper can be attached to the Incident Report.
Photography
Some Incidents, particularly those involving property damage, require photographic documentation. Instant cameras are available for any necessary situation needing photographic records. As a general rule, Security Supervisors within certain zones will be able to acquire cameras for this purpose. Cameras will be available if needed and will be located at the Command Post and/or the Operations Trailer in the Production Compound located in the center of the Park, and in the Finance Trailer in the Administration Compound located in the north end of the Park.
Evidence
Should an apparent crime have been committed, or in the cases of serious injuries or death, it is important to protect as much of the surrounding area as possible. If the Incident constitutes a crime, the Police may wish to further collect evidence and designate the area as a crime scene. If there is any question regarding this, the Festival personnel (usually a Security Staff member) should receive directive from the Command Post as to how to proceed.
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Media Management Plan and Public Communications In the event of a need to activate crisis communication, the following outlines the Memphis in May International Festival crisis communication plan.
Crisis Communications Team A small team of senior executives have been identified to serve as Memphis in May International Festival Crisis Communications Team. The team will be led by the President & CEO, with the festival’s top public relations executive as his chief adviser.
President & CEO – James L. Holt Executive Vice President & CEO – Mack Weaver Director of Marketing & Festival spokesperson – Robert Griffin Director of Operations – Floyd Benson
At some times during a crisis, a natural conflict arises between the recommendations of the organization's legal counsel and those of the public relations counsel. While it may be legally prudent to say nothing, this kind of reaction can be potentially damaging to the Festival. It is important that the Memphis in May International Festival legal advisors are aware of this fact and are working in close cooperation with public relations counsel.
Identified Spokespersons Spokespersons are needed for media communications, and all other forms of communications, internal and external, including on-camera, at a public meeting, at employee meetings, Board of Directors meeting, meeting of public officials, etc. The CEO and Chairman of the Board are included as spokespersons, but are not necessarily the primary media spokespersons. The following identifies the authorized spokespersons for Memphis in May and outlines the responsibilities and the appropriate spokesperson for a particular situation: Spokespersons:
James L. Holt, President & CEO Bobbi Gillis – Chairman of the Board Robert Griffin, Director of Marketing – Chief spokesperson
a. All external public information (traditional media, social media and public relations such as press releases or statements) – 1. The Director of Marketing is the primary media spokesperson and may make the determination in conjunction with the CEO should the CEO need to serve as spokesperson. 2. The Director of Marketing with approval from the CEO when possible will draft all written statements to be disseminated to traditional media and social media. The social media coordinator will post all social media statements as approved.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 56 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 3. Depending on the nature of the crisis and the need or ability to host a press briefing, the information will be disseminated through regular press briefings. Should the crisis management involve Law Enforcement control or assistance, press briefings will be scheduled in cooperation with the Communications Officer in the appropriate agency. b. All internal communication (to government, public officials, stakeholders, board, employees, etc) – 1. The President & CEO is the primary spokesperson for all internal communication and may, at his discretion, appoint another member of the Communication Team to direct communication to specific groups or sub-groups. 2. The CEO will determine with public relations and legal counsel if necessary if the communication is to be written or spoken. 3. In the absence of the president & CEO, the Director of Marketing will be the primary spokesperson for all internal communication and may appoint another member of the communications team to specific groups or sub-groups.
Spokesperson Training
All stakeholders, both internal and external, are just as capable of misunderstanding or misinterpreting information as the media. To minimize the chance of that happening spokesperson training is included in this plan.
Spokesperson training will consist of preparatory remarks and copy points so that team members are prepared and ready to respond in a way that optimizes the response of all stakeholders.
Memphis in May Stakeholders
The following stakeholders are key to extending the message to the general public. While there is some “order” to the notification system, persons deemed in harm’s way will be notified first regardless of the order.
Employees: Will be notified of any crisis by the President & CEO. In his absence notification will come from the Executive VP or other organization VP’s as appropriate. With a small staff (14), it is essential that all employees get the same message with clear understanding.
Patrons/Guests: Should a crisis occur within the event, guests/patrons will be notified immediately based upon the Memphis in May Safety & Security Management Plan.
Board of Directors: Will be notified of any crisis by the President & CEO generally in a written statement that will be emailed to the addresses provided by members.
Volunteers: The largest single group of stakeholders are also the most difficult to reach effectively. While this group is only largely active during the month of May, they are vital to the crisis communication management during that month. This intensifies the need to develop a mass text messaging program, followed up by a chain of command approach
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 57 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 to communications. Committee leadership should first be informed of the crisis, either by the President and CEO, or his designee who may not be a member of the communications team such as the volunteer coordinator. Once leadership is informed, they will be required to pass accurate messages to their committee members.
Sponsors: Sponsors who are active within the event facing the crisis will be notified by the Director of Sponsorships with a prepared statement, approved by finance, with regard to continued participation in the particular event. In the event of a crisis that could cause cancellation of an event, Memphis in May will communicate appropriate information that is included in binding contracts with each sponsor.
Vendors: Vendors who are active within the event facing the crisis will be notified by the contractor with a prepared statement, approved by finance, with regard to continued participation in the particular event. In the event of a crisis that could cause cancellation of an event, Memphis in May will communicate appropriate information that is included in binding contracts with each vendor.
Media: Will be notified by the media director (EVP) or media coordinator, A holding statement (see next point) may be quickly issued while the communication team determines the appropriate message. The media is the source of mass public information, whether it is social media or traditional media. It must quickly be determined if a written statement, or a press briefing is necessary. Media should be kept removed from the crisis area until such a strategy is determined. If a crisis occurs in Tom Lee Park while media is present, they should be evacuated from the park as a patron would.
Holding Statements While full message development must await the outbreak of an actual crisis, "holding statements" — messages designed for use immediately after a crisis breaks — are developed in advance to be used for a wide variety of scenarios to which Memphis in May is perceived to be vulnerable.
The following are acceptable Holding Statements which may be used in external (including social media) communications depending on its appropriateness to the crisis:
1. "We have implemented our crisis response plan, which places the highest priority on the health and safety of our guests, volunteers and staff." 2. "Our hearts and minds are with those who are in (harm's way)(injured)(affected), and we hope that they are well." 3. "We will be supplying additional information when it is available and posting it on our website." 4. The (appropriate law enforcement agency) is in charge of investigating this incident and news of the investigation will come from the (law enforcement agency).
The Crisis Communications Team will regularly review holding statements to determine if they require revision and/or whether statements for other scenarios should be developed.
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Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 59 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex B – Prohibited Items List For the safety and enjoyment of all of our patrons, the following items are prohibited for each event:
BEALE STREET MUSIC FESTIVAL
Backpacks larger than 12” x 12” Food or beverages of any kind (including alcoholic beverages) Weapons of any kind Glass bottles Bicycles, rollerblades, skates, skateboards, scooters, etc. Drones Selfie Sticks Coolers or other containers Laser pointers Lawn Chairs Oversized umbrellas Cameras Audio / Video recording equipment Pets (except service animals) Water guns Strollers Thrown objects (baseballs, Frisbees, beach balls, footballs, etc.) Musical instruments
WORLD CHAMPIONSHIP BARBECUE COOKING CONTEST
Food or beverages of any kind (including alcoholic beverages) Weapons of any kind Glass bottles Bicycles, rollerblades, skates, skateboards, scooters, etc. Drones Selfie Sticks Coolers or other containers Laser pointers Lawn Chairs Oversized umbrellas Pets (except service animals) Water guns Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 60 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Strollers Thrown objects (baseballs, Frisbees, beach balls, footballs, etc.) Musical instruments
901 FEST / GREAT AMERICAN RIVER RUN
Food or beverages of any kind (including alcoholic beverages) Weapons of any kind Glass bottles Bicycles, rollerblades, skates, skateboards, scooters, etc. Drones Selfie Sticks Coolers or other containers Laser pointers Lawn Chairs Oversized umbrellas Pets (except service animals) Water guns Strollers Thrown objects (baseballs, Frisbees, beach balls, footballs, etc.) Musical instruments
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Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 63 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex D – Festival Hours of Operation
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Each stage at Beale Street Music Festival, World Championship Barbecue Cooking Contest and 901Fest will be issued a box containing Emergency Equipment & Supplies. The boxes will be located in the Production office for each stage, and an additional box will be located in the Operations Trailer. Each box will contain the following:
First Aid Kit
Bullhorn
Flashlight
Batteries
Caution Tape
Duct Tape / Gaff Tape
Utility Knife
Gloves
Bungee Cords
Tarps
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 65 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex G – Bomb Threat Check List
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Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 68 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex H – Festival Incident Report
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 69 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex I – Festival Medical Incident Report
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Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 72 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex J – Severe Weather Action Plan
IMPLEMENTATION OF PLAN 1. Prior to each installation, MIM and the Stage Company (Owners) shall designate a responsible person in charge of implementing all phases of this plan. 2. A meeting shall be held with MIM representative, promoter, and Stage Company to discuss the high wind/weather action plan and other operational items. 3. The method of initiating an Event Cancellation must be outlined explicitly prior to the event allowing for immediate action if necessary. 4. A copy of the wind/weather action plan should be provided to local police or fire departments in order to help usher patrons in the event of an evacuation.
DAILY OPERATIONS PLAN 1. Check weather each morning and periodically throughout the day. A certified weather authority with local and regional weather radar will give MIM production manager constant weather updates. 2. Check tower bases daily to ensure all towers remain level and plumb. 3. Check guy wires and ballast assemblies daily to verify all lines are tensioned and ballast has not moved. 4. Stage company must provide a daily log of above checks for each installation. HIGH WIND/WEATHER ACTION PLAN 1. This high wind/weather action plan shall be in effect for the entirety of the event. The event shall be defined as starting at the initial construction of the stage Installation and ending once the stage is completely dismantled. 2. A competent responsible person from MIM or the stage company shall be present For the duration of the event to implement the high wind/weather action plan. 3. A certified weather authority with local and regional weather radar will give MIM production manager constant weather updates. 4. An anemometer shall be placed on the stage structure to monitor wind speeds. The anemometer shall be placed at the top of a tower or on an adjacent structure at a height equivalent to the height of the tower. (Within 50 yards of the structure) NO WIND/LIGHT RAIN: Show continues, tarp/cover all electrical connections (cam locks) dimmer racks & amplifiers, hang sidewalls on FOH and monitor tents. WIND UP TO 15 MPH/CONSTANT RAIN: Show continues, all qualified personnel are put on alert. Cover all exposed equipment that could get wet. Get stage & stairs as dry as possible. Periodic checks for water pooling on roof skin. Remove pooling water as needed.
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 73 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 WIND SPEEDS ARE EXPECTED TO EXCEED 15 MPH: All qualified personnel are put on alert. All backdrops and scrims are lowered. All necessary stage personnel shall be in place and put on standby. If RAIN is impacting the stage area, making the area wet and unsafe for the artists to perform, show may be postponed until weather stops. WIND EXCEEDS 30 MPH, CONSTANT RAIN AND LIGHTNING: Show is stopped. Patrons are asked to leave site. Everything is tarped or covered. All digital programs are saved and power is turned off. All personnel leave stage, FOH position and spot towers. Verbal Notification will be given by MIMIF Operation Director before the order is given for the show to be stopped. WIND EXCEEDS 40 MPH: All Video walls, screens, speaker arrays shall be lowered to deck or ground and secured. All lowering of above shall be done from the ground by means of remotely activated equipment such as motors or mechanical releases. NO PERSONNEL SHALL BE CLIMBING/RIGGING OR ON LIFTS OF ANY KIND. LOWER ROOF, IF POSSIBLE, EVACUATE IMMEDIATE AREA. WIND SPEEDS INEXCESS OF 50 MPH: All Personnel should maintain safe distance from the roof structure as collapse of the roof structure may occur. This high wind/weather plan shall be posted at a conspicuous area on site. It must be available at all times to stage operators and crew. SNOW/RAIN REMOVAL: The roof skin has not been designed to support pooled water or snow. Remove any and all such accumulations ASAP. SEISMIC LOADS: In the event of an earthquake, The event shall be suspended until such time that the roof structure has been inspected by a competent person on site. ROOF HOISTING: 1. All Ballast shall be in place prior to hoisting roof system. 2. Roof system shall not be hoisted in wind speeds greater than 15 MPH. 3. Guy wires shall be installed immediately after roof has been hoisted to trim height. MIM 2017 WEATHER ANNOUNCEMENT- To be announced at every Stage: LADIES AND GENTLEMEN MAY I HAVE YOUR UNDIVIDED ATTENTION. WE HAVE BEEN NOTIFIED THAT (SEVERE) WEATHER IS APPROACHING THE FESTIVAL SITE. TO ENSURE EVERYONE’S SAFETY, AT THIS TIME WE ARE ASKING EVERYONE TO EXIT THE FESTIVAL GROUNDS THRU THE GATES. WE DO NOT EXPECT THIS STORM TO LAST LONG. PLEASE RETAIN YOUR TICKET STUB SO THAT YOU WILL BE ABLE TO RETURN TO THE SITE FOR THE REMAINDER OF THE FESTIVAL. YOU WILL BE PROVIDED UPDATES ON A REGULAR BASIS. PLEASE FOLLOW THE DIRECTIONS OF THE MEMPHIS IN MAY SECURITY STAFF AND THE POLICE DEPARTMENT.
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Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 75 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Annex K – Festival Contact List Correct as of: May 1, 2017 Memphis in May Memphis in May International Festival, Inc. 56 South Front St Memphis, TN 38103 Phone: (901) 525-4611 Fax: (901) 525-4648
James L. Holt President & CEO Mobile: (901) 485-7160 [email protected]
Mack Weaver Executive V.P. & CFO Mobile: (901) 485-6786 [email protected]
Floyd G. Benson Director of Operations Mobile: (901) 591-5948 [email protected]
Robert Griffin Director of Marketing Mobile: (901) 485-6828 [email protected]
Agencies Cirrus Weather Solutions, LLC Erik Proseus Meteorologist 5185 Hare Creek Cove Arlington, TN 38002 Mobile: (901) 491-4777 [email protected]
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Colonel Patricia Burnett Special Services / Traffic Division Memphis Police Department 1925 Union Avenue Memphis, TN 38104 Office: (901) 636-4690 [email protected]
Lt. Colonel Eddie Bass Special Services / Traffic Division of Special Operations Memphis Police Department 1925 Union Avenue Memphis, TN 38104 Office: (901) 636-4691 Mobile: (901) 512-3152 [email protected]
Major William Freed Special Operations / Traffic / Reserves Memphis Police Department 1925 Union Avenue Memphis, TN 38104 Office: (901) 636-4014 Mobile: (901) 395-4281 [email protected]
Lieutenant Felipe Boyce Supervisor of Special Operations / Special Services Memphis Police Department 3699 Southern Avenue Memphis, TN 38111 Office: (901) 678-4168 Mobile: (901) 395-4218 [email protected]
Sgt. Rodney Askew Special Operations / Reserves Memphis Police Department 3699 Southern Avenue Memphis, TN 38111 Office: (901) 237-5754 [email protected]
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 77 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Memphis Police Department (continued)
Lieutenant Joe Smith Special Event Coordinator / Traffic Control Memphis Police Department 1925 Union Avenue Memphis, TN 38104 Office: (901) 636-4685 Mobile: (901) 508-0875 [email protected]
Chief Michael Hardy Special Operations Memphis Police Department 201 Poplar Avenue, Suite 12-21 Memphis, TN 38103 Office: (901) 568-8859 [email protected]
Shelby County Sheriff’s Office Captain Dallas Lavergne SCSO – Homeland Security 994 S. Bellevue Memphis, TN 38106 Mobile: (901) 233-9764 [email protected]
Lieutenant Peter Myles SCSO – Homeland Security 994 S. Bellevue Memphis, TN 38106 [email protected]
Sgt. Jody Fowler SCSO – Homeland Security 994 S. Bellevue Memphis, TN 38106 [email protected]
Captain Chuck Mays SCSO – SWAT 989 Dovecrest Memphis, TN 38134 Mobile: (901) 508-6371 [email protected]
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Lieutenant Wes Henson SCSO – SWAT 989 Dovecrest Memphis, TN 38134 [email protected]
Sgt. Judson Maxwell SCSO – SWAT 989 Dovecrest Memphis, TN 38134 [email protected]
Sgt. Jason Long SCSO – SWAT 989 Dovecrest Memphis, TN 38134 [email protected]
Captain Clay Aitken Patrol Support Services – Reserves / Emergency Services 989 Dovecrest Memphis, TN 38134 [email protected]
Lieutenant Jason Bartlett Patrol Support Services – Reserves / Emergency Services 989 Dovecrest Memphis, TN 38134 Office: (901) 222-5878 Mobile: (901) 508-5975 [email protected]
Sgt. Christopher Sowell Patrol Support Services – Reserves / Emergency Services 989 Dovecrest Memphis, TN 38134 [email protected]
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 79 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Shelby County Office of Preparedness – HLS/EMA
Dale Lane Director 1075 Mullins Station Rd., C118 Memphis, TN 38134 Office: (901) 222-6702 Mobile: (901) 508-5358 [email protected]
Mike Brazzell Preparedness Officer, Hazmat Ops, COMT 1075 Mullins Station Rd., C118 Memphis, TN 38134 Office: (901) 222-6703 Mobile: (901) 508-2791 [email protected]
Memphis Fire Department Harold Bake Fire Prevention Supervisor Division of Fire Services 2668 Avery Avenue Memphis, TN 38112 Office: (901) 320-5402 [email protected]
Inspector John Hopkins Fire Prevention Inspector Division of Fire Services 2668 Avery Avenue Memphis, TN 38112 Office: (901) 636-5360 [email protected]
Joe Payne Fire Marshal Division of Fire Services 2668 Avery Avenue Memphis, TN 38112 Office: (901) 320-5402 [email protected]
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 80 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 Federal Bureau of Investigation Thomas Hassell Special Agent Federal Bureau of Investigation 225 N Humphreys Blvd., Suite 3000 Memphis, TN 38120 Office: (901) 747-4300 [email protected]
EMHC O’Neal Ellis Executive Director 6972 Appling Farms Parkway Memphis, TN 38133 Office: (901) 271-5024 Mobile: (901) 208-6073 [email protected]
Fred Edwards Director of Special Events 6972 Appling Farms Parkway Memphis, TN 38133 Office: (901) 870-0238 Mobile: (901) 208-6072 [email protected]
Andrew Hoard Operations Chief 6972 Appling Farms Parkway Memphis, TN 38133 Office: (901) 271-5040 Mobile: (901) 692-6436 [email protected]
Security
Rufus Organ Andy Frain Services 191 Beale St. Memphis, TN 38103 Office: (901) 205-1686 Mobile: (901) 553-3765 [email protected]
Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 81 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017 TEMA Jane Waldrop West Region Administrator Tennessee Emergency Management Agency P.O. Box 1383 Jackson, TN 38302 Ph- (731) 426-0630 [email protected]
TSA Kevin McCarthy Transportation Security Administration Ph- (901) 348-0944 [email protected]
John Almeida Transportation Security Administration Ph - (901) 348-0924 [email protected]
U.S. Coast Guard-DHS David Bear Waterways Management for Event Permitting Ph- (901)-521-4825 [email protected]
Chief James Reynolds Waterways Management for Event Permitting Ph-(901)-521-4728 [email protected]
ENS Tom Mason Incident Management Response Team Ph-(901) – 521-4766 [email protected]
Chief Charles Piland Incident Management Response Team Ph-(901)-521-4827 [email protected]
LT. David Young Intelligence Operations for Command Post Ph- (901)-521-4814 [email protected] Memphis in May International Festival: Security and Safety Management Plan (S2MP) Page 82 of 83 Version 0.7 (FINAL) Correct as of: May 1, 2017
LT Tyrone Conner Sector Lower Mississippi River Waterways Management 901-521-4825 [email protected] Sector Lower Mississippi River Command Center for Reporting Incidents/Accidents
1) Situation Controller: (901)-521-4804 2) Operations Controller: (901)- 521-4824/4822
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