Ridelondon Roles and Responsibilities Master Version

RideLondon Roles and Responsibilities Master Version

Event Planning Develop emergency procedures and plans for LSCPs Develop emergency procedures and plans Develop emergency procedures and plans Assist in development of emergency 1 2 1 Emergency Planning Requirements areas of activity for TTL’s areas of activity for SCC’s areas of activity procedures and plans where appropriate

LSCP will: · Preserve and protect the environment and avoid,

remedy and mitigate any reasonably adverse effect on the environment · Enhance the environment and have regard to the As appropriate, liaise with LSCP to ensure As appropriate, liaise with LSCP to ensure As appropriate, liaise with LSCP to ensure Event Planning Environmental Impact and 1 3 1 desirability of achieving sustainable development that all appropriate plans and measures that all appropriate plans and measures that all appropriate plans and measures Requirements Sustainability · Conserve and safeguard flora, fauna and geological are implemented. are implemented are implemented or physiological features of special interest - Sustain the potential of natural and physical resources and the need to safeguard the life- supporting capacity of air, water, soil and Following submission of proposed Event routes any Event Planning 1 4 1 Event Routes proposed changes made are to be sent to TTL and Review proposed changes to Event route Review proposed changes to Event route Not applicable Requirements SCC for approval Propose routes to TTL for following year within 30 days of the completion of the last event for the Review and discuss proposed routes with Event Planning following events: Where applicable, review proposed 1 4 2 Event Routes LSCP before liaising with relevant Not applicable Requirements - RideLondon FreeCycle changes to the route impacting Surrey stakeholders to seek relevant consents. · RideLondon-Surrey 100 · Elite Women’s Race and Supporting Races Produce data sheets detailing any hazards associated Event Planning with the Event and safe systems setting out how the 1 5 1 Health & Safety Review as appropriate Review as appropriate Not applicable Requirements hazards will be minimised and supply to TTL and SCC on request Notify TTL and SCC of all incidents and accidents Event Planning 1 5 2 Health & Safety relating to the Event and action taken to prevent a Review as appropriate Review as appropriate Not applicable Requirements reoccurrence Event Planning Regularly audit compliance with all Health and Safety 1 5 3 Health & Safety Review as appropriate Review as appropriate Not applicable Requirements Legislation and keep records of audit Provide and share key project and technical Event Planning 1 6 1 Information Management documentation to statutory agencies and Review as appropriate Review as appropriate Not applicable Requirements stakeholders Take part in any debrief after the Event Take part in any debrief after the Event Take part in any debrief after the Event Event Planning Conduct a debrief after the Event with TTL and 1 6 2 Information Management organised by LSCP and review lessons organised by LSCP and review lessons organised by LSCP and review lessons Requirements stakeholders learned documentation as appropriate learned documentation as appropriate learned documentation as appropriate Use reasonable endeavours to minimise Ensure that other local events do not Ensure that other local events do not Event Planning conflict with local events which may 1 7 1 Local Events Not applicable conflict or interfere with the successful conflict or interfere with the successful Requirements interfere with the successful delivery of delivery of the event. delivery of the event. the Event.

Event Planning 1 8 1 Project Plan Provide project plan and updates to all stakeholders Review as appropriate Review as appropriate Not applicable Requirements

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London Surrey Cycle Partnership (LSCP) SCC Category Sub-Category (Source: TTL & LSCP contract for 'World Class Transport Trading Limited (TTL) Surrey County Council (SCC) Surrey Boroughs and Districts MOU Ref Legacy Cycling Event' 2012) Where necessary initiate, plan and participate in table top (or similar) testing exercise to work Event Planning Attend table top (or similar) testing Attend table top (or similar) testing Attend table top (or similar) testing 1 9 1 Readiness and Testing through possible emergency and other scenarios to Requirements exercises as and when required exercises as and when required exercises as and when required test planned responses, contingencies, event command coordination and communications Create and maintain Risk and Issues Register and Event Planning Review and input to Risks and Issues Review and input to Risks and Issues 1 10 1 Risks and Issues present to TTL, London and Partners at client Not applicable Requirements register as required. register as required meetings

Undertake risk assessments and produce crowd management plans for safe management of

spectators and participants attending the Event in consultation with relevant stakeholders. Take Review crowd management plans Review crowd management plans Event Technical account of: Review crowd management plans 2 1 1 Crowd Management Planning providing feedback and attending site providing feedback and attending site Requirements - Likely hot spots providing feedback as required. meetings as required. meetings as required. - Potential conflicts - Densities - Flows - Behaviours Prepare crowd management barrier plans in Review crowd management barrier plans Review crowd management barrier plans Event Technical consultation with relevant stakeholders and in Review crowd management barrier plans 2 2 1 Crowd Management Barriers providing feedback and attending site providing feedback and attending site Requirements accordance with risk assessments. Deploy and providing feedback as required. meetings as required. meetings as required. recover barriers in accordance with barrier plans It will be necessary to maintain a degree of In collaboration with LSCP design and In collaboration with LSCP design and pedestrian and/or vehicle access across the route As appropriate, liaise with LSCP during Event Technical Emergency and Local Access develop the emergency and local access develop the emergency and local access 2 3 1 after the road closures have been implemented and planning of emergency and local access Requirements Points points to form part of the traffic points to form part of the traffic barriers deployed. LSCP will plan and manage points. management plan. management plan official emergency and local access points. Event Technical 2 4 2 Equality Carry out an Equalities Impact Assessment Review as appropriate Review as appropriate Review as appropriate Requirements Carry out routine maintenance works on Carry out routine maintenance works on Transport for London Road Network Ensure event routes are in a condition to enable the all SCC roads forming part of the route so (TLRN) roads forming part of the route so Event Technical event to take place and pay for any services or works that road surfaces are delivered in a 2 5 1 Highways Works that road surfaces are delivered in a Not applicable Requirements that are required as a result of Health and Safety condition suitable for cycling and condition suitable for cycling according to Legislation, UCI requirements or other reasons. according to statutory requirement (costs statutory requirement (costs to be borne to be borne by SCC) by TTL)

Carry out non-routine works to agreed Carry out non-routine works, to agreed Identify obstructions/hazards on the routes and timescales and as reasonably requested by timescales, as requested by LSCP on SCC Event Technical liaise with highway authority in order that 2 5 2 Highways Works LSCP on TLRN roads. This may include roads. This may include removal and Not applicable Requirements consideration can be given to making arrangements removal and reinstatement of street reinstatement of street furniture (costs to for removal or other mitigation. furniture where appropriate. be borne by LSCP & TTL)

As appropriate, work with LSCP to seek As appropriate, work with LSCP to seek As appropriate, work with LSCP to gain Event Technical Pedestrian Wayfinding Gain all necessary local authority approvals to install 2 6 1 appropriate approvals to install appropriate approvals to install appropriate approvals to install pedestrian Requirements Signage pedestrian wayfinding signage pedestrian wayfinding signage. pedestrian wayfinding signage. wayfinding signage. Prepare barrier plans in consultation with relevant stakeholders to delineate and secure the routes and Review route barrier plans providing Review route barrier plans providing Event Technical Review and feedback on plans as 2 7 1 Route Barriers to ensure that the safety of event participants is feedback and attending site meetings as feedback and attending site meetings as Requirements appropriate maintained whilst avoiding conflicts with required. required. pedestrians and vehicles Undertake a risk assessment of each of the routes, Event Technical including event diversion routes, to ensure that the 2 8 1 Route Safety Review as appropriate Review as appropriate Not applicable Requirements event participants and vehicles/race caravan where relevant can proceed freely and safely

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Produce route signage plans for each route and install, maintain and remove signage, including

signage for: · Direct Event Participants Review route signage plans and requests · Direct race convoy vehicles Review and approve route signage plans Review and approve route signage plans Event Technical for signs to be installed on TTL assets. 2 9 1 Route/Race Signage - · Warn of approaching feed zones and agree that signs can be installed on and agree that signs can be installed on Requirements Process applications for relevant licences · Highlight potential hazards etc assets if appropriate assets if appropriate in a timely manner. · Mark distances · Mark deviation points Signage must comply with any relevant regulations set by British Cycling and/or the Union Cycliste

Prepare fencing plans in consultation with relevant Provide agreed resource to review and Provide agreed resource to review and Event Technical Review and feedback on fencing plans as 2 10 1 Security Fencing stakeholders and in accordance with risk approve any fencing plans and attend site approve any fencing plans and attend site Requirements required. assessments visits as appropriate visits as appropriate

Carry out business as usual street Ensure relevant statutory street cleansing takes cleansing. Any additional cleansing place along the route. Liaise with relevant Carry out statutory street cleansing of Work with boroughs and districts to Event Technical required will be paid for by LSCP, as will 2 11 1 Street Cleansing stakeholders to agree and organise non-statutory TLRN roads that form the route (costs to ensure statutory street cleansing of roads Requirements any post event cleansing which is a direct street cleansing required. Non statutory street be borne by TTL) that form the route. result of the event as agreed in advance cleaning to be funded by LSCP. between LSCP and the borough/district

Suspend parking bays as required on Work with boroughs and districts to Event Technical Traffic Management Parking Identify parking bays that need to be suspended and TLRN (costs to be borne by TTL) and Suspend parking bays as required on roads 2 12 1 ensure suspension of parking bays as Requirements Suspensions inform TTL and SCC inform local authorities of parking bays (costs to be borne by borough/district) required on roads that need to be suspended in their area.

Event Technical Traffic Management Planned Ensure that planned works to the TLRN Ensure that planned works to SCC roads 2 13 1 Not applicable Not applicable Requirements Works will not cause interference with the Event. will not cause interference to the Event. Prepare traffic management plans including:

- Inner closures required at junctions directly along

the routes - Closures required for crowd management purposes Provide resources agreed between SCC Provide agreed resource to review and Event Technical · Outer closures necessary to facilitate the movement Assist LSCP with the development of and LSCP to review and approve the 2 14 1 Traffic Management Planning approve the traffic management plans. Requirements of diverted/displaced traffic at points not traffic management plans . traffic management plans. Attend site Attend site visits as appropriate. immediately adjacent to the route visits as appropriate. · Scheduling – cover the build and breakdown · Signage points (including advance warning signage) and equipment (barriers, cones etc) Surrey County Council to produce and Draft, publish and advertise Traffic provide the TRO advertisiments. Costs to Event Technical Traffic Management Road Provide TTL and SCC with list of roads that are to be Regulation Orders in accordance with be borne by Surrey County Council. TfL 2 15 1 Not applicable Requirements Closures included in the TRO LSCPs Traffic Management Plan on behalf will bear the costs of advertising in of TTL and London Boroughs appropriate media which will be agreed between TfL and SCC Create plans for all traffic management signage As appropriate, assist LSCP with the Provide agreed resource to review and Event Technical Traffic Management Signs including advance warning, variable message and 2 16 1 development of traffic management approve the traffic management signage Not applicable Requirements and Equipment static event day signage to highways authority signage plans. plans and attend site visits as appropriate. standards As appropriate, liaise with LSCP to gain Event Technical Traffic Management Signs Gain all necessary local authority approvals for appropriate approvals for traffic Assist LSCP in getting appropriate Assist LSCP in getting appropriate 2 16 2 Requirements and Equipment proposed traffic management signage management signage. Process related approvals for traffic management signage approvals for traffic management signage applications in a timely manner.

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Work with TTL and the relevant authorities to make Ensure civil enforcement officers are necessary arrangements to enable the timely Make necessary arrangements to enable Work with boroughs, districts and Surrey available to assist LSCP with the removal of removal of vehicles parked in contravention of traffic the timely removal of vehicles parked in Police to ensure the timely removal of vehicles parked in contravention of traffic Event Technical Traffic Management Tow orders that may otherwise interfere with the contravention of traffic orders on TLRN vehicles parked in contravention of traffic 2 17 1 orders on borough and district roads that Requirements Away Vehicles delivery of the event. To the extent that LSCP is not that may otherwise interfere with the safe orders on SCC roads that may otherwise may otherwise interfere with the safe authorised to make such arrangements, the relevant delivery of the event (third party costs to interfere with the safe delivery of the delivery of the event (costs to be borne by authorities do so subject to the LSCP paying the be borne by LSCP) event LSCP) relevant third party or authority charges. Create an Event Control Room for the

events for the Event Liaison Team(s) at

Palestra House and provide and manage facilities, including: - Accommodation Event Command, Have officers in attendance in the Event Have a representative in the Event Control Base Event Controller in Palestra House’s event - Furnishings 3 1 1 Coordination and Event Control Room Control Room in accordance with the Room in accordance with the agreed control room - Power/UPS Communications agreed command and control structure command and control structure - Screens - Telephones - Desktop IT - ADSL Lines - CCTV Monitors As necessary, work with LSCP to find Assist with finding locations for any Assist with finding locations for any Event Command, Procure frequencies, equipment and specialist locations for any additional infrastructure additional infrastructure to enable the additional infrastructure to enable the 3 2 1 Coordination and Radio Communications personnel necessary to implement and operate the to enable radio communications. Process radio communications and assist with radio communications and assist with Communications radio communications system(s). applications for relevant licenses in a licence applications planning applications timely manner. A requirement that the names and logos of TTL, L&P

and the Greater London Authority / and other Event Stakeholders are included in a specified manner on Marketing and Review and approve application of logos 4 1 1 General Requirements certain types of advertising and promotional Approve application of logos in good time. Not applicable Communications in good time. materials in relation to the event, alongside other event partners as agreed in good faith between the parties. Establish a marketing and PR strategy that creates success:

a) An event launch with global and national appeal Input into and approve marketing and PR b) A 12 month plan for targeting and encouraging Marketing and activity which includes Surrey County 4 2 1 Marketing & PR Strategy participation by audience group Approve and input into strategy. Not applicable Communications Council and approve the use of Surrey c) Year round activation of the event to encourage identities where applicable. more Londoners to cycle more regularly; and d) A plan that maximises TV and internet broadcast reach nationally and internationally

Work with LSCP to identify and inform the public and local businesses of the Event Work with LSCP to identify and inform the Undertake communications activities (in and potential impacts and disruptions. public and local businesses of the events collaboration with stakeholders) to inform the public Officers to be available to attend meetings and potential impacts and disruptions. and local businesses of the Events and potential with SCC stakeholders. Officers to be available to attend meetings Marketing and impacts and disruptions. This will include Approve communications activity and 4 3 1 Communications Input to and agree communications with SCC stakeholders (The cost of Communications organising letter drops in areas most impacted. undertake activity as agreed activity and undertake activity as agree. producing and distributing agreed Ensure that officers from relevant highway (The cost of producing and distributing communications documentation in authorities are invited to attend meetings with the agreed communications documentation in accordance with the Communications plan public/businesses in their areas. accordance with the Communications plan will be borne by LSCP) will be borne by LSCP)

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approach to promote Event parts: a) A Event brand hierarchy to include sub-brand Event names and identities b) Establish Event Brand Guidelines to include rules Approve brand hierarchy and application

on implementation of the overarching brand and sub- of the Surrey County Council swoosh and Approve brand hierarchy, Event Brand brands it's relationship with the Brand Family for Guidelines, use of iconic London images Marketing and World Class Brand - Above and below the line media inclusion in the Event Brand Guidelines 4 4 1 and landmarks and recommendations for Not applicable Communications Requirements - Partner marketing and use of iconic Surrey images and integrating lead and cateogory sponsors - Language and tone of voice landmarks. into Event identities - Digital platforms Adhere to Event Brand Guidelines at all - Event Branding times. - Merchandise c) Consider the use of iconic London images and landmarks d) Recommendations for integrating lead and category sponsors into Event identities Set up and manage accreditation and ticketing systems as appropriate to control access to: Use reasonable endeavours to check that Ensure relevant SCC Borough and District Ensure relevant SCC staff/contractors - Production compounds/back of house relevant TTL staff/contractors required to Council staff/contractors required to 5 1 1 Event Production Accreditation/Ticketing required to access the field of play have · Restricted access spectator areas access the field of play have applied for access the field of play have applied for the applied for the appropriate accreditation · Hospitality areas the appropriate accreditation. appropriate accreditation · Any other restricted access areas under its control

Support the principle of utilising local Support the principle of utilising local Plan how best to use volunteers and recruit and Provide LSCP with contact details of any 5 2 1 Event Production Volunteers volunteers in connection with the delivery volunteers in connection with the delivery manage accordingly volunteer groups known to the council of the event. of the event. Provide reasonable cleaning and waste management services in areas adjacent to Dispose all waste generated by its contractors during the Field of Play as well as in areas where 5 3 1 Event Production Waste Not applicable Not applicable the build and breakdown. the public are encouraged to congregate in accordance with the Event Management Plan. Plan and provide a suitable network of staffed information points to include:

· Event information · Distribution of information leaflets/materials As appropriate liaise with LSCP to find · Lost children Assist LSCP with finding suitable locations Assist LSCP with finding suitable locations suitable locations for information points 5 4 1 Event Production Welfare - Information Points · Direction to first aid services/duty for information points and assist with for information points and assist with and process relevant licence applications chemists/accident and emergency licence applications where necessary. licence applications where necessary. in a timely manner. · Police liaison and/or direction to local police station · Travel advice · Ad hoc queries Ensure that the RideLondon-Surrey 100 is featured RideLondon-Surrey 100 Input into development of the Broadcast 6 1 1 Broadcasting as part of live coverage of the RideLondon-Surrey Input into Broadcast Script. Not applicable Specific Requirements Script. Classic on UK Terrestrial TV.

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a) Establishing an annual weekend festival at the

QEOP which celebrates cycling and includes a world Work with LSCP to explore activation class expo opportunities in Surrey and how they RideLondon-Surrey 100 b) Ensuring an atmosphere in central London Review and provide feedback on plans for 6 2 1 Festival could deliver against local objectives. Not applicable Specific Requirements comparable to the 2007 Tour de France Grand festival and local community engagement. Where applicable review and approve Depart and; proposed licensable activities c) Strategies to engage with local communities and schools to create festival activities along the route to maximise spectator numbers and enjoyment. Ensure that the RideLondon-Surrey Classic will be RideLondon-Surrey Classic Input into development of the Broadcast 7 1 1 Broadcasting broadcast as part of a live and recorded show on UK Input into Broadcast Script. Not applicable Specific Requirements Script. Terrestrial TV for a minimum of 2.5 hours TTL is not to undertake any form of SCC is not to undertake any form of Surrey Boroughs and District Councils are LSCP is not to undertake any form of Ambush Ambush Marketing from the Olympic Ambush Marketing from the Olympic not to undertake any form of Ambush

Marketing from the Olympic Games, use any trade Games, use any trade marks, trade names Games, use any trade marks, trade names Marketing from the Olympic Games, use marks, trade names or logos so resembling the or logos so resembling the Protected or logos so resembling the Protected any trade marks, trade names or logos so 8 1 1 LSCP - TTL Contract Clause 2012 Olympic Games Protected Olympic Marks or cause or permit Olympic Marks or cause or permit Olympic Marks or cause or permit resembling the Protected Olympic Marks anything to be done which might damage or anything to be done which might damage anything to be done which might damage or cause or permit anything to be done endanger any Protected Olympic Marks or other or endanger any Protected Olympic Marks or endanger any Protected Olympic Marks which might damage or endanger any Intellectual Property Rights of any Games Body or other Intellectual Property Rights of or other Intellectual Property Rights of Protected Olympic Marks or other any Games Body any Games Body Intellectual Property Rights of any Games Surrey Boroughs and District Councils TTL should not represent (directly or SCC should not represent (directly or LSCP should not represent (directly or indirectly) should not represent (directly or indirectly) that any product or service indirectly) that any product or service that any product or service provided has been indirectly) that any product or service 8 1 2 LSCP - TTL Contract Clause 2012 Olympic Games provided has been endorsed or approved provided has been endorsed or approved endorsed or approved by or is in any way associated provided has been endorsed or approved by or is in any way associated with the by or is in any way associated with the with the Games, any Games Body or the ODA by or is in any way associated with the Games, any Games Body or the ODA Games, any Games Body or the ODA Games, any Games Body or the ODA LSCP to comply at all times with the Data Protection Comply at all times with Data Protection Comply at all times with Data Protection Comply at all times with Data Protection 8 2 1 LSCP - TTL Contract Clause Data Protection legislation legislation legislation legislation TTL is responsible for determining SCC is responsible for determining Surrey Borough and District Councils are whether Information is exempt whether Information is exempt responsible for determining whether LSCP or any of its sub-contractors to transfer to TTL information under the Freedom of information under the Freedom of Information is exempt information under each Information Request relevant to the Agreement, Information Legislation and for Information Legislation and for the Freedom of Information Legislation 8 3 1 LSCP - TTL Contract Clause Freedom of Information the event or the services that it receives as soon as determining what Information will be determining what Information will be and for determining what Information will practicable and in any event with two business days disclosed in response to an information disclosed in response to an information be disclosed in response to an information of receiving such Information Request request in accordance with the Freedom request in accordance with the Freedom request in accordance with the Freedom of of Information Legislation. of Information Legislation. Information Legislation. LSCP shall not itself respond to any person making Where appropriate respond to Respond to Information Requests where Respond to Information Requests where 8 3 2 LSCP - TTL Contract Clause Freedom of Information an Information Request Information Requests. appropriate appropriate

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