EVENT SAFETY ARRANGEMENTS
London Youth Games
Season 2019-20
Various Locations (London)
Version 2
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IMPORTANT NOTICE
These Event Safety Arrangements, commonly known as the Event Safety Plan (ESP) have been prepared by A.C.T. (National) Ltd in conjunction with London Youth Games. It is based on the discussions and information provided by London Youth Games (hereon referred to as LYG) but does not include any areas, activities or processes that A.C.T. (National) Ltd was not made aware of or where information was not provided before this ESP was issued.
A.C.T. (National) Ltd shall have no liability for matters or information that have not been provided by LYG or which when asked by A.C.T. (National) Ltd, LYG did not make A.C.T. (National) Ltd aware. Nothing in this statement is intended to exclude A.C.T. (National) Ltd’s liability for negligence in preparing this ESP or where the information was provided by LYG but not included or omitted by A.C.T. (National) Ltd.
This ESP should not be reviewed in isolation. It should be read in conjunction with all other applicable documentation which includes but is not limited to the overall Event Management Plan, Event Risk Assessment, manufacturer’s instructions, any relevant standards i.e. BS’s or ISO, HSE guidance, industry best practice guidance and the Company Health and Safety Management Policies and Procedures. It is essential that LYG follows the information set out in this ESP and ensures that they utilise any control measures set out in the Event Risk Assessment to minimise such identified risks. A.C.T. (National) Ltd will not be held responsible for a failure by LYG to follow any agreed ESP or Event Risk Assessment control measures or where they are simply ignored.
© All rights reserved. Use of this ESP as a whole or in part is restricted to CLIENT for whom it has been specifically developed for and is bespoke to the work carried out as part of their business undertakings. No other party may rely upon it.
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DOCUMENT MANAGEMENT
ACT Project Number ACTEV-35-06 Client London Youth Games Document title Event Safety Arrangements Prepared by Eleanor Western Date 20/01/20 Checked By (ACT) Date Client Approver Luke Gallen Date Date issued 20/01/20
REVISION HISTORY
Revision Date Details
1 20/02/20 First draft issued for review
2 28/01/20 Updates following review from LG
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Contents Important Notice ...... 2 Document Management ...... 3 Revision History ...... 3
Section 1 - Introduction ...... 6 AIM ...... 7 Scope ...... 7
Section 2 – Organisation ...... 8 2. Health & Safety Policy ...... 8 Event Safety Management Structure ...... 9 Event Management Roles and Responsibilities ...... 10 ESC Role & Responsibilities ...... 10 Contractor Management Roles & Responsibilities ...... 10 Workforce Roles & Responsibilities ...... 11
Section 3 – Event Information ...... 12 Event Overview...... 12 SPORTS ...... 18 Visitor Profile ...... 19 Event Capacities ...... 19 Production Schedule ...... 19 Insurances ...... 20 Licences and Permits ...... 20
Section 4 – Health, Safety & Welfare Arrangements ...... 20 CDM 2015 & THE Construction Phase Health and Safety Plan ...... 20 CONSTRUCTION PHASE SAFETY PLAN (CPP) ...... 20 Risk Assessments ...... 21 Event Safety Monitoring & Inspections ...... 22 Contractor Management ...... 22 Fire Safety ...... 23 Temporary Structures, Stages, Barriers & Infrastructure ...... 23 Electrical Safety ...... 25 Working at height ...... 26
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Plant & Machinery ...... 27 Site & Emergency lighting...... 29 Sanitary Arrangements ...... 31 Waste Management ...... 31 Lost Child / Vulnerable Person ...... 31 Food SAFETY ...... 36 Access to Potable Water ...... 36 Drug & Alcohol policy ...... 37 Working Near Water ...... 38 Accidents and Incidents ...... 38
Section 5 – Control Room Arrangements ...... 39 Event Control Room (ECR) ...... 39 Event Liaison Team (ELT) ...... 40
Section 6 - Emergency Planning Arrangements ...... 41 Emergency Plan ...... 41 Evacuation Plan ...... 42 Extreme Weather Plan ...... 42
Section 7 – Communications Arrangements ...... 43 Communications Plan ...... 43
Section 8 – Security & Crowd Management Arrangements ...... 43 Security and Stewarding Plan ...... 43 Suspect devices ...... 44 Suspect device Radius ...... 44
Section 9 – Medical Arrangements ...... 44
Section 10 – Transport Arrangements...... 47 Onsite Vehicle Management ...... 47
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Section 1 - Introduction
1.1 Information relating to the event is as outlined in the emails and discussions between Eleanor Western (ACT), and LYG, along with the information found in supplied event documentation.
1.2 A.C.T has a wealth of experience and a proven record of accomplishment in the field of event health & safety, risk management, emergency planning and fire safety and has been appointed by LYG to provide the following services:
Event Safety Plan
Risk Assessments (Cross Country, Regatta, Spring Qualifiers, Finals Weekend)
Contractor Review
Site Cover during the finals event at Crystal Palace
1.2 The Event Safety Arrangements as outlined within this document have been developed utilising the knowledge and experience of the A.C.T team and the application of relevant information from the following publications, as applicable.
Health & Safety at Work Etc. Act 1974
Management of Health and Safety at Work Regulations 1999
The Event Safety Guide (The Purple Guide)
Guide to Safety at Sports Grounds (The Green Guide) .(relevant for flow rates)
The Regulatory Reform (Fire Safety) Regulations 2005.
HM Government Fire Safety Risk Assessment for Open Air Events and Venues
IEE Regulations 17th Edition (BS7671: 2008)
Temporary Electrical Systems for Entertainment (BS 7909: 2011)
Temporary Demountable Structures Fourth Edition (IStructE 2017)
Safe Use and Operations of Marquees and Temporary Structures (MUTA)
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1.3 A practical, pragmatic and realistic approach will be applied in respect of the health and safety arrangements for this event.
1.4 The safety documents for this event do represent live documents and as such are subject to changes and dynamic amendments due to developing circumstances. As a result, the arrangements outlined herein may not be final, but they are representative of the intended systems and arrangements for implementation at this event
1.5 There will be large areas of cross over between the LYG Event Management Plan and the Event Safety Arrangements, therefore it is essential that these two documents are referenced concurrently.
AIM
1.6 These Event Safety Arrangements are designed to protect workers, the public, and the environment in which the event is taking place.
The aim therefore is to:
Fully detail LYG Health & Safety Policy and responsibilities. Detail the standards expected by LYG of all workers, contractors & sub-contractors Fully inform all staff, contractors, sub-contractors and 3rd party agencies of the event health & safety requirements before, during, and after all works associated with this event. Fully comply with all health & safety legislation, regulation, guidance and best practise.
SCOPE
1.7 The scope of these arrangements applies to all work & event related activities performed during the event exclusive use periods as detailed in the schedules and key timings issued by LYG whilst present at the various venues in use for the LYG 2020 Season.
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Section 2 – Organisation
2. HEALTH & SAFETY POLICY
LYG requires its workplace to be a healthy and safe environment.
2.1 LYG are responsible for providing all those working on the event with adequate instruction in health and safety, and for addressing unsafe situations in a timely and effective manner. All workers and service contractors are required to work safely and to know and follow the event guidelines for safe work procedures. These guidelines are outlined within the event specific assessment, the event management plan, the site induction and this safety plan.
2.2 LYG promotes a positive safety culture within the workforce for the event. This Health & Safety Plan enforces the requirement that all works to be carried out during the event are planned and executed in such a manner so as to avoid, so far as is reasonably practicable, hazards to all site personnel and visitors to the various sports and leisure centres in use and Crystal Palace National Sports Centre.
2.3 We believe that the following principles, and their application, are essential to this effort.
Management accepts that all incidents are preventable when a safe system of work is employed and followed, however external forces and human nature can lead to incidents totally out of the managements control. The development of a safety plan / incident plan / emergency plan will assist in the control of incidents
Management accepts responsibility for providing a safe workplace.
Worker involvement is essential.
Training to work safely is essential.
All workers are accountable for health and safety.
2.4 LYG aims to keep workplace incidents to an absolute minimum and through the implementation of this Event Safety Plan we aim to achieve zero major injuries and incidents.
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EVENT SAFETY MANAGEMENT STRUCTURE
LYG CEO
LYG Event Manager Venue Manager Security ESC
LYG Staff and Volunteers
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EVENT MANAGEMENT ROLES AND RESPONSIBILITIES
2.5 The roles, responsibilities, and organisational structure for this event along with all relevant contact information is contained within the LYG Event Management Plan.
2.6 In order to adequately discharge their health and safety responsibilities the organisers have engaged the services of A.C.T. (National) Ltd to support the event via the provision of an Event Safety Consultant who shall act in an advisory role as the event safety Coordinator (ESC).
2.7 For those periods where the ESC is not onsite, then LYG will ensure that a suitably qualified and competent person assumes that role and function.
2.8 Eleanor Western a Senior Safety Consultant by profession (NEBOSH Diploma, MPLAN, Event Safety Diploma, will fulfil the role of the ESC and shall be onsite for those periods as agreed with LYG.
ESC ROLE & RESPONSIBILITIES
2.9 The ESC's responsibilities:
Ensures compliance with the requirements of the Health and Safety at Work Act 1974 and associated Regulations. (HSAW)
Audits the on-site implementation of the health and safety program and its component parts.
Reports to the contractors management and to LYG Management any findings of any deficiencies that might jeopardise site safety or prevent compliance with the HSAW.
Coordinates the activities of employers, workers, independent operators and other persons at the event as they relate to occupational Health and Safety.
Alerts all employers, workers, independent operators and other persons at the event of all reasonably foreseeable hazards to which they are likely to be exposed.
Assists in conducting safety inductions.
Carries out all incident and accident investigations to the point where external agencies may be required / take over
CONTRACTOR MANAGEMENT ROLES & RESPONSIBILITIES
2.10 Contractors Supervisors / LYG Managers Responsibilities
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Ensure the Health and Safety of all workers under their direct supervision.
Ensure that workers are trained in and follow safe procedures.
Ensure that workers are made aware of all known or reasonably foreseeable health or safety hazards in the area in which they work.
Instruct workers in safe practices at the time they are given assignments and as the work progresses.
Ensure that workers are able to demonstrate safe work procedures.
Recognise unsafe practices and conditions and correct them without delay.
Ensure that all equipment, tools and apparatus are in good repair and in proper working order.
Supply the required personal protective equipment (PPE) and enforce the use of equipment as required.
Enforce established safety policies, safety rules and job procedures as required.
Participate in injury/incident investigations.
Ensure that all injuries and incidents are reported immediately and documented.
Ensure that regular inspections are taking place as required and that deficiencies found during inspections are addressed and/or corrected.
Ensure compliance with the HSAW act and Regulations.
WORKFORCE ROLES & RESPONSIBILITIES
2.11 All Workers Responsibilities
(This applies to all full-time, part-time, self-employed and contracted workers, as well as any other person working or visiting site).
Comply with all instructions given which affect Health and Safety.
Take reasonable care to protect their Health and Safety and the Health and Safety of other persons who may be affected by their work.
Carry out their work in accordance with agreed site rules and safe work procedures.
Do not undertake any activity for which they are not trained and competent.
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Have the right to refuse unsafe work if they have reasonable cause to believe that their actions would pose an undue hazard to themselves or others.
Use and maintain appropriate Personal Protective Equipment.
Make proper use of Health and Safety equipment and request any additional equipment to ensure safe work procedures can be followed.
Make proper use of occupational environment facilities (eating areas, washroom facilities, and change areas, etc.)
Cooperate with the ESC on site.
Do not interfere with any measures provided in the interests of Health and Safety.
Participate in inspections and investigations where appropriate.
Be vigilant and report unsafe conditions, practices, hazards, injuries and incidents to a supervisor.
Help create a healthy and safe work environment by recommending improvements.
Section 3 – Event Information
EVENT OVERVIEW
3.1 London Youth Games is run by the LYG Foundation; a registered charity, the games were established in 1977 and have run every year since then and is now Europe’s largest youth sports festival. The season of events starts in November with Cross Country and culminates with the Finals event in July where the winning Borough are awarded with the Jubilee Trophy.
3.2 London Youth Games is made up of a core team of staff and team of volunteers who assist with the events on site. To support the events LYG engage with Competition Directors who are highly competent and experienced in managing that sport competition and are fully aware of the governing bodies rules. In addition to the Competition Directors there are Games Referees who are responsible for ensuring that the LYG rules of play and code of conduct are enforced. Games referees are present on some event days and will carry out spot checks on participants and handle any queries that may arise.
3.3 In 2019 Nike are supporting LYG and are providing support in the form of monetary investment, staffing and other resources. This will be used to improve the existing format of the event and amplify the experience for participants. To implement this Nike are using agencies to deliver these works;
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3.4 Sports competitions will be solely managed by LYG competition directors, staff and LYG volunteers.
3.5 Competition Directors decisions are final where a dispute arises from the interpretation and enforcement of a sport’s own rules and regulations as detailed and referred to in the Sport Specific rules provided.
3.6 LYG Games Disputes – LYG Games Referees are appointed for the purpose of monitoring, interpreting and enforcing the Games Rules and will investigate and adjudicate. Their decision is final in all matters.
3.7 LYG issue written rules for every sport, this includes information on the dates and times, locations, squad restrictions, age categories and most importantly the rules of participation. LYG make these rules available to everyone via public access from their website.
3.8 The BTO is made up of Local Council employees. The responsibility of the BTO is to recruit from their local areas teams to take part in the events. During the events appointed Team Managers will be there managing their BTs in the competition.
3.9 LYG is responsible for delivering and overseeing the competitions along with contracting Competition Directors who are professionals from recognised associations and bodies to run the specific activities.
3.10 LYG utilise several venues for the season these are all established sports / leisure centres which are regulated by local authorities, LYG will also ensure that a site visit is undertaken prior to the events taking place.
3.11 The following Sports are included as part of the LYG Season 2019/20;
Championships & Awards:
• Archery • Athletics • Aquathlon • Badminton • Basketball • Boccia • Cricket • Cycling • Dance • Diving • Fencing • Football • Gymnastics • Handball • Hockey • Indoor Rowing • Judo
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• Kayak • Netball • New Age Kurling • Rugby • Sailing • Squash • Swimming • Table Tennis • Tennis • Tri-Golf • Volleyball • Water Polo • Weightlifting
LYG Events Cross Country – 16th November 2019 Parliament Hill, Hampstead Heath London NW5 1QR 3.12 Cross Country takes place at Parliament Hill, Hampstead Heath on Saturday 16th November 2019. LYG will be the event organisers with the run route selected and approved by South of England Athletic Association and a license for the event issued by the City of London Local Authority. 3.13 The Cross Country event will utilise existing infrastructure in the park such as the Lido Changing rooms and toilets. City of London will provide two trailer units which will be used for administrative functions. 3.14 Other event infrastructure would include branding and directional signage which would be attached to existing infrastructure and stake and tape would be used to demarcate the start, finish and route areas. 3.15 The route will deliberately avoid existing footpaths and hardstanding areas and will utilise the parklands heath landscape. Marshals will be in key positions on the route to monitor the event and manage crossings. 3.16 There will be a medical team on site based at the start / finish area and a response medic that will be used as required. 3.17 See the A.C.T. (National) risk assessment on Cross Country for further details.
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Regatta
6th June 2020 Open Kayak Slalom*, Kayak Sprint*, Lee Valley White Water EN9 1AB Rowing* (Regatta) Centre 6th-7th June Open Sailing Queen Mary's Reservoir TW15 1UA 2020
3.18 The Sailing will be held at the Queen Mary Sailing Club, this will be the fourth year that LYG has used this venue and it is considered to be an established venue and experienced in hosting such events. QMSC has been established for over 40 years and is a reputable sailing venue; facilities include club house, pontoon, disabled access, car parking, changing rooms and toilet facilities. Due to the facilities at Queen Mary’s Reservoir LYG will not be required to bring in their own infrastructure.
3.19 LYG will engage a competent safety team to manage the water safety and provide a safety boat for the activities at Queen Mary’s Reservoir.
3.20 The Kayaking will take place at the Lee Valley White Water Centre, the centre is purpose built and has in place suitable safety systems for the Kayaking activity. Lee Valley White Water Centre will provide competent safety staff to manage the water safety during these competitions.
3.21 See the ACT Regatta RA for full details.
Event Qualifiers and Spring Finals
3.22 Event Qualifiers are sports competitions that will take place during the spring with the finals for these sports taking place during the finals weekend in Crystal Palace in July. Spring Finals are the sports that will take place during the spring period and the competition winners decided during these competitions. The below table shows the dates, sports and venues that will be used for these sports.
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Spring Qualifiers
Summer Finals
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3.23 All venues that will be used for the Event Qualifiers and Spring Finals will undergo a site visit by competent persons from LYG, they will assess the venues before the event day and again on the event day. All venues are established leisure centres managed by either the Local Authority or Greenwich Leisure Limited (a non-profit charitable social enterprise). They are all regulated by the local authorities and are inspected on a routine basis. LYG have chosen venues based on their suitability for the sporting event and accessibility.
Summer Finals
3.24 Crystal Palace National Sports Centre, Ledrington Rd, London SE19 2BB. 3.25 The Summer Finals takes place on 4th -5th July 2020. 3.26 The summer finals comprise of a 1 day schools games final which takes place on Thursday 2nd July and the Youth Games finals which take place on Saturday and Sunday. The Sports that will take place during the finals are listed above. 3.27 As well as the competitive activities going on there will be a spectator programme of activity Page 17 of 48
hereon referred to as a Fan-Fest. This would include activities such as Wild Slide, Zuma, Ultimate Frisbee, Lacrosse, Boxing, Our Parks, Fit for Sport and Street Dance. (See LYG documentation for full up to date activity schedule). 3.28 Crystal Palace National Sports Centre has housed the Finals event since 1977. The site is able to cater for a wide range of the sporting activities that LYG undertake. In addition, they have space on site to accommodate the borough village, games office and space for Fanfest activities. 3.29 Crystal Palace is a multi-use leisure centre and has outdoor netball courts, tennis courts, athletics stadium, hockey pitches. It also has indoor pitches, courts for basketball, badminton, tennis, volleyball and other court based sports. They have a training pool, diving pool and main swimming pools. The main courts area also have bleacher style seating so that the spectators can watch during sports. The leisure centre is surrounded by park land which has in the past been used for cycling, football and rugby and will be used for football activities this year. 3.30 The Lodge is an accommodation facility located within the grounds of CPNSC, it has in the past been used for visiting Countries Sports Teams and it has rooms available along with catering facilities. 3.31 The leisure centre has a large grassed area adjacent to ‘The Lodge’ this is transformed into the Borough Village for the finals weekend and comprises of; structures to house the Borough teams and supporting activities, a stage to host a schedule of activity including medal ceremonies catering concessions branding infrastructure such as flags and backdrops LED Screens Toilets 3.32 The Borough Village area is to be designed and managed by TBC. 3.33 Throughout the finals event a series of come and have a go activity known as Fanfest will take place, these activities are hosted by competent professionals who prepare taster sessions for children to participate in, based on the activity these will take place across the CPNSC site.
SPORTS 3.34 All sports competitions and activities will be managed by competent persons. LYG have communicated and made available all Sports Competition Rules and key information to ensure that only eligible and competent persons participate as appropriate.
3.35 Every sports competition will have a Competition Director who will oversee the management and running of the event this will include checking participant competence and eligibility, ensuring
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that the field of play is suitable and fit for purpose, checking equipment and infrastructure and that the sports are adhering to the relevant rules and guidance as set out by LYG.
3.36 The majority of sports will adhere to their governing body for rules of play and the Competition Director will be affiliated with this governing body.
3.37 LYG staff and volunteer will run the competition in accordance with direction and support from the Competition Director.
3.38 Where appropriate and in most cases all sports will adhere to their governing body guidelines with field of play layout, equipment and similar in accordance with this.
3.39 Run off areas and similar between fields of play will remain clear of non-authorised personnel and equipment at all times.
3.40 Team Managers will be issued with a schedule for the day and will be responsible for ensuring that their teams are in the correct event area in suitable time before the competition starts.
3.41 The sports are staggered in timings and are spread across various sites to ensure that the capacity is maintained at an appropriate level at all times.
3.42 Spectator viewing areas will be established and staff will be in place to direct spectators.
3.43 LYG has a strict code of conduct for participants and spectators, anti-social or inappropriate behaviour will not be tolerated and there are agreed procedures in place to manage this.
VISITOR PROFILE
3.44 The profile is split between participants and spectators. Participants will attend with their BTO who will supervise them at all times. LYG staff have received safeguarding awareness training and will be aware of the LYG Safeguarding procedures in place.
3.45 During the competition’s spectators in the form of other participants and participant family and friends will be in attendance.
EVENT CAPACITIES
3.46 The venues in use will advise LYG of restrictions in capacity of the areas in use and LYG will ensure that these are maintained at all times. 3.47 The Borough Village located at CPNSC has a capacity of 3000 persons and an area of 4000sqm. Based on the exits available it is considered that the site could evacuate 3000 persons (in an 8 minute time period).
PRODUCTION SCHEDULE
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3.48 The LYG production schedule is available as a supporting document.
INSURANCES
3.49 LYG has in place suitable levels of insurance to cover the event and their undertakings, including but not limited to Employees Liability and Public & Products Liability.
LICENCES AND PERMITS
3.50 LYG shall ensure that all required licenses and permits shall be secured in advance of the event.
Section 4 – Health, Safety & Welfare Arrangements
CDM 2015 & THE CONSTRUCTION PHASE HEALTH AND SAFETY PLAN
4.1 The Construction Design Management Regulations 2015 (CDM), will be followed and applied by LYG.
4.2 The build and de-rig of the event incorporates structural elements and involves construction activities and is therefore deemed to fall (generally) under the auspices of the Construction Design and Management Regulations 2015.
4.3 The duties set out in the regulations are to be discharged jointly and separately by the agencies listed in the Construction Phase Plan, whose roles and responsibilities cover those set out for the three main duty holders:
4.4 The Construction Phase Health and Safety Plan (CPP) is issued pursuant to the Construction, Design and Management (CDM) Regulations 2015.
CONSTRUCTION PHASE SAFETY PLAN (CPP)
4.5 The Construction Phase Health and Safety Plan is issued pursuant to the Construction Design and Management (CDM) Regulations 2015. The requirements for Construction Phase Health and Safety Plan are captured within the following documents:
Event Safety Plan
Event Risk Assessment
Event Emergency Plan
For the delivery of the LYG Finals weekend the following shall apply:
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Client Details London Youth Games Principal Designer London Youth Games shall assume those Principle Designer duties and Details responsibilities as required under the CDM Regulation 2015 Principal Contractor London Youth Games, Luke Gallen shall assume those Principle Contractor details duties and responsibilities as required under the CDM Regulation 2015 Description of Work / A full description of the event and associated activities is provided in the Event Project Delivery Plan and the Event Safety Plan. Those event activities captured under CDM include but are not limited to: i. Supply, installation and disassembly of temporary structures, ii. Supply, installation and disassembly of temporary staging, screens, rigging and audio visual (AV) towers and gantries, iii. Supply, installation and disassembly of temporary fencing. Key dates Build Period 29th June 2020 – 3rdJuly 2020 Live Event 2nd / 4-5th July 2020 De-rig / Breakdown Phase 5th -7th July 2020 Key roles in the Event Roles and responsibilities for the event are as outlined in the Project / Operations team Delivery Plan with Health and Safety Responsibilities further defined within the Event Safety Plan. How the work will be Works will be managed in accordance with those systems, procedures and managed safely controls as identified within the Event Safety Plan, Event Risk Assessment and any local site induction and site rules.
Identified Special Working at Height Risks Structure builds Temporary Electrical works
RISK ASSESSMENTS
4.6 Numerous pieces of legislation require risk assessments to be carried out and, in particular, the Management of Health and Safety (Workplace) Regulations 1999. All work activities need to be assessed by a competent person in order to identify the hazards and quantify the risks of these hazards causing harm to people. Hazards and risks that are not eliminated must be controlled and the control measures, be they physical or procedural, must be communicated to those who will work, or otherwise come into contact with the hazards.
4.7 Risk Assessments have been produced for the Finals, Regatta, Spring Finals and Cross Country events.
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EVENT SAFETY MONITORING & INSPECTIONS
4.8 Site inspections will be undertaken by the ESC, and/or those other relevant persons including the statutory bodies as applicable. Additionally, and where required, further inspections of the site and infrastructure may be undertaken by appointed third parties and statutory bodies including the Local Authorities and Fire Service.
4.9 Final checks will be made by the ESC and those other relevant key stakeholders including but not limited to the Event Manager, Site Managers, Venue Managers and Competition Directors, prior to the event opening.
4.10 The final decision for declaring the event open rests with LYG.
4.11 All accidents/incidents will be reported to the Event Organisers and ESC in a timely manner reflective of the severity of the incident. Where required, due to the nature of the incident; accidents will be investigated and reported to the appropriate authorities.
CONTRACTOR MANAGEMENT
4.12 LYG, in engaging the services of contractors, traders and suppliers, hereafter collectively referred to as contractors, shall fulfil its responsibilities under Health and Safety Legislation and good practise by taking reasonably practicable steps to assure itself as to the competency, suitability and sufficiency of the safety controls, systems and procedures employed by the appointed contractors.
4.13 All contractors will be expected, prior to commencing any work, to have in place all relevant insurances, licenses, certifications, competencies and safety documentation including risk assessments and method statements / safe systems of work applicable to their undertakings. Additionally, they shall nominate a suitably competent individual, who will be in attendance onsite, to be responsible for the management and monitoring of the safe delivery of their undertakings.
4.14 Details of all contractor insurances, risk assessments, method statements, safety policies and procedures, licences and certificates of competency applicable to their undertakings shall be collated, reviewed and held on file by the ESC and will be available for all parties for examination.
4.15 All personnel working on site shall work in such a manner that demonstrate due regard for their own and others health and safety, in accordance with current legislation and good practise, and within their companies own health and safety management framework.
4.16 LYG will issue a copy of the site rules to all contractors which shall include details of any site and vehicle restrictions, required PPE, access routes, first aid and welfare provision and details for incident management and reporting.
4.17 The ESC will monitor the contractor activities and intervene as necessary should unsafe practises or unsafe conditions become apparent.
4.18 The ESC shall hold a daily briefing/toolbox talk during the build period, where health and safety
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issues will be discussed as appropriate to the work activities taking place.
4.19 All contractors will maintain a full record of any injuries on-site in a suitable first aid book. Records must be submitted to LYG at the end of the event period. Serious incidents must be reported to LYG / ESC immediately for investigation and reporting as required.
FIRE SAFETY
4.20 Fire risk is considered as part of the event risk assessments and will cover the use of LPG and cooking extensively.
4.21 For most venues the Firefighting equipment will be provided by the venues themselves. For the Borough event village Firefighting equipment shall be provided by TBC
4.22 The type, number and location of fire extinguishers should be agreed with the Fire Authority. Guidance should be taken from the “Event Safety Guide” and from the HM Government Fire Safety Risk Assessment Guide to open air events and venues and reference made to any conditions within the Local Authorities Event Licence.
4.23 All structures, marquees, fixtures and fittings shall be inherently fire resistant or treated so as to provide an acceptable level of fire protection and certified to that effect.
4.24 Caterers are required to consider fire as part of their risk assessment process and provide their own Fire Fighting Equipment suitable to the catering being provided.
4.25 Security and stewards who may be called upon to use fire-fighting equipment should be trained to a suitable standard. The use of fire-fighting equipment by stewards or others employed on the site should be considered to be an emergency first measure only and the Fire Brigade will always be called via the 999 system for every actual or suspected fire even if it is considered to have been extinguished.
TEMPORARY STRUCTURES, STAGES, BARRIERS & INFRASTRUCTURE
4.26 All temporary structures and equipment installations will be designed and built and installed by proprietary contractors, and all other structures including marquees will be supplied and built by competent contractors.
4.27 Full details of all structures, tents and stages and other temporary structures are set out below at the end of this section.
4.28 Full technical drawings, supporting calculations and any relevant test results should be made available to the ESC before construction commences.
4.29 All design loads will be in accordance with the appropriate British Standards or equivalent
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European Standards having regard to their location and use.
4.30 All contractors will submit safety method statements to the ESC in respect of their onsite activity; these will include details of employee/sub-contractor’s competencies and training in respect of their ability to operate equipment.
4.31 All activities relating to the erection and construction of any structures will be monitored by the ESC (or Site Manager in their absence), who will ensure that all contractors and personnel follow safe working practices and erect the temporary structures as detailed in the specifications submitted. The contractors will also be required to demonstrate how by means of barriers/stewarding/etc. all non-working personnel will be protected from any construction activity.
4.32 The ESC will ensure that all structures, including stages, marquees, arches, individual production and activity structures, etc. are checked by a competent person and certified as being safe before they are used.
4.33 Copies of all certification will be retained by the ESC and will be made available to the local authorities on request.
4.34 A suitable wind management plan / adverse weather management plan will be in place before construction commences. The working wind speeds and wind action levels of each individual structure should be ascertained and monitored on site. (see appendices)
4.35 Once action level wind speeds are reached for a particular temporary structure, the structure and surrounding areas will be evacuated of public and event staff, and secured. Public and event staff will only be permitted to re- enter the area once the structure supplier has advised it is okay to do so, any damage made good, and the area has been inspected and deemed safe by the ESC and the wind speed has fallen below the set action levels.
4.36 All stages and marquees will be provided with suitable and sufficient means of access and egress. An accurate plan of the Back of House (BOH) areas including fire exit points is to be produced.
4.37 Handrails, barriers and demarcation lines will be provided where appropriate.
4.38 The ESC will check stores and stacked materials during the build period for suitability of location and stability, and initiate remedial action where necessary. Where materials are to be stacked and left in position awaiting final positioning the initiating contractor should ensure that they are safe and secure. Page 24 of 48
4.39 All rigging and motors used are to be tested and suitable for use in accordance with the Lifting Operations and Lifting Equipment Regulations (LOLER) 1998. Test certificates for all motors will be required to be submitted by all relevant contractors to the ESC on site, and will be available upon request.
4.40 Secondary safety systems will be used to bypass lifting motors where appropriate, once loads are set in place.
4.41 All suspended production apparatus will be fitted with suitable safety chains that are capable of applying the emergency shock loads that may need to be applied. ‘handmade’, non- proprietary safety chains and cables will not be accepted and will be removed.
4.42 The list of structures and their installing contractors is as follows:
TBC Structures
ELECTRICAL SAFETY
4.43 Power supply needs for the event shall come from either the venue mains power or from diesel generators provided by a reputable contractor.
4.44 The distribution and installation of all electrical supplies and lighting will be installed and maintained by a reputable supplier.
4.45 All temporary electrical installations and equipment used should comply with the general requirements of the Electricity at Work Regulations 1989, i.e. installed, tested and maintained in accordance with the latest edition of the Institution of Electrical Engineers BS 7671 “Regulation for Electrical Installations” and other relevant guidance. Regard should be paid to BS 7909 “Code of practice for temporary electrical systems for entertainment and related purposes”.
4.46 Temporary installations should be planned, designed, risk assessed, installed, tested and maintained by a competent electrician.
4.47 All work on site should be carried out under the control and supervision of a competent electrician who should remain on site whilst the public are present. Upon completion of the installation this person should test the system and provide electrical sign off certificates including a schedule of test results prior to the public being given access to areas of the site. Copies of these certificates should be obtained by the safety team and made available to the Venue and local authority as required. Page 25 of 48
4.48 Hand held tools will, where possible, be 110v or battery operated. Where this is not possible and for other hand-held equipment residual current devices having a 30mA tripping current and a maximum operating time of 30 milliseconds will be used. Test buttons will be incorporated.
4.49 As far as is reasonably practicable, cabling for the site will be located away from walkway circulation routes and will be covered with suitable cable ramps or matting, or flown, (where required and allowed).
4.50 Any penetration into the ground surfaces must first be physically inspected and scanned for utility pipes and cables - historical plans must not be used to determine these locations.
4.51 The safe use of electrical power tools would include the following:
. Inspect tools, power cords and electrical fittings for damage before each use. . Repair or replace damaged equipment. . Disconnect the power supply before making adjustments. . Portable electrical equipment, required to be grounded, must be effectively grounded by the use of approved cords and polarised plugs inserted in grounded, polarised receptacles. . Portable electrical equipment having double insulation or equivalent protection, and so marked, need not be grounded. . Keep power cords clear of tools during use. . Suspend power cords over walkways or working areas to minimise tripping hazards. . Do not clean the tools with flammable solvents. . Do not carry, lift or pull electrical tools by the cord. . Do not tie knots in power cords. Loop the cords or use a twist lock plug. Knots can create breakage in the wire causing short circuits and electrical shocks. . When unplugging the power supply, disconnect using the plug, do not yank or pull on the cord. . Do not use the tools in wet areas or in wet weather without using a ground fault interrupter. 4.52 These are the normal checks recommended by any electrical manufacturer. Where necessary the Safety Team will check contractors using power tools to ensure they adhere to the above.
WORKING AT HEIGHT
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4.53 Work at height means work in any place where, if precautions were not taken, a person could fall a distance liable to cause personal injury. You are working at height if you: work above ground/floor level could fall from an edge, through an opening or fragile surface or could fall from ground level into an opening in a floor or a hole in the ground Work at height does not include a slip or a trip on the level, as a fall from height must involve a fall from one level to a lower level, nor does it include walking up and down a permanent staircase in a building.
4.54 All work at height must be planned and executed by competent persons in accordance with the provisions of the Work at Height Regulations. Risk assessments will be carried out and all workers will be made aware of the control measures. 4.55 It is not only policy, but a legal requirement that all persons at work must be protected against the hazards of falling. All persons working on the event must comply with the following protocols. Contractors working at height must develop and implement Fall Protection and Rescue procedures that are compliant with the Health and Safety Regulations.
PLANT & MACHINERY
4.56 The use of plant and machinery will be required throughout the build and break. Given the location of the site build the use of such machinery will be managed in a safe environment away from the general public park users.
4.57 In the event where plant is used in the public plant areas designated walkways will be used to separate pedestrian traffic from areas of operation of mobile equipment.
4.58 If it is impracticable to provide designated walkways, adequate safe work procedures to minimise the possibility of collision must be used in hazardous work areas, including
the use of a traffic control system such as marshals at key junctions where there is likely to be conflict between pedestrian and vehicle movement.
enforcement of speed limits for mobile equipment
a requirement for the pedestrian and the mobile equipment operator to acknowledge each other's presence before the pedestrian proceeds through the hazardous area, or other effective means such as stewarding.
In areas where lift truck use is separated from pedestrian traffic, a lift truck may travel forward with an elevated load if such operation will improve the operator's view of the Page 27 of 48
path of travel, provided that operating conditions are maintained to ensure vehicle stability and the specifications of the equipment manufacturer are not compromised.
Workers / staff, etc. should be fully aware of their surroundings whilst in areas of vehicle/plant movement and should desist from the use of mobile phones unless stationary in one safe place, i.e. sat down
A person will not operate mobile equipment unless the person
has received adequate instruction in the safe use of the equipment and such training is documented
has certification, if certification to operate equipment is required (Forklift, etc.)
has demonstrated to a qualified supervisor or instructor, competency in operating the equipment,
and is familiar with the operating instructions for the equipment.
4.59 The operator of mobile equipment must operate the equipment safely, maintain full control of the equipment, and comply with the laws governing the operation of the equipment.
4.60 Equipment must be used and maintained in accordance with the applicable Health & Safety Regulation for that equipment or machinery.
4.61 Mobile equipment in which the operator cannot directly or by mirror or other effective device see immediately behind the machine should have an automatic audible warning device which;
activates whenever the equipment controls are positioned to move the equipment in reverse, and
if practicable, is audible above the ambient noise level
4.62 Mobile equipment used during the period from 1/2 hour after sunset to 1/2 hour before sunrise, or when persons or vehicles are not clearly discernible at a distance of 150 m (500 ft), must have and use lights to adequately illuminate
- the direction of travel,
- the working area about the mobile equipment, and
- the cab instruments.
4.63 Buckets, forks, booms, hoists and other load handling attachments must only be installed on mobile equipment as specified by the equipment manufacturer or when certified by a professional engineer for use on the equipment.
4.64 The installation specified by the equipment manufacturer or certified by the professional engineer under subsection (1) for hoists or load handling attachments must Page 28 of 48
include instructions for safe use of the equipment with the load handling attachment, and
provide for the evaluation of the stability of the equipment, including the effect of load swing.
4.65 Mobile equipment designed and used for lifting, hoisting or similar operations must have a permanently affixed notation, legible and visible to the operator, stating the rated load of the equipment.
4.66 A load chart must be displayed in the operator's cab if the rated load varies with the reach of the equipment.
4.67 The operator of mobile equipment is the only worker permitted to ride the equipment unless the equipment is a worker transportation vehicle meeting the requirements.
4.68 The operator of mobile equipment must not leave the controls unattended unless the equipment has been secured against inadvertent movement.
4.69 Any grapples or tongs or buckets on mobile equipment must be landed in a safe position before the equipment controls are left unattended.
4.70 Keys should be removed from mobile equipment at all times when left unattended.
4.71 An operator must not leave unattended any elevated load, part, extension or machine, unless it has been immobilised and secured against inadvertent movement.
4.72 If a worker is required to work beneath an elevated part of mobile equipment, the elevated part must be securely blocked.
SITE & EMERGENCY LIGHTING
4.73 There will be a requirement to provide artificial lighting at certain times of the day, to ensure the safe movement and circulation of persons around the event and ancillary areas.
4.74 The event build period is scheduled to run predominantly during day-light hours. Where, due to scheduling and overruns in production build, works are required in low light or at night, there will be a requirement to provide artificial lighting to ensure the safe movement and circulation of persons around the event and ancillary areas.
4.75 A number of lighting towers will be supplied and strategically placed around the event site to ensure a sufficient level of illumination. A pre-check will be undertaken at night before the event to ensure that the location and levels of lighting are suitable for the intended purpose.
4.76 Any supplied and installed lighting towers will be secured so as to prevent unauthorised access.
4.77 Suitable lighting will be provided around the event infrastructure during the live event periods.
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Existing venue lighting is available for wayfinding during the closure of the event.
4.78 As marquees will be used during the hours of darkness they will be fitted with suitable emergency lighting provision.
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SANITARY ARRANGEMENTS
4.79 Sanitary facilities for those workers involved in the build and derig shall be provided in suitable numbers. Public toilets are also located in the venues available for use throughout the event build and derig phases.
4.80 Adequate numbers of toilets and hand wash facilities will be provided. The number, type and location as advised by the supplier and with due regard for the guidance found within the event safety guide (Purple Guide).
4.81 These facilities should be maintained to ensure that they are kept in a clean and serviceable condition throughout the duration of the event and maintained to a high standard of hygiene.
4.82 The company contracted to supply the sanitary facilities will also be licensed to remove and dispose of all waste.
4.83 Additional toilets will be in place at the Finals weekend in the Borough Village and additional accessible toilets in key locations on the site.
4.84 Tankers will not operate during the live event unless located in a static position adjacent to the units.
WASTE MANAGEMENT
4.85 LYG will liaise with relevant venues with regards to waste management. At CPNSC LYG will have a skip to remove event waste.
4.86 All suppliers will be instructed to remove all their waste from site.
4.87 Cleaning will be maintained during the Summer Finals event with litter pickers.
4.88 Waste and cleaning services are being provided by a reputable and establish licensed company.
4.89 The safety team will monitor the areas to ensure inappropriate levels of waste and combustible items do not build up during any period.
LOST CHILD / VULNERABLE PERSON
4.90 London Youth Games is committed to working in partnership with all London Boroughs and schools to provide information to ensure best practice when working with children, young volunteers and vulnerable adults. 4.91 The Safeguarding Policy applies to all London Boroughs, schools and partner organisations,
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working as an employee or in a voluntary capacity, providing specific or sports related activities and events across London on behalf of the LYG. 4.92 LYG adhere to safeguarding and child protection principles recognised within the UK, international legislation and Government guidance (The Children Act 1989 and 2004, Safeguarding Vulnerable Groups Act 2006, The Data Protection Act 1998, Protection of Freedoms Act 2012, The Human Rights Act 1998 and Working Together to Safeguard Children 2013). 4.93 As part of the LYG Safeguarding policy they will have a welfare officer on site for the duration of the Finals event. They will be DBS checked and suitably trained and available to discuss and review any safeguarding concerns or queries raised on the day.
Lost Children / Vulnerable Persons 4.94 London Youth Games have a missing persons procedure in place. All participants are to be under the care of their school or BTO, other young persons in attendance should be under the care of a responsible person. However it is anticipated that at an event of this nature there will be children that are reported as missing, therefore there are suitable procedures and processes in place.
4.95 In the event that a child / vulnerable person is reported missing the following procedures should be implemented, at each venue LYG staff should agree on suitable locations to receive children and parents.
Missing Children
1. If a child is reported missing to you, advise them that the event has procedures in place to deal with this situation. Ask the person reporting if the missing person has a mobile phone if they do, advise that the person calls this number. 2. If the missing person does not have a mobile phone / is non-contactable take a brief description and report it directly to Event Control – do not broadcast this over the radio, advise Event Control that you need to speak to them by phone or in person – regarding XXXX. Include details of name, age, gender, clothing, location and if they are a participant what school / borough they are from, what sport they have competed in or are about to compete in and where they were last seen.
3. Event Control will contact security / stewards / venue as appropriate.
4. Wait in location (with persons reporting lost child) for approximately 5 minutes, then if the child does not show, take (or direct) the parent/guardian directly to a pre-agreed location where they Page 32 of 48
must wait.
5. If the child has not already been found and is felt to be at particular risk (i.e.: very young, learning difficulties, concerns for their state of mind / wellbeing) then an ALL-STATIONS alert will be issued and all Security and Venue Staff should ensure that a child matching the description given is not taken past their post. LYG Safeguarding Officer / representative to be advised of the situation. If not present the child’s parents / guardians are to be informed.
6. The Event Control will confirm the description to be given out over the site radios and this will be promulgated by Security Control.
7. If after 30 minutes the missing person has not been found the Emergency Liaison Team should convene to discuss actions and inform the police.
8. Following this the ELT will meet every 15 minutes and liaise with the police as required.
9. Once the situation has been resolved a stand down announcement will be made by Event control.
Found Children;
1. If you find a lost child under the age of 13, you should call for a colleague to come and assist and stay with the child. Do not leave the location until a visual check in the general locality for a distressed parent/guardian has been made. A radio call should be made as soon as possible to Event Control to advise of a found child; Code Word XXX. If possible get a name and borough / school from the child and give location, approx. age and sex of the child.
2. If the child is with a school or Borough their representative should be contacted by Event Control and requested to go to a pre-agreed location to be repatriated.
3. If the parent/guardian has not made themselves known within a maximum of five minutes from time of discovery, the child must be taken IN THE FIRST INSTANCE to the pre-agreed location by two staff – if finder is on static duty, additional staff must be deployed to escort the child.
4. Competent staff will record the child’s details on the ‘Missing Child ID Form’ along with the details of the person handing the child in.
5. Event Control will notify the venue and security that a child has been found and that any persons reporting a lost child should go to different pre-agreed location location (separate). Page 33 of 48
6. Staff repatriating children with parents will make all reasonable checks into the validity of the parent/guardian’s identity. A record of their Driving License or other form of ID should be taken and a PHOTOGRAPH (head/shoulders shot) should be taken of the parent/guardian with the child. We reserve the right NOT to release the child until sufficient proof of ID has been submitted.
A PA/tannoy/screen message will NOT BE BROADCAST UNDER ANY CIRCUMSTANCES to locate any lost/found person unless in an emergency and authorised by a senior member of the ELT team/Police. If permission is given, then no personal details of the child are to be broadcast, merely “All parents seeking lost children should go to the (pre agreed) location and make themselves known to LYG staff”.
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Date: …………………………. Form No: …………
PRIVATE & CONFIDENTIAL: NO PERSONAL DETAILS WILL BE DIVULGED OR STORED ON A COMPUTER. NB: FOR SECURITY, A PHOTO MAY BE TAKEN OF THE PARENT/GUARDIAN WHEN THE MISSING CHILD IS COLLECTED.
CHILD’S DETAILS: Child’s full name: Nickname: male / female? (delete) Time am / pm? (delete) reported: Where last seen: Description: Age: D.O.B: Clothing: Build: Hair colour: Eyes: Height: Distinguishing marks:
DETAILS OF PARENT/GUARDIAN: Name: Address:
Mobile: Home Telephone: Other telephone: How did you get to the event? Coach / bus (*If car, where parked?): / taxi / car* (delete) DETAILS OF PERSON FILLING IN FORM: Name: Signature: Contact details: What form of Photo taken of ID did you parent/guardian? take? If so, put photo no. here: RESULT:
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Child found? Police now in charge? Put all relevant details here…….
OFFICIAL USE ONLY: 1. Contact EVENT CONTROL with the above details. 2. Contact the Safeguarding Officer, who will also alert Police Control (if separate). 3. File this form in the ONE main ‘Lost Child’ folder.
FOOD SAFETY
4.96 LYG will utilise existing venue catering provision where possible. Where catering concessions will be in place LYG will obtain details of the appointed caterers and will forward the information on to the Local Authority Food Hygiene Team. The local authority Environmental Health Department may inspect the catering facilities for compliance with food hygiene regulations.
4.97 Those traders utilising an LPG supply for the preparation of food etc. shall have the relevant, current Gas Safe certification in place for their gas equipment. Additionally, they shall have completed a risk assessment and have in place controls for the safe operation of all gas appliances.
4.98 Traders are restricted to one cylinder in use and one spare per unit. All spare cylinders will be stored in a suitably secure and ventilated area in an upright position.
4.99 There will be no changing of gas cylinders during the live event. A suitable change over valve should be used in accordance with manufacturer’s instructions and industry best practise. Traders are required to manage all waste within their areas inclusive of any food waste and grey water generated as a result of their undertakings.
4.100 In respect of food safety issues or concerns, the Site Manager will be responsible for liaising with vendors and where required closing down such units where a resolution is not achievable. They will seek advice from the ESC, Local Authority Food Hygiene Officers and be supported, where necessary by security.
4.101 All drinks sold on site are to be in cans, paper / plastic cups and receptacles. No alcohol will be sold as part of this event.
ACCESS TO POTABLE WATER
4.102 During the build / break periods there will be potable water available either via bottled water or by venue potable water drinking supply.
4.103 During the event all participants will be advised to bring a reusable water receptacle and that drinking water will be available. LYG will ensure that there is a suitable supply of drinking water at the Finals weekend, this will be in the form of bowsers and will be positioned across the CPNSC site so that they are accessible to participants.
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DRUG & ALCOHOL POLICY
4.104 The use of illegal drugs, including solvent abuse and alcohol can be disruptive, decrease productivity, adversely affect the ability of an individual to perform their duties, lead to unacceptable behaviour and pose serious health and safety risks.
4.105 London Youth Games retains the right to test employees on the grounds of reasonable suspicion or following an accident/incident.
Alcohol
4.106 No person working on the event on behalf of, or contracted by LYG is permitted to drink alcohol during working hours this includes volunteers and games officials. 4.107 As the majority of LYG staff and contractors stay on site during the Summer Finals event it is considered acceptable for alcohol to be consumed moderately outside of working hours such as evening times. 4.108 No person working on the event on behalf of, or contracted by LYG will report for work under the influence of alcohol. LYG managers have authority to remove and/or dismiss individuals on the grounds of reasonable suspicion or following an accident/incident. 4.109 Any instances of distribution of open containers of alcohol, consumption or being under the influence of alcohol, in the workplace must be reported to LYG immediately.
Illegal Drugs
4.110 LYG operates a zero tolerance towards illegal substances. Illegal substances are those covered by the Medicines Act 1968, the Misuse of Drugs Act 1971, the Misuse of Drugs Regulations 2001 and any subsequent legislation. 4.111 No person working on the event on behalf of, or contracted by LYG is permitted to be under the influence of illegal drugs during working hours 4.112 Workforce members are prohibited from possession of, distribution or use of illegal drugs or substances, or legal drugs at an illegal quantity, during working hours. 4.113 All concerns regarding the distribution or use of illegal drugs must be reported to LYG immediately. 4.114 The possession, sale, distribution, use or being under the influence of illegal drugs is a criminal offence, and any such activities in the workplace will be grounds for instant dismissal and the matter will be reported to the police.
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Prescription Drugs
4.115 Workforce members who use medically prescribed or over-the-counter drugs, should first check the potential for side effects which may impair their safety or the safety of others, with the prescribing Doctor or pharmacist.
WORKING NEAR WATER
4.116 All staff that are required to work alongside or in water (pools / open water / reservoirs) will be suitably competent and will undertake their works in accordance with the RA. 4.117 Venue procedures in accordance with water safety will be adhered to at all times, LYG and or the venues will provide a suitable number of competent staff to facilitate the competitions.
ACCIDENTS AND INCIDENTS
4.118 The following definitions will be used:
ACCIDENT Is defined as “any unplanned event that resulted in injury or ill health of people, or damage or loss to property, plant, materials or the environment or a loss of business opportunity”
INCIDENT (near miss) Is defined as, “any event, which under slightly different circumstances, may have resulted in injury or ill health of people, or damage or loss to property, plant, materials or the environment or a loss of business opportunity”.
4.119 Any employee, volunteer, freelance worker or contractor who suffers an accident or witnesses an incident (near miss), must ensure that the accident/incident is reported as soon as possible to their Line Manager or the safety team who will record the matter.
4.120 An “Accident / Incident Report Form” must be completed by LYG / ESC.
4.121 An Accident / Incident Book will be located in the Event Control Room.
4.122 The response to each accident / incident is dependent upon the severity, i.e. minor or major.
4.123 Major Accidents are defined as any incident that requires the assistance of an external emergency agency (fire, police, etc.).
4.124 In the case of a major incident, the first call should always be to the emergency services on 999. Page 38 of 48
4.125 The second call should be to the Event Manager during the build and de-rig. On event days, the primary call should be made to the Control Room, who will contact the emergency services / safety team, etc.
4.126 In all cases, an accident / incident form will need to be completed by the safety team.
4.127 Minor accidents / incidents are those that involve first aid intervention, but classed as not severe and not requiring external assistance.
4.128 In the case of a minor incident, the first call should be to the onsite medics and safety team.In all cases, an accident / incident form will need to be completed by the safety team. The accident / incident report form is self-explanatory. It requires the collection of information relevant to the accident/ incident, e.g.:
Who was involved in the Accident / Incident? Details of any witnesses to the Accident/ Incident. The nature of the injuries and/or damage that occurred. The precise location of the Accident / Incident. Exactly what this person was doing at the time of the Accident / Incident. The conditions at the time of the Accident / Incident (e.g. lighting, weather, etc.). Exactly what happened?
Additional information can be added later if required.
Section 5 – Control Room Arrangements
EVENT CONTROL ROOM (ECR)
5.1 A fully functional Event Control Room (ECR) shall be in operation for the LYG Finals weekend. The location of the ECR will be within the CPNSC event footprint.
5.2 For the Event Control Room (ECR) for the LYG Finals weekend the event control will not comprise of all members of the ELT, however will have two event control operators who will use radios and or mobile phones to communicate to key members of the ELT as required.
5.3 LYG will maintain an event and key decision log for the event.
5.4 A radio communications network shall be installed to provide site/route wide communications so that effective communications can be maintained between all key parties. Additionally, back up hard line and mobile phone communications will be available.
5.5 The ECR will be restricted access and numbers of persons accessing this area will be limited.
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EVENT LIAISON TEAM (ELT)
5.6 An Emergency Liaison Team (ELT) is a multi-agency team, similar to the Safety Advisory Group (SAG), but is specifically designed to deal with issues on the day of an event.
5.7 The team will meet only in the event of an incident or problem which requires a coordinated overall response by multiple event representatives and stakeholders.
5.8 Members of the ECR must be available via radio and mobile phones etc at all material times during the event period and will be requested to attend the ECR as appropriate.
5.9 The core ELT (LYG Event Manager, ESC, Security Manager, Medical Manager and Venue Manager) will convene before, during and after each event day for briefings.
5.10 If a situation develops, the ELT, will come together in a fixed location and will advise the event organisers, so that decision making and communications (internal and external), can be disseminated and implemented for the purpose of managing the situation. The ELT will not ever and does not have the authority take control of the event.
5.11 In the case of an emergency, it may be necessary to convene an ad-hoc meeting of the ELT to assist the organisers in managing the incident.
5.12 The composition of the ELT shall be decided by LYG, but will normally comprise of:
Event Manager (LYG)
Competition Director
Welfare Officer
Site Manager
ESC
Security Manager
Medical Manager
CPNSC Manager
5.13 The ELT may be supported and added to by specialists who could aid and assist in specific scenarios and circumstances such as the Emergency services and or contractors as appropriate.
.
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Section 6 - Emergency Planning Arrangements
EMERGENCY PLAN
Emergency Evacuation Procedures 6.1 Depending on the type and size of the incident, a decision may be taken to evacuate all or part of the event areas. In order for this to take place in a controlled manner, pre-existing authority to call an evacuation must be clearly understood by all concerned. This authority does not replace any statutory duty held by any one organisation; however, it is designed to avoid confusion and duplication of any decision. The evacuation therefore may be: Small scale and localised only (with the public moving to a ‘place of safety’ the place of safety will be required to be identified and agreed based on the nature and location of the incident) Full scale and affect the entire site 6.2 In the event that an Evacuation during build /break periods was required all contractors and staff would be advised during the sign in / induction process of the assembly point, contractors and staff will meet at this area.
6.3 An emergency response during the live event period would be undertaken in accordance with the Crisis Management Plan.
6.4 The Borough Village and CPNSC will have its own emergency plan.
Authority to Evacuate
6.5 The responsibility for crowd control on site is under the direction of the Event Director, the Safety Advisor, Venue Manager and the Head of Security. If a situation escalates to a full or part evacuation of the site, all staff and crew will be advised by their supervisors as to the action to be taken. The decision to evacuate will be taken by the Event Director, venue and the most Senior Police Officer on site at the time (if available).
6.6 General Public and participants will be alerted by the available PA systems and by stewards with loudhailers. Audience members will be directed to leave the area via the most appropriate route in an emergency.
6.7 The process by which this takes place should be the subject of a Transfer of Authority (TOA) between the Police and the Event Organiser.
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6.8 If a TOA takes place, the event organisers and their appointed contractors and suppliers (Security and Medical) shall provide mutual aid, under the direction of the emergency services until the incident is resolved or they are stood down.As part of the TOA, there should also be provision for handing back the event to the organisers following the conclusion of the incident.
EVACUATION PLAN
6.9 The Majority of LYG events will take place within existing leisure centres and venues where the venue staff will facilitate and lead the emergency response.
6.10 At the Summer Finals event at Crystal Palace National Sports Centre (CPNSC) where LYG create a Borough village an emergency plan is required in case this area is required to be evacuated. The Borough village is positioned on an elevated area of grassland, if necessary it may be required to evacuate the Borough Village only or part of the Borough Village. The Borough Village has suitable emergency exit routes; to the car park areas of CPNSC and to the Crystal Palace Park areas.
6.11 It may only be necessary to move crowds away from the area of danger rather than to implement a full site evacuation and this can be completed within a few minutes. This however is under the command and control / decision making process of the event control.
6.12 In the event that a situation develops whilst members of the public are in attendance at the event, that meant the event had to be cancelled and could not continue, (depending on the developing scenario), the response could be to ask members of the public and participants to leave the area with their belongings, which could take a lot longer, or an immediate full-site evacuation and move everybody off of the site quickly in an acceptable period of time.
6.13 For venues such as Crystal Palace National Sports Centre, Redbridge Leisure Centre, etc (See full list in appendices), the venue staff would initiate and lead an emergency evacuation using their pre-agreed systems and personnel, as required LYG staff and their security staff will assist with this until relieved by emergency services.
6.14 The Borough Village located at CPNSC has a capacity of 3000 persons and an area of 4000sqm. Based on the exits available it is considered that the site could evacuate 3000 persons (in an 8 minute time period).
ADVERSE WEATHER PLAN
TBC
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Section 7 – Communications Arrangements
COMMUNICATIONS PLAN
7.1 The importance of communication on site is recognised by LYG. There needs to be clear and effective communication between the various disciplines and identified lines of demarcation. Agreed and written procedures, roles and specific duties should be drawn up.
7.2 At the Summer Finals all relevant personnel will use radio communication. It is imperative that radios are sourced from a reputable supplier to prevent crossover. There will be an Event Control in which key personnel will manage radio communications.
7.3 Correct radio procedure and discipline should be maintained. It is essential that radio contact within the site is limited to site related problems. Queries or problems raised should be dealt with by face-to-face meetings where possible to avoid long and drawn out discussions via radio.
7.4 The radio channels in use on event day will be confirmed separately within the EMP and advised to all radio users.
7.5 The command and control for the Summer Finals event will be located within the Lodge in the Games Office, during the event periods and when this room is in use access will be restricted to key personnel only.
7.6 Regular meetings between the security manager, medical services, ESC and the event Management should be scheduled to take place at specified intervals throughout the event to discuss the event live.
Section 8 – Security & Crowd Management Arrangements
SECURITY AND STEWARDING PLAN
8.1 LYG will engage with the Venue appointed security and stewarding contractor; Wise Security. Wise Security will provide a suitable security and stewarding plan and a crowd management plan. 8.2 LYG will agree in advance a policy on bag searches and prohibited items.
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SUSPECT DEVICES
8.3 Key staff will be briefed to use checklist forms if they take any call which appears to be a bomb threat. They will immediately advise LYG Management.
8.4 Event staff identifying suspect packages should ensure that where possible the package remains under surveillance and is not disturbed, whilst a message is relayed to event control. Persons notifying suspect packages should not use their radios or mobile phones to make the notification within 100m of the package.
8.5 Once a notification has been received security and or where applicable the Dogs Team will be notified and asked to consider the validity of the warning message received and advise on action before further action is considered. Stewards will be deployed as necessary to support the Police in locating suspect packages and alerted to restrict radio use around the package.
8.6 Event Control and security will evaluate the information being received, advise any relevant agency, deploy stewards, and identify the extent of the area needed to be evacuated, the routes by which this should take place and the routes via which emergency vehicles will approach.
Evacuation radii for suspect devices is as follows
Suspect device Radius Briefcase 100 metres Suitcase 200 metres Car 400 metres Lorry 800 metres
Section 9 – Medical Arrangements
9.1 LYG have will contract TBC to provide medical cover for participants during the event periods; Cross Country Regatta Spring Finals Summer Finals
9.2
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9.3 Medical Staffing & Resources are set out in the Medical Delivery Plan for each event.
9.4 All local hospitals should be given prior notification of the event, following t h e consultation process above. The closest hospitals with 24-hour Accident and Emergency Facilities are:
Cross Country – Parliament Hill, Hampstead Heath
A&E and Urgent Care
The Whittington Health
Magdala Avenue, London, N19 5NF
Open 24 hours
Regatta –
Queen Mary’s Reservoir
A&E – St Peter’s Hospital
Guildford Road Chertsey Surrey KT16 0PZ
Tel: 01932 872000
Lee Valley White Water Centre
Station Road,
Waltham Cross
EN9 1AB
A&E – North Middlesex University,
Sterling Way London N18 1QX
Spring Finals –
Crystal Palace National Sports Centre
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Urgent Care - Beckenham Beacon Ucc
01689 866 037
379-397Croydon Road , Beckenham, Kent, BR3 3QL
Open 8am – 8pm
A&E – Croydon University Hospital
Tel: 020 8401 3000
530 London Road Thornton Heath Surrey CR7 7YE
Open 24 hours.
Redbridge Leisure Centre
A&E and Urgent Care - King George Hospital
Barley Lane Ilford Essex IG3 8YB
Tel: 0330 400 4333
Open 24 hours
Summer Finals – Crystal Palace National Sports Centre
Urgent Care - Beckenham Beacon Ucc
01689 866 037
379-397Croydon Road , Beckenham, Kent, BR3 3QL
Open 8am – 8pm
A&E – Croydon University Hospital
Tel: 020 8401 3000
530 London Road Thornton Heath Surrey CR7 7YE
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Open 24 hours.
Advice will be sought from the on site medical professionals on which hospital to attend.
Section 10 – Transport Arrangements
ONSITE VEHICLE MANAGEMENT
10.1 All venues will have existing traffic management systems in place that all contractors and visitors will have to adhere to.
10.2 At CPNSC there will be a vehicle curfew in place on event days. This will be agreed and implemented by Wise Security. There will be limited access to specific car parks for staff and blue badge holders.
10.3 Participant and spectator vehicles will be parked in the Crystal Palace Park Car Park which is located immediately adjacent to CPNSC.
See Traffic Management Plan
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