THE ENCHANTED GARDEN BALL SHOBROOKE PARK 2ND JUNE 2018 Event Management Plan Version 0.2 1 Version Management: V1 first draft V2 8/3/18: DB amendments; VW additions: Site Capacity; ‘Ask for Angela’;Suspicious Package/terrorism; radio codes; Evacuation use of METHANE reporting Contents EVENT & SITE DESIGN Introduction 4 Event description 4 Premises Licence 5 Event Management Plan 5 Insurance 5 Management of the Event 5 Key Personnel and Responsibilities 5 – 6 Safety Management Structure 6 Event Liaison Team 7 Site Access, Egress 7 Site Capacity 7 - 8 Event Emergency Calculations 8 Means of Escape 8 - 9 Normal Egress 9 SAFETY PLANNING & MANAGEMENT Site Build and Dismantle plan 10 - 11 Temporary Structures: 11 – 13 Working at Height 11 Adverse weather & Temporary Structures 11 Traffic Management 13 - 14 Electricity Supply 14 Site/venue Lighting 15 Noise Management Plan 15 - 16 Special Effects 16 Sanitary Provision 16 - 17 Fencing and Barrier specifications 17 Waste Management 17 Fire Safety 17 - 18 Water Safety 18 Medical and Welfare 18 - 19 CROWD MANAGEMENT & CONTROL Communications 20 Crowd Management 20 – 22 Security & Crowd Control 22 - 24 Emergency Evacuation 24 Alert States & Codes 24 - 26 Contingency Management 26 - 27 2 25 APPENDICES Appendix 1 Site Plans Appendix 2 Event Risk Assessment Appendix 3 Contact List Appendix 4 Event Safety Management & radio Comms Structure Appendix 5 Production Schedule Appendix 6 Traffic Management Plan Appendix 7 Noise Management Plan Appendix 8 Fire Risk Assessment Tented Venues Appendix 9 Medical & welfare Plan (awaiting) 3 SECTION 1: EVENT AND SITE DESIGN INTRODUCTION: Event: Enchanted Garden Ball Venue: Shobrooke Park, Crediton, EX17 1DG Date: Saturday 2nd June 2018 Soundchecks: 1400 - 1700 Site open to public: Saturday 1700 – Sunday 0300 Performance times: Saturday 1800 to Sunday 0200 Event Organisers: The Enchanted Group EVENT DESCRIPTION See Appendix 1 – Site Plans The Enchanted Garden Ball is a single day ticketed event with entertainment including live and recorded music, cabaret, karaoke, funfair rides, inflatables/zorbing, food and drink. It has been held annually at Shobrooke Park since 2014 making use of the park’s lakeside event area and amphitheatre. The event is for over 18s only, and is aimed exclusively at a student audience aged 18 – 25, particularly those who have finished their examinations. No under 18s will be admitted. The event site will consist of 5 tented venues as follows: There will be five tented performance venues as follows: Karaoke Bar – karaoke/music until midnight G.A.Y. – DJs/lighting shows until 0100 Doppelganger – Live music/DJs until midnight then background music until 0100 Disco Ballroom – DJ + lighting shows until 0200 The Fortress- IBC Structure – DJ stage until midnight followed by silent disco until 0200 Close to the Fortress stage will be an inflatable course and Zorb area. In addition there will be a fairground area operating until midnight and a Truckstop catering area with seating – open until 0230. Bars will be taken out of the tented venues and instead 2 Garden bars will be set up, one close to the Fortress and one to the G.A.Y. tent, these bars are serveries and not designed as seating areas. In addition a restricted access VIP bar, available only to those who have paid an additional charge, will be established near the amphitheatre area. There will also be an alcohol free bar available. A bus transport system for up to 4000 return journeys has been established to pick students up from Exeter and return them to the Exeter pick up point at the end of the evening. There will also be a taxi drop off and collection point by the South Lodge. 4 PREMISES LICENCE A permanent Premises Licence will be applied for from Mid Devon Council by the Enchanted Group to include playing of live and recorded music, exhibition of film, performance of dance and theatre and also to include sale of late night refreshment and sale of alcohol on the premises. Any conditions attached to the licence will be adhered at all times EVENT MANAGEMENT PLAN The event management plan is to cover all aspects and activities of the event and to detail the management plans and actions of the organisers with regard to public health and safety. An overall risk assessment has been produced as an appendix to this document. All contractors will provide their own RAMS to cover their activities and proof of public liability insurance. Catering outlets will be required to produce Food Safety Management Systems (HACCP) and Funfair/inflatable operators will be required to provide operational risk assessments certification where relevant that their units are fit for purpose. The risk assessment process is on-going and it is possible that assessments may be amended or improved. See Appendix 2: Event Risk Assessment INSURANCE The event will have £5million Public Liability Insurance cover £10 million Employers Liability cover The policies will be with DTW 1991 Underwriting Ltd on behalf of Syndicate 1991, administered by Insurance experts. All contractors will have their own Public Liability cover (minimum £5 million) and Employers Liability cover and will provide copies of their insurance certificates. MANAGEMENT OF THE EVENT The Enchanted Group Ltd are the Event Directors who take very seriously their responsibility for the health and safety of their staff, contractors and the public. They undertake to ensure, as far as is practically possible, that at no time is any party put at unnecessary risk due to its actions. To that end they have put together an experienced production team and these people are detailed along with their responsibilities. As part of the planning process for the event, planning meetings will be held with Mid Devon District Council’s Safety Advisory Group. KEY PERSONNEL AND RESPONSIBILITIES See Appendix 3: Contact List Event Directors: Tom Wye, Sam King – Enchanted Group Ltd Responsible for overall strategic decisions concerning the management and control of the event and will assume control on behalf of the owner for the safety and security of the site. It shall be a nominated Directors or in their absence the Event Manager, who has the ultimate responsibility during an event for initiating any emergency action procedures and assuming control of the incident until either relieved by a senior police officer, or until the incident has reached a safe conclusion. In 5 all circumstances, other than a major incident the final decision is that of the nominated Event Director Event Manager: Val Wilson - Showbitz Makes operational decisions concerning the management and operation of the event for all activities on site and to act on operational decisions concerning security and crowd management matters in close liaison with the Head of Security and the Health and Safety Manager. To ensure all stage and production activity is run on schedule and within the limitations set by the local authority Site Manager: tbc To oversee the get in and get out of site infrastructure and to ensure that all aspects of the site infrastructure remains in place as per the plan and local authority inspection, and to deal with any site related problems that may occur during the event. Health and Safety Manager: Jon Perry, JPS Consultancy Co-ordinates and advises on all health and safety issues relating to the event. To provide a liaison point with regulatory authorities and ensure that safety procedures identified in the pre-event planning are implemented. Liaising with the Event Director, Event Manager, Head of Security and Event Control Traffic Management: Jon Perry - JPS Consultancy To co-ordinate and manage a traffic/transport management plan for the event to include ticket holder transport management, production traffic management and a temporary traffic management plan. Noise Management: Mike Wood - Act Acoustics To produce a noise management plan for the event, monitor levels during the event and investigate any complaints around noise received during the event. Head of Security: tbc To ensure that all aspects of the stewarding and crowd Safety plan are implemented and that the Event Manager is advised of any potential incident that could result in any change to the operation of the event. Responsible for the overall management of the security/stewarding operation and for strategic decision in conjunction with the Event Director/Event Manager/Health and Safety Manager with regard to deployment of security and decisions with regard to crowd management and safety. Designated Premises Supervisor: George Sloane Bar operator and Manager. Contractors Contractors for the event will be selected on the basis of competence, previous experience and suitability of their product or services. SAFETY MANAGEMENT STRUCTURE The event safety management structure is illustrated in a flow diagram as an appendix to this document. See Appendix 4: Safety Management Structure 6 EVENT LIAISON TEAM Will meet at pre-determined intervals in the site office/event control throughout the event for brief discussions about the event so that all are kept informed. These discussions shall be minuted. All members of ELT will have event radios and remain in communication with Event Control at all times. ELT members will include: • Event director • Event Manager • Site Manager • Radio control operator • Medical/welfare team • Head of Security • Health and safety officer • Transport manager • Stagecoach • Noise control In the event of a major incident the ELT will be used to co-ordinate any response until other command and control systems may be in place. The ELT will have a designated manager throughout the duration of the event (radio operator) who will be responsible for the co-ordination of the ELT and maintenance of the event log with respect to the event site and surrounding areas. SITE ACCESS, EGRESS Site access is as follows: Production vehicle access via North Lodge off A3072 to Red Gate Public Access via South Lodge to Blue Gate, the only public route onto the event site, via a reasonably level route which will be lit by festoon lighting and stewarded.