Fireworks Display Bishops & Ravenscourt Parks Safety Advisory Group (SAG) Monday 2nd September @ 09.30am Committee Room 3, 2nd Floor, Hammersmith Town Hall, King Street, London W6 9JU MINUTES OF MEETING PRESENT: London Borough of Hammersmith and Fulham (LBHF) Stephanie Needham - Commercial Services Manager (SN) - Chair Karen Ashdown - Environmental Health Officer (KA) Rachel Walkowiak - Environmental Health Officer (RW) Somayya Yaqub - Environmental Protection Manager (SY) Mike Rumble - Parks Constabulary (MR) Jem Kale - Events Manager (JK) Helen Pinnington - Events Manager (HP) Andrew Marshall - Business Support (AM) - Minutes Organisers Emma Kitson - Safety Manager Ubique Leisure Ltd (EK) Steve Braden - Director Ubique Leisure Ltd (SB) Nick Hancock - Ubique Leisure Ltd (NH) Shahid Gardhid - Security Ubique leisure Ltd (SG) Daniel Brady - Medical (DB) Sue Buley - Medical (SB) Metropolitan Police Service (MPS) Inspector Garry Jupp (GJ) PC Matthew Tidy (MT) London Fire and Emergency Planning Authority (LFEPA) Marion Kinn (MK) Item ITEM ACTION No. 1. Welcome from Chair Minutes 02 September 2013 Fireworks SAG Page 1 of 6 1.1 SN welcomed the group. 2. Apologies / Introduction of new members 2.1 Apologies: Michael Allen (LBHF Highways) and Donna Pentelow (LBHF Head of Culture) 3. Purpose of SAG 3.1 SN outlined reasons for the formalisation of the meeting, advising that the minutes will be published on the LBHF website excluding any confidential items. 4. Feedback on Bishops Park and Ravenscourt Park Fireworks 2012 4.1 All issues raised at debrief meeting held in January have been discussed between KA, RW and JK and separately JK and SB. Meting notes agreed. Actions arising are covered by the agenda. 5. Events Overview 5.1 JK provided an overview and history of the fireworks events held in the borough. Bishop’s Park event is to be held on Friday 1st November and Ravenscourt Park event is to be held on Saturday 2nd November. 5.2 Ticketing: 5.2.1 JK advised that online sales are available up to the day before each event. Sales start 6 weeks in advance, numbers sold will be known. Cash sales available on the gate. All spectators (adults and children) will be counted by being given a numbered ticket. Periodically during entry the two independent scrutineers (council officers) will take a count. 5.3 Opening and show times: 5.3.1 Gates open at 6pm. The Children’s Show starts at 7pm for 10 minutes and the Main show starts at 8pm for 15-20 minutes. Gates close when the capacity has been reached or at 7.45 pm whichever is earlier. SK advised that security will manage the queues to advise people of imminent gate closure. Marketing & promotional material as well as the tickets will advise when gates close. 5.3.2 Funfair will close by 9.30pm. Item ITEM ACTION No. 6. Event overview - Bishops Park 2013 6.1 Site layout: Minutes 02 September 2013 Fireworks SAG Page 2 of 6 6.1.1 SB advised that their draft emergency plans had been circulated and asked for any comments. 6.1.2 GJ asked for clarity on when MPS or Parks Police would be expected to take action in certain circumstances. Meeting discussed issues and agreed that Parks Police would deal with issues within the park and MPS outside unless assistance requested. 6.1.3 NH confirmed he will be running the control room and keeping a command log. 6.1.4 SB advised that there is additional lighting and signage for this years event. Confirmed that event control has been relocated. 6.1.5 SB has asked the contractor providing the aluminum trackway for the slope into park, to provide a non slip covering for pedestrian use. 6.1.6 MR requested LBHF provide an A1 size map for the control room. JK 6.2 Capacity: 6.2.1 The meeting discussed capacity for Bishop’s Park a 7,000 capacity was agreed. 6.3 Appointed contractors: 6.3.1 SB confirmed the same contractors as last year are being used, as listed in the documentation. 7. Event overview - Ravenscourt Park 2013 7.1 Site layout: 7.1.1 SB advised that their draft emergency plans had been circulated. 7.1.2 NH confirmed he will be running the control room and keeping a command log. 7.1.3 SB advised that there is additional lighting and signage for this years events including the alleyway from park to Ravenscourt Park tube station which is used as an exit route (not entrance). 7.1.4 SB confirmed matting being provided for the funfair from King street entrance. Minutes 02 September 2013 Fireworks SAG Page 3 of 6 Item ITEM ACTION No. 7.2 Capacity: 7.2.1 Capacity of the park was discussed looking at exit flow rates and acceptable density of crowd in different areas of the crowd. KA, JK & KA, JK & SB SB to discuss and agree outside of meeting. SB to circulate accurate calculation of publically available area which had been mapped out on 1st September. 7.2.2 GJ has concerns over the potential for large numbers of people unable to enter the park due to the capacity being reached early and how this would be managed. The events are gaining in popularity, albeit dependent on weather conditions. JK confirmed that roads around the park will be closed to traffic. 7.3 Appointed Contractors: 7.3.1 SB confirmed the same contractors as last year are being used, as listed in documentation. 9. Operations Manual / Emergency Contingency Plans 9.1 Firework firing area security & firework storage arrangements were discussed and agreed. 9.1.1 KA asked for confirmation of any height restrictions for fireworks set by the Civil Aviation Authority (CAA). EK confirmed that the Event Plan will be amended to reflect current information from CAA. 9.1.2 KA requested that more information is documented about adverse weather limits and proposals for alterations to or cancellation of the show. SB gave overview of weather monitoring and confirmed that SB firework contractor has overall responsibility for firing. Meeting agreed this monitoring should be documented. 9.2 Egress: 9.2.1 Meeting discussed use of exit routes and controlling the King Street exit. Crowd back up through the arch from King Street can be anticipated. The use of barriers, closure of Ravenscourt Avenue and stewarding were discussed. 9.2.2 Meeting discussed traffic control on King Street. JK advised that TfL have not supported any road closure. Barriers and stewards, with MPS support as necessary, will be in place to regulate the crowd surge at the end of the show. 9.2.3 JK to circulate detail of Traffic Management Order and exit JK management arrangements. Minutes 02 September 2013 Fireworks SAG Page 4 of 6 Item ITEM ACTION No. 10. Policing issues 10.1 Met Police: 10.1.1 GJ requested that a formal request for MPS resources to be made JK soon. 10.2 Parks Police; 10.2.1 MR advised the meeting that Parks police now use a GPS mapped radio system with digital recording of all conversations. The system will be monitored from event control. 10.2.3 JK confirmed that events staff will also use this radio system. 10.2.4 The meeting agreed that effective communication between all parties will be key to safe event management. 11. Traffic Management 11.1 Traffic Management Order: 11.2 JK confirmed that a tow truck is assigned to the event to relocate vehicles parked in the Traffic Management Order (TMO) controlled areas. 11.3 Ravenscourt Avenue will be closed from 5pm to 10pm. This is an addition to the TMO for this year. 11.4 NH requested a short term hold of traffic by MPS on King Street to GJ assist the safe egress of crowds. GJ advised that MPS will give this consideration after sight of the finalised egress plan. 11.5 SG advised that security will be on hand at the zebra crossing to assist spectators. 12. Food Safety 12.1 SB advised that when the catering contract is awarded all details will SB be passed to LBHF. 12.2 SB confirmed that mulled wine and warm cider will be sold. 12.3 KA commented that there were significant queues for mulled wine at Ravenscourt Park last year. SB anticipates this will be addressed by the caterers. Minutes 02 September 2013 Fireworks SAG Page 5 of 6 Item ITEM ACTION No. 13. Environmental Protection 13.1 SY enquired when the sites will be set up. SB advised that they will begin the build on Thursday to both sites. Traffic movements will cease at Bishop’s Park Friday evening approx midnight and at Ravenscourt Park on Sunday afternoon. 13.2 SB is aware of restrictions on Saturday vehicle movements due to a football match at Craven Cottage. 13.2 JK confirmed the litter clearance arrangements inside and out of both parks. 14. Any other business 14.1 SN asked if anyone knew if there were any TfL planned tube KA closures. 14.2 DB advised that any spectators taken ill that can’t be treated on site will be escorted to an exit to be passed onto the London Ambulance Service. 14.3 KA requested an agreement on when to exchange TMO information JK etc, JK will aim to provide information by Friday 6th September 2013. 14.4 GJ requested the SAG reconvene once confirmation of capacity numbers, plans, TMO and MPS resources are known. Meeting agreed. 14.5 GJ advised that MPS require 4 weeks notice in order to book JK resources. 14.6 SN confirmed a further meeting will convened week commencing KA 16th September 2013.