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Event Plan

“Festival in the
Park”
Presented by
Kirklees Council

Crow Nest Park, Dewsbury

17th and 18th July 2010

Contents

1.   Introduction ....................................................................................................... 4
2.  General Information .......................................................................................... 4
3.   License type .......................................................................................................  4
4.   Personal license holder .................................................................................... 4
5.   Event Manager ...................................................................................................  4
6.   Safety officer ......................................................................................................  4
7.   Other key staff ................................................................................................... 5
8.  Crowd Management, stewarding and guarding ..............................................  6
9.   Passes and permits ...........................................................................................  8
10.  Road Closure .....................................................................................................  8
11.  Facilities for people with disabilities ............................................................... 8
12.  Communication ................................................................................................. 8
13.  Barriers ............................................................................................................... 9
14.  Temporary structures ....................................................................................... 9
15.  Stages ................................................................................................................. 9
16.  Electricity systems ............................................................................................  9
17.  Emergency lighting circuits ........................................................................... 10
18.  Special effects and Pyrotechnics................................................................... 10
19.  Fairgrounds and attractions ...........................................................................  10
20.  Sound and noise ............................................................................................. 10
21.  Fire Safety ........................................................................................................  10
22.  Overnight Security .......................................................................................... 10
Incorporated into the main crowd management structure at point 8 ......................... 10
23.  Emergency procedures and major incidents ................................................  10
Fire in any area ..................................................................................................... 10
Bomb threat .......................................................................................................... 11
Suspicious packages ............................................................................................ 11
Serious crowd disorder ......................................................................................... 11
Inclement weather .................................................................................................  11
Evacuation ............................................................................................................ 12
24.  Traffic management ........................................................................................ 12
25.  Medical/first aid provisions ............................................................................ 13
26.  Information and welfare ..................................................................................  13
27.  Lost children ....................................................................................................  13
28.  Food, refreshment and drinking water .......................................................... 14
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29.  Sanitary accommodation ................................................................................  14
30.  Waste disposal ................................................................................................ 14
31.  Itinerary ............................................................................................................ 14
32.  Build schedule .................................................................................................  14
33.  Appendices ......................................................................................................  14
1.  Event Risk Assessment ................................................................................. 14
2.  Event Method Statement ............................................................................... 14
3.  Radio allocation ............................................................................................. 14
4.  Stage handover certificate and Risk Assessments ........................................  14
5.  Electric Certificates ........................................................................................  14
6.  Power supplier risk assessment .................................................................... 14
7.  Artistes risk assessments .............................................................................. 14
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1.
Introduction

On the 17th July in Crow Nest Park in Dewsbury there will be a Motown tribute band
performing on a large stage from 1930 – 22.30, this will be followed by a pop concert
on Sunday 18th July from 1300 – 2000. To complement the main stage activity on the
Sunday A World Together will be run alongside to add a more Festival feel. This will
include a small acoustic stage, Children’s area and a market. This element will run
from 1300 – 1800.

2. General
Information
Name of Event
Festival in the park
Date of Event
22nd/23rd August 2009
Venue
Crow Nest Park, Dewsbury
Grid ref
424752E 421792N
Lat N53:41:31
Lon W
1:31:36
Event Times
17th 19.30 – 2230 18th13.30 – 20.00
Cost Free
Estimated attendance
Up to 10,000
Occupancies See
spreadsheet

The audience profile is expected to be mid 30’s onwards on the 17th and family
groups with teenagers on the 18th

3.
License type
The park is covered by a premises license held by Kirklees Council Culture and
leisure services

4.
Personal license holder
Nick Smith

5.
Event Manager
Tim Garbutt is the Event Manager 07712 553391

6.
Safety officer
Tim Garbutt is the Safety Officer 07712 553391

Safe working practice will be adhered to during the fit up, event and de-rig in
accordance with the Health and Safety at Work Act 1974, The Management of Health
and Safety at Work Regulations of 1993 (amended 1999) and the Event Safety
Guide (purple guide HSG195) and Safety guidance for Street Arts, Carnival,
processions and large-scale performances. For details of training and experience
please see appendix.

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For further detail please see risk assessments and method statements attached.

7.
Other key staff

NAME LOCATION
RESPONSIBILITY
Tim Garbutt
Based event
Event Manager
07712
control
•  Manage event personnel and resources
553391
•  Make strategic decisions regarding delay or

cancellation of elements of the event
•  Oversee co-ordination and timing of event
elements across the site
•  Enact agreed contingency plans in the event of an
incident
•  If the Event Manager is unavailable, the above
duties will be undertaken by the Deputy Event
Manager
Alison Povey

Deputy Event Manager
07967500615
•  In the event of illness or absence of the Event
Manager for any reason the Deputy Event
Manager will fulfil that role.
Tim Garbutt
Event control    Event Safety Officer
07712553391
•  Check Risk Assessments and other safety

documentation produced for the event and instruct
should corrective action need to be taken
•  Advise the Event Manager on safety issues and
the activation of contingency plans.
•  Advise the Event Manager on correct procedures
• Co-ordinating
announcements to be made in the
case of an emergency
•  Check production methods are safe and risk
assessments/method statements are being
followed

Adam Long
Production
Manager
07754728316
•
Responsible for site and production
Ap Security

Head of Security and stewarding
Emma
•  Responsible for drawing up a schedule of
Tattersall
stewarding for the event
•
Running pre-event briefing for all stewards
•  Equipping and monitoring all stewards working at
the event
•
Overseeing deployment of staff and resources
•  Carrying out agreed contingency plan procedures
as advised by the Event Manager and Safety
Officer
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Reaction
Medical
Co-ordinator
Medical
•  Responsible for co-ordinating medical cover
Andy
across the event site
Winspear
•  Advise the Event Manager on medical issues and
the activation of contingency plans.
•  Liaise with First aid officer on site to co-ordinate
cover
Mark Davies  Traffic
manager
Green Light
•
To co ordinate and implement traffic
tm
management plan

TBC

Entertainment Co-ordinator /Stage Manager
• Overseeing the production of the main
performance area throughout the event.
• Co-ordinating
announcements to be made in the
case of an emergency
•  Keeping artists and stage crew aware of any
special arrangements during an emergency
Key

In addition to the staff outlined above, there will be a
Contractors
number of contractors offering technical help on site.
All Contractors will be required to conform to relevant
legislation, guidelines and safe work practices
Pyrotechnics
Pyro
2000
Stages

Raise the Roof
Fencing
Deborah
services
PA systems

3D productions
Specialist
3D
productions
Lighting
Electrical

TG Events ltd
Contractor
Stewards
AP
Security
Overnight

AP Security
security

8.
Crowd Management, stewarding and guarding

There will be the following stewards and security personnel on site.
General Stewards will be trained to NVQ level 2, Guards will hold and display an SIA
Static guarding badge, and Response teams will hold and display an SIA Door
Supervisor badge

DAY TIMES
STAFF
DUTIES
AREA





Weds 14th July
1800-0000
4
guarding all
structures





Thursday 15th July
0000-0900
4 guarding
all
structures

0900-1800
2
guarding
all structures
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1800-0000
6
guarding
all structures





Friday 16th July
0000-0900
6 guarding
all
structures

0900-1800
2
guarding
all structures

0900-1800
2
access
top gate

1800-0000
8
guarding
all structures





Saturday 17th July
0000-0900
8 guarding
all
structures

0900-1700
2
access
VIP

0900-1700
2
access
backstage

0900-1700
2
access
main gate

0900-1700
1
access
FOH + disabled platform

0900-1700
1
supervisor


1700-2300
2
SIA
VIP

1700-2300
4
access
backstage

1700-2300
2
access
main gate

1700-2300
4
stewards
general

1700-2300
1
access
FOH + disabled platform

1700-2300
1
parking
disabled parking

1700-2300
8
SIA
response

1700-2300
4
SIA
Bars

1700-2300
1
Supervisor


2300-0000
8
guarding
all structures
Cliff st car park - need

1700 - 2300
2
stewards
transport

1700 - 2300
2
stewards
Train station - need transport
Bottom of park to prevent

1700 - 2300
4
stewards
parking and stopping





world together
1800-0000
2
GUARDING
bottom site of park















Sunday 18th July
0000-0900
8
guarding all
structures

0900-1200
2
access
VIP

0900-1200
2
access
backstage

0900-1200
2
access
main gate

0900-1200
1
access
FOH + disabled platform

0900-1200
2
access
backstage

0900-1200
1
supervisor


1200-2100
2
SIA
VIP

1200-2100
2
access
backstage

1200-2100
2
access
main gate

1200-2100
2
access
bottom gate

1200-2100
6
stewards
general

1200-2100
1
access
FOH + disabled platform

1200-2100
1
parking
disabled parking

1200-2100
12
SIA
response

1200-2100
4
SIA
Bars

1200-2100
6
pit crew


1200-2100
1
Supervisor


2100-0000
8
guarding
all structures
Cliff st car park - need

1200 -2100
2
stewards
transport

1200 -2100
2
stewards
Train station - need transport
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Bottom of park to prevent

1200-2100
4
stewards
parking and stopping





world together
0000-1000
2
guarding
bottom site of park

1000-1900
6
stewards


1900-0000
2
guarding
bottom site of park










Monday 19th July
0000-0900
8
guarding all
structures

0900-1800
2
access
top gate

1800-0000
2
guarding
all structures





world together
0000-0900
2
guarding
bottom site of park










Tuesday 20th July
0000-0900
2 guarding
all
structures

9.
Passes and permits
There will be artiste passes and staff passes. Stewards will check passes on entry
points to dressing rooms and performance areas

10.
Road Closure
After several meetings with Green Light Traffic management, highways and the
Police and after a review of the traffic management employed in 2009 it was decided
to cone all major roads locally and to close a section of Boothroyd lane adjacent to
the main stage arena.

11.
Facilities for people with disabilities
The Safety officer has received full DDA training, Child protection training and is
enhanced CRB checked. He will, at all times, consider the needs of others in the
planning and implementation of this event. Most access and egress points will be
suitable for disabled people.
Disabled parking will be available on Boothroyd Lane
There will be an accessible viewing platform with flat access from the park and there
will be a disability changing room.

Disability statement
There will be a 32’ x 16’ viewing platform built with DDA ramp for use by people with
disabilities. Please see plan for position.

12.
Communication
Communication will be by 40no two-way radios on 8 channels
Channel allocation:
One
Park and ride
Two
Stewards
Three
Production
Four
Stage management
Five Management
Six
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Seven
Medical
Eight
Emergency channel

The Emergency Channel shall be kept clear of normal traffic. Should an incident
require the Event Manager to talk to a particular location or individual without
interruption from other users, they will instruct the correspondent to switch radio
channels to the Emergency Channel. Once the incident has been resolved, all
parties shall be instructed to return to their normal operating frequency, leaving the
Emergency Channel clear once again.

There will be a sound systems on site to make emergency announcements.

13.
Barriers
The stage will have a Mojo type crush barrier 8m from the stage front. The barrier will
be 30m wide. At the edges of the barrier will be exit points then the back stage
compound will be fenced and braced with Heras fence to the rear

14.
Temporary structures
There will be the following structures on site:
FOH tower 16’ x 16’ x 16’ built from quick stage scaffolding and clad with tarpaulin
sheets
Structural calculations will be obtained and handover certificates will be checked and
kept with the event file for inspection
The following tents will also be onsite:
6m x 6m Pit Triage tent
6m x 12m backstage mess
Tents are supplied by Nationwide who are MUTA registered
There will be 6 metal cabins on site, three stacked on top of three others. These are
used as dressing rooms, lost children room, medical room, Police and security mess
and an elevated control room.
There will also be 2 6m pa masts provided by 3d productions and 2 truss goalpost
structures provided to hang the screens from.

15.
Stages
Raise the roof will provide a 12m stage supplied
Structural calculations have been obtained and handover certificates will be checked
and kept with the event file for inspection. The provision of stages and lighting
systems will be overseen by Innovation productions.

16.
Electricity systems
There will be:
2 no 250kva sets running in sync to provide power for the stage sound and light. A
further three generators will power the catering area and VIP tent and second stage
They are super silenced diesel units. Connections will be made by an electrician from
TGE. Particular regard will be taken to Electricity at work regulations 1989
All end user circuits will be protected by an RCD device at 30ma

A temporary installation certificate will be produced.
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17.
Emergency lighting circuits
All power supplies to enclosed spaces have an automatic mains fail backup.

18.
Special effects and Pyrotechnics
There will be a finale firework display on the Saturday evening at 2200 approx

19.
Fairgrounds and attractions
There will be a small fun fair provided by Stuart Robinson

20.
Sound and noise

There will be one main stage sound system and a much smaller system on the
acoustic stage
The systems will have a competent operator but the Safety officer will have direct
control over the operators and the level of noise that is produced.
For any complaints or for the level to be adjusted please call Tim Garbutt on 07712
553391
A full noise management plan has been produced and an independent EHO will be
onsite to monitor noise levels.
Ear defenders will be available from the site office if needed
Working hours and deliveries during the fit up and de-rig will be limited to 8am till
8pm where possible.
Regard will be taken to the Control of Noise at Work Regulations 2005. Continuous
noise levels of 87db (A weighted) and peak levels of 140db (A weighted) will not be
exceeded and a full risk assessment will be provided.
Regular readings will be taken and a log produced.
Local residents and adjacent businesses will be informed of these plans by direct
mail shot.

21.
Fire Safety
The fire department have been alerted to the event.
A full fire risk assessment has been performed in accordance with Regulatory
Reform (Fire Safety) Order 2005

Appropriate fire extinguishers will be distributed around the site and all stewards will
be briefed as to their location. Only people trained in fire safety should attempt to
tackle fires and only if it is safe to do so.
There will be a fire safety check by the Safety Officer before the event commences.
Suitable firebreaks have been incorporated into the site plan
Warnings will be given via the public address system.

22.
Overnight Security
Incorporated into the main crowd management structure at point 8

23.
Emergency procedures and major incidents
Fire in any area
•
Move people away from the fire in a calm and polite manner using
announcements from a sound system or loud hailer using the script for
evacuation below.
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•
Communicate by radio or in person the exact location of the fire to the event
manager and safety officer, use the code word “MR FROST” is required and
state the location clearly. The Event Manager AND Safety Officer will call the
fire brigade stating the location of the fire.
•
Stewards on the red route access will be informed and if necessary a response
team will be dispatched to walk emergency vehicles onto site to assist with
crowd control.
•
Tackle the fire using appropriate methods ONLY if it is safe to do so and you
have received fire safety training. DO NOT TAKE RISKS!
•
The event safety team will assess the implication on the continuation of the
event and a log of the incident will be made
•
In the event of a major incident the event will be passed to the emergency
services

Bomb threat
Upon receiving a bomb threat communicate directly with the event manager and
safety officer using the code word “MR BEAR” and state the exact location or nature
of the threat, try to remember the exact wording including any coded messages. The
Event Manager and Safety Officer will liaise directly with the police and assess the
risk. Appropriate action will then be taken and a log will be made of the incident.

Suspicious packages
If a suspicious package is reported, pass this report to the Event Manager and Safety
Officer stating its exact location.
Use the attached flow chart to determine if the package is really suspicious.
Stewards will be deployed to clear the immediate area while the risk is assessed.
Appropriate action including evacuation may be necessary. If the package is
suspicious the Police will be called and stewards and staff will assist.
A log will be made of the incident.

Serious crowd disorder
Stewards will inform the supervisor who will assess the risk. Minor incidents will be
dealt with by the SIA Door Staff badged security guards, if a major incident occurs
the supervisor will contact the Event Manager and Safety Officer who will assess the
risk. The police will be called and given the nature of the disorder and the location.
Stewards will be alerted and will guide the police to the incident. Further action could
be taken to reduce the disorder i.e. cancel the event or quieten the entertainment. A
log will be made of the incident

Inclement weather
The Event Manager and Safety Officer will assess the weather conditions with regard
to crowd safety, site structures and electricity. In the event of inclement weather
appropriate action will be taken to ensure crowd and staff safety up to and including a
full evacuation of the site. Inclement weather will also be a factor during the build, this
will be monitored and special arrangements are in place for working at height and
use of the crane. See risk assessments and method statements.

Overcrowding
Careful consideration has been taken to assess the event space in relation to
expected audience numbers and a maximum occupancy has been established.
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The crowd will be monitored during the build up, event and egress.
Crowd numbers in open sites can only be rough estimates but attention will be taken
to crowd density etc.
If crowd numbers become too dense for the site the safety team will assess the
situation and take action as necessary. This will include making announcements,
altering aspects of the show, partial cancellation or cutting short the performance.
Fences will also be available at entry points if the site needs to be closed.
Full capacity calculations are attached.
There is also a possibility of overcrowding and crushing at certain pinch points.
These may become a problem directly after the concerts. In particularly the two main
egress routes onto Boothroyd lane and the three egress routes from the lower end of
the park. Announcements will be made to ask the audience to leave slowly and
calmly and stewards will have loud hailers at these points to assist with crowd flow

Evacuation
It may be necessary to evacuate part or the entire site. The Event Manager and
Safety Officer, in consultation with the management team and emergency services,
will make this decision. Emergency services will take supremacy.
Stewards will be briefed and an announcement will be made and repeated over the
sound systems or loud hailer using the following script:

ATTENTION PLEASE. ATTENTION PLEASE. FOR YOUR OWN SAFETY IT IS
NECESSARY TO EVACUATE (NAME OF THE AREA TO BE CLEARED). PLEASE
MAKE YOUR WAY TO (NAMED AREA OF THE SITE). (IT MAY ALSO BE
NECESSARY TO ASK PEOPLE TO MOVE ON FOOT AND NOT TAKE THEIR
CARS). THANK YOU.

It may be necessary not to use one or more of the egress routes, this will be
announced during the evacuation speech, and people should be directed to leave
accordingly.
Stewards will calmly and politely assist with the evacuation, the area will be checked
and handed over to the emergency services, and a log will be made of the incident.
The site is large and surrounded by roads where possible a full evacuation ill not be
possible but the crowd will be moved to a safe part of the site and allowed to leave
slowly using safe routes.
Evacuation calculations have been produced which show that an audience of 15,000
should be able to egress the site in approx 8.5 minutes

Staff rendezvous point:
The RV for staff will be the backstage area, if this is not possible the cafe will be
used.
Emergency services RV point:
RV for emergency services will be the main park gate on Boothroyd lane. The red
route for EM services will be directly into the park from Boothroyd lane.

24.
Traffic management
Please see traffic management plan attached

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25.
Medical/first aid provisions
A score of 26 was recorded on the First Aid risk assessment
Reaction medical will provide a paramedic ambulance with a paramedic and
assistant and 8 first aiders. The nearest hospital is Dewsbury and district hospital,
Halifax rd Dewsbury WF13 4HS 01924 512000
.

26.
Information and welfare
Food, refreshment and toilets will be sign posted

27.
Lost children
All lost children must be reported to the Event Manager. Lost children will be taken to
a designated room in the stage compound which will be manned by appropriate staff.
Staff will be in uniform, wearing id badges, and will hold relevant qualifications in play
work. All staff working hold enhanced CRB checks. They will also be briefed on the
policies and procedures regarding ‘lost children’ and a daily log sheet listing those
children will be produced. Activity packs will be provided for the children to keep
them occupied whilst we wait for them to be collected

Policy for stewards is as follows: (in accordance with the Children’s act 1989)

If you are approached by a parent I guardian who has lost a child:
•  Reassure the parents/guardian and inform them of the lost child procedure.
•  Ask for a detailed description of the child; name, age, height, build, clothing
etc.
•  Ascertain where the child was last seen/located.
•  Ascertain whether the child is with anyone i.e. friends, relatives.
•  Ascertain where the family/group has been during the event

If you are approached by a child who is lost:
•  Reassure the child, tell them your name and who you are.
•  Ask the child their name, age and their family name if possible.
•  Ask the child if they have a phone number for their guardian.
•  Report the lost child to the Event Manager but do not give out details of the
child over an un secure radio network. If in doubt, switch to the emergency
channel. Use the code word “Disney” to relate to a lost child
•  Find out where the child last saw their parents/guardian if possible.
•  Remain with the child in the area you find them incase the parents/guardians
are close by. Then if not collected after a reasonable time, take them to the
Information point and arrange for an announcement to be made when
appropriate, remember not to give out descriptions in any announcements.
•  Remember child protection, use common sense and do not put your self at
risk of accusation. Do not use inappropriate behavior and make sure that as
soon as is possible there are two people dealing with one child.

IMPORTANT - DO NOT FORGET TO REPORT THAT CHILD PARENT/GUARDIAN
HAVE BEEN RE-UNITED IF THEY SUDDENLY TURN UP.
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28.
Food, refreshment and drinking water
Drinking water will be provided from the pit, this will be dispensed in paper cups.
There will also be a bar and several caterers on site.

29.
Sanitary accommodation
We will provide 50 single multi sex toilets, 28 urinals and 4 accessible toilets In
addition there will be toilets backstage, in the VIP area, the disability viewing platform
and an adults changing cabin will also be provided.

30.
Waste disposal
Removal of refuse produced by the Event
KMC Environmental services will clean the streets and remove show waste

Normal Refuse Removal from the Site Footprint
The event will not disrupt the normal refuse collection service in the area of the
footprint.

Street Cleaning
KMC Environmental services will clean the streets as usual
.
31.
Itinerary
Please see attached.

32.
Build schedule
See attached

33.
Appendices
1.
Event Risk Assessment
2.
Event Method Statement
3. Radio
allocation
4.
Stage handover certificate and Risk Assessments
5. Electric
Certificates
6.
Power supplier risk assessment
7.
Artistes risk assessments
8.
First aid score sheet

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