manual 2015 small events

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Event Manual

Shamrock Stage

Saturday 17th March 2007Monument

Newcastle upon Tyne

Version 1.113/2/07

(As the event manual is updated then new versions should be identified asabove)

Prepared byJon Shackleton07836 768924

[email protected]



Event Manual

Shamrock Stage Newcastle 2007

Saturday 17th March 2007

1. Introduction

The Shamrock Stage is part of a weekend of St. Patrick’s celebrations organised andpromoted by the Tyneside Irish Cultural Society. The stage is a show case for a widerange of Irish culture artists who will all perform live and local Irish dance schools withperformers of various ages.

2. Management Structure

The stage will be managed by Jon Shackleton (12 years event experience gained at Metro

Radio, and currently now managing ‘QuizTime’ a successful events and marketingcompany from Gateshead. QuizTime is responsible for staging corporate events in venuesacross the region and is the promoter for the Gateshead police supported monthly under18’s night ‘Candy Shack’ at Baja Beach Club). Arrangements for the provision of soundequipment and the stage have been contracted out to New York Productions, based inSunderland.



3. Monument concert

3.1. Event Description

The event is a show case of Irish Talent to celebrate St. Patrick’s Day. It is a three hourevent with live musicians and traditional dancers. The event will be officially opened by

The Chairman of The Tyneside Irish Cultural Society and an invited guest from NewcastleCity Council. The event is expected to attract a transient audience with no more than 500people watching at any particular time.

3.1.1 Event Location and Times

A stage (24ft x16ft) will be erected directly underneath the Monument, facing GreyStreet. A site plan is attached. Crowd control barriers will be erected at the front of thestage.

To ensure crowd safety and assist event personnel all access points to the stage will besecured by fencing (including during erection of the stage) and stewarded.

The concert will take place from 11.00hrs-14.00hrs. The full running order is as follows:

11.00-11.20 Tony Corcoran Irish Fiddle player and Irish Dancers11.20-11.50 Danny Carthy & Joe Giltrap (County Kildare)11.50-12.10 Display by Local Irish Dance School12.10-12.20 Irish songs performed by local school choir12.20-12.45 Alan Kelly and traditional musicians12.45-12.55 Irish Dancers12.55-13.10 Paul Ruane and musician13.10-13.20 Display of Irish Dancing13.20-14.00 The Raparees (5 piece Belfast band)

3.1.2. Production installation and schedule 17-3-2006

0700hrs - 0900 hrs Erection of working compound, stage, lights and speakers0900hrs connection of electricity from Monument pillar0900hrs – 1000 hrs Installation and testing of on stage sound equipment1415hrs - 1700 hrs dismantle of stage and equipment, within safety compound

1700hrs Removal of stage structure

A full method statement, structural calculations and risk assessments areavailable on request.

THESE ARE ESSENTIAL

3.1.3 Welfare facilities

No additional toilet facilities will be provided for the audience as there are numerous

toilet facilities located around the monument. Facilities for performers will be available at ‘The Basement Bar of The Charles Grey.

If toilets are required (number subject to advice from Licensing Officers) their locationshould be identified on the site plan.



3.2. Event Control & Communications

It is not proposed to have a formal event control. In the event of an emergency, theevent manager, chief steward and the senior police officer should meet beside the mixingdesk, stage right (Prêt a Manager side).

Normally the police will request a formal event control. Personnel who should be inEvent Control include police, event safety officer, senior steward, medical representativeand a representative from Tyne and Wear Fire and Rescue. A suitable location should beidentified by the event organiser. The location should be sufficiently quiet to allowinformation received in event control to be actioned and the location should be near to

the main site so that the members of event control can observe any incident.

North East Ambulance Service should be invited to the safety advisory meetings (they willadvise whether they need to be in attendance or whether the event organiser shouldcontact St Johns or Red Cross)

Tyne and Wear Fire and Rescue Service should be invited to the safety advisory meetings(they will advise whether there needs to be a fire rescue officer at the event)

Key staff will be in radio and mobile phone communication with each other

Name Position Mobile number

Tony Corcoran Event OrganiserJon Shackleton Event Manager 07836 768924Brenden Paul Technical Manager 07739 103347Dave Taylor Chief Steward

3.3. Stewards

Stewards for the event will be provided by Event Cover.1 staff will be on duty from 07.00hrs-10.00hrs.3 staff plus a supervisor will be on duty from 09.30 - 14.30hrs1 staff will be on duty from 14.00hrs - 1800hrs

No police officers will be in permanent attendance at the event however it is anticipatedthat police officers will “drop in” to the event and it will be monitored by the town centreCCTV. (The police should be invited to the safety advisory meetings. They will advise theevent organiser whether they will want a permanent presence at the event – it is NOTthe decision of the event organiser)

The head steward should be invited to the safety advisory meetings. The stewarding

company should prepare a stewarding plan which gives the details of positions throughout the event.



3.4. Transport & Traffic Management

Performers will be arriving on foot or by vehicle. No special parking arrangements arerequired for them.

If there is to be any infrastructure at the event e.g. stages, marquees etc delivery

vehicles must be directed to relevant drop off points, and times for access by the eventorganiser. The event organiser must discuss this with Newcastle Highways, and thepolice.

If the event is likely to cause traffic issues around the site, this must be discussed withNewcastle Highways.

3.5. Medical Provision

First aid facilities will be located at the Basement Bar. One of the stewards from Event

Cover will be first aid trained from St John Ambulance will be on duty from 0930hrs-1430hrs. Please note this steward will have no conflicting duties.

North East Ambulance Service must be consulted as to whether they need to be inattendance. They will advice on the level of medical cover required.

3.5 .Lost Children

It is advised that a lost children’s point should be identified. A procedure to deal with lostchildren should be detailed in the event manual. It is important that the person(s)looking after lost children have been CRB checked and are suitable for the task.



Appendix OneEmergency Management Procedures

This is standard procedure and the wording has been supplied by the Police. Please do not amend it!

Contingency Arrangements

Contingency Arrangements have been devised to allow a co-ordinated and effectiveresponse to unscheduled occurrences, which impinge on the safe running of the Event.Three categories of occurrence, each requiring a specific response reflecting theirseverity, have been identified and are defined below.

Untoward Incidents

An Untoward Incident is defined as ‘a routine occurrence that impacts upon the

safe running of the Event but does not require the Police to assume the co-ordination of its resolution’ .

Emergency Situations

An Emergency Situation is defined as ‘an occurrence that poses a threat of seriousinjury, loss of life or a breakdown in public order and does require the Police toassume the co-ordination of its resolution’ .

Major Incidents

A Major Incident is defined as ‘any emergency that requires the implementation of specialarrangements by one or more of the Emergency Services, the NHS or the Local Authorityfor:The initial treatment, rescue and transport of a large number of casualties;

The involvement either directly or indirectly of large numbers of people;

The handling of a large number of enquiries likely to be generated both fromthe public and the news media, usually to the Police;

The need for the large scale combined resources of two or more of the

Emergency Services;

The mobilisation and organisation of the Emergency Services and supportingorganisations, e.g. Local Authority, to cater for the threat of death, seriousinjury or homelessness to a large number of people.’

Although this broadly applies to the NHS a more relevant definition is ‘any occurrencewhich presents a serious threat to the health of the community, disruption tothe service, or causes (or is likely to cause) such numbers or types ofcasualties as to require special arrangements to be implemented by Hospitals,

Ambulances Services or Health Authorities’.

Should a Major Incident be called this is behind the scope of this Event Manualand Event Organisers will support the Emergency Services with all theresources at their disposal.



On occurrence of an Untoward Incident, the event Organiser will manage the response ofStewards and Officials through normal radio links. An Untoward Incident will require alocalised response, which should not require general broadcast.

On occurrence of a potential Emergency Situation, the Police will be informed; Stewardsand Event Officials will work in coordination with police officers to resolve the incident.

A flexible Emergency Situation Response Plan will be implemented as follows:

a. Any Steward or official becoming aware of a potential Untoward Incident orEmergency Situation must advise the Event Organiser as soon as possible,

preferably by radio. A concise location and situation report should be given.

b.

On receipt of this information the Event Organiser will conduct an assessment todetermine if the circumstances do, in fact, amount to a potential EmergencySituation. If assessed as such the Emergency Situation Response Plan will be

implemented; otherwise the Event Organiser will manage the occurrence as anUntoward Incident.

c.

A decision will be taken whether to stop the performances.

d. Although there may be natural breaks in the performances, any unplanned stoppagecould indicate a possible Emergency Situation.

e.

The Technical Manager will make a Public Address announcement on the followinglines: “COULD WE PLEASE ASK THE CROWD TO BE PATIENT. THERE WILL BE ASHORT DELAY.”

f.

Radio traffic, unless essential, will be restricted to that between the initial caller andEvent Organiser. Any deviation from this protocol will be instigated by the EventOrganiser.

g. The Event Organisers in consultation with the Production Manager and the TechnicalManager will determine the appropriate Action Plan required to respond to the

prevailing circumstances.

h.

The Action Plan will then be relayed by radio to Stewards and Officials.

i. The Technical Manager will make a Public Address announcement to the publicgiving an appropriate message in a clear and concise manner.

j. Stewards and Officials will act as per their issued instructions.

k. If an evacuation of part or the entire Monument is required, Stewards and Police

Officers will prevent any re-entry without specific permission from the PoliceCommander.

Evacuation routes

As there are numerous exits from this location this is not envisaged to be a majorproblem and evacuation will be away from the hazard co-ordinated by stewards.



If the site is a secured one (e.g. has surround fencing and controlled exits andentrances), the event manual should have a site plan which identifies where theemergency evacuations routes are.



Appendix Two

Risk Assessment

This Risk Assessment has been prepared by Jon Shackleton with the full assistance ofDavid Bilton who’s experience of previous outdoor events and this Event Manual has been

updated after these and other discussions with the Safety Advisory Group members.

In compiling these assessments due regard has been taken of the recommendations ofthe Health & Safety Executive guidance contained within “The Event Safety Guide: Aguide to health, safety & welfare at music and similar events” and “Managing CrowdsSafely”.

One of the major determining factors in the Risk Assessment has been the anticipatedcrowd numbers. Based on previous experience crowd numbers are anticipated to be amaximum of 500 at any one time; this can be managed within the capacity of the areas,

so the decision has been made to allow free, uninhibited access.

One of the key factors in minimising the risks associated with this sort of event is theexperience and number of stewards at the event. The contract has been awarded toEvent Cover based on their experience at previous events. They will be a part of theplanning process and will attend meetings as appropriate.

The primary purpose of this assessment is to ensure that, as far as is reasonablypracticable, the public is able to attend a safe and enjoyable event. All identified riskswill be thoroughly monitored throughout the event, and where necessary, further actiontaken.

Crowd control problems or inclement weather are the biggest threat to the event's safety.Preparing contingencies for these types of problems require thorough planning, whichhas been planning meetings and is demonstrated in the Event Manual.



Event Risk Assessment

Event: Shamrock Stage NewcastleDate: 17 March 2007Venue: Monument, Newcastle

Contact: Jon Shackleton – QuizTime on site 07836 768924Event Cover

New York Productions

Hazard identified Person at risk Risk factorL/M/H

Measured required to control the risk

Visual check and clearance ofsite

none L Check site is clear of vehicles, rubbish etc.

Position of barriers / fencing crew L Barrier to be erected by NYP.

Arrival and erection of stage crew M Restrict public access until stage is complete and barriers inposition. Stage assembled by skilled operatives. Stage to be builin accordance with structural calculations and method statementprovided by Stage NYP; completion certificate to be signed by

Event Services foreman.Connection of electricity fromMonument pillar to stage

crew L NYP to carry out this task

Arrival/setting up of soundequipment

crew L Manual lifting to be carried out by skilled crew.

Checking electrical equipment crew H Stage to be earth bonded. All equipment to carry valid PAT testcertificates. All cables and connectors in good order. All mainsdistribution protected by 30ma RCD. Protection from moistureingress (i.e. rain) to be supplied. Electrical installation completio

certificate to be signed by a qualified electrician.

Tripping hazards, cable runs Crew, artistes,public

L All cable runs to be taped to floor or run in positions inaccessibleto the public or covered with rubber matting where necessary.

Falling Objects Crew, artistes,public

M All lighting equipment to be firmly fixed by g-clamps and safetychains.

Sound pressure levels Crew, artistes,public

L Decibel meter to be carried and maximum sound pressure levelsspecified by local council to be adhered to.

Public safety / first aid Crew, artistes,public

L First Aider to be in attendance during performance time.

Security / Crowd Control Crew, artistes,public

L Security arranged with Event Cover.

Fire Crew, artistes,public

L CO2 extinguishers carried by mixing desk



Special Effects Crew, artistes,public

L No strobe lighting or flickering effects will be used at thisperformance.

Clearance of site after event

(removal of equipment,

generator and stage)

Crew L Sterile area to be maintained while de-rig is in progress.

Toppling speakers Crew, artistsand public

m All speakers to be tied together with tension straps

Visual check of area Crew and

public

L Leave area in safe and tidy condition. Newcastle Council to carry

out cleansing if required on Sunday morning.

Crowd disorder Public L Family audience unlikely to cause trouble. Stewards in attendancat all times; police on call close by.

Weather Performers L Assessment of conditions on the day; the worst case scenario is

that elements/all of the event will be cancelled

Public accessing stage Public L Nature of crowd means unlikely to storm stage. 1m barrier to beerected in front of stage and a Steward deployed in pit area.

Name of assessor (printed) …………………………….. Signature ……………………… Date ………………………



Appendix ThreeSite plan

KEY: A – generator B - stage with PA wings C - recessed viewing area D - FOH

position

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