Event Manual copy 2

EVENT MANUAL VERSION 1.1

Introduction............................................................................3 Event Documentation..............................................................4 Document storage & distribution. ................................................................................4 Key Documents .........................................................................................................4 Sign off Process .........................................................................................................5 Safety Advisory group meetings ...........................................8 What is a Safety Advisory Group (SAG)? ...................................................................8 Questions you might ask the SAG & Questions they might ask you: ..............................8 How to prepare for the meeting: ................................................................................10 Transport................................................................................12 Key Points: ................................................................................................................12 External Traffic Management .....................................................................................13 Car Parking ..............................................................................................................13 Stewarding and Traffic Management Companies .........................................................14 Site Traffic .................................................................................................................15 Emergency Routes and Rendezvous points ..................................................................16 Course Design and Management ...........................................17 Key Principles ...........................................................................................................17 Course Design. ..........................................................................................................17 Split Points ................................................................................................................18 Course Set Up/De-rig ................................................................................................20 On the Day Course Management ...............................................................................20

INTRODUCTION Welcome to the Events Manual. This manual is designed as a guide for all event managers in the planning and delivery of events within the National Events portfolio. The manual contains information on health and safety, event planning and event team processes and procedures. The Events Manual should form the basis of the planning and delivery of all events and used as a model of best practice. Each chapter contains a summary of key points and there are also links to additional reading and information where applicable.

EVENT DOCUMENTATION Clear and precise event documentation is vital to the safe and efficient running of events. You are likely to need to provide documentation to a number of key stakeholders in order for your event to be approved, including venues, councils and Safety Advisory Groups (SAGs). In addition it means that someone else is able to pick up and deliver an event if you are not able to for any reason and it demonstrates that we have appropriately planned and organised our events and can be used as evidence in a legal setting if something goes wrong at an event. DOCUMENT STORAGE & DISTRIBUTION It is vital that information is as accurate as possible, uses appropriate language and is completed by the deadlines that we have put in place. • All documentation should be uploaded to the event specific section on SharePoint by the deadlines detailed below. • Continue to review and update all event documentation throughout the planning process and regularly save.Send any event documentation to third parties in PDF format only and ensure that any volunteer names and contact details are blacked out. This is to comply with Data Protection laws. • Ensure any event documentation that is updated on event day is scanned and uploaded after the event. KEY DOCUMENTS Event Plan The Event Plan should contain all the key details required in order to deliver the event. If you were unable to deliver the event another Event Manager should be able to pick up your plan and deliver the event - it is good to keep this in mind whilst you are producing the document and to ensure that the information is accurate and up to date. There is a standard template to use for the Event Plan in the “templates” section of SharePoint The following documents should be produced as appendices to your event plan as applicable. Appendix A Wheelchair Accessibility Assessment B Course Maps C Course Risk Assessment D Site Plan E Start Plan F Finish Plan G Emergency Evacuation Plan and Map H Event Risk Assessment I Traffic Management Plan J Participant Map K Barrier Plan In addition the following document should be added into the event specific folder on SharePoint where applicable • Event specific volunteer briefing notes • Letters and responses from any complaints / issues, post event (ie, noise complaints) • Host Notes • Medical Plan • Stewarding Plan

• Traffic management Plans Risk Assessment Most events will have two risk assessments, an Event Risk Assessment using the template provided on SharePoint and a risk assessment for the course. For further guidance refer to the Risk Assessment documents in the Health & Safety Section of the Events Manual. Ensure any high risks are discussed with your NEM or the Events Health and Safety Manager, as soon as they are identified. SIGN OFF PROCESS All final pre-event documents must be available on SharePoint a minimum of 2 weeks prior to the event. At the point they are completed the AEM should indicate on their regional sign-off sheet that they are complete. NEMs will check a proportion of the documentation and note this on the same sign-off sheet. This is to ensure that the quality of documents is maintained and that any issues can be highlighted. In addition the Health and Safety Manager will also undertake checks of documentation as part of the audit process.

Document Deadline Race Pretty Regional Upload Location (click hyperlink for template) 31st December - Draft 5k/10k Muddy Shine 2 weeks before event - final Pre Event ✅✅ ✅ SharePoint Event Folder - Event Plan ✅✅ ✅ SharePoint Event Folder - Risk Assessments Event Plan ✅✅ ✅ SharePoint Event Folder - Risk Assessments ✅✅ ✅ SharePoint Event Folder - Event Plan Event Risk Assessment 31st December - Draft ✅❌ ✅ SharePoint Event Folder - Event Plan 2 weeks before event - final ✅✅ ✅ SharePoint Event Folder - Event Plan ✅✅ ✅ SharePoint Event Folder - Event Plan Course Risk Assessment 31st December - Draft 2 weeks before event - final Emergency Evacuation Plan 2 weeks before event Wheel Chair Accessibility 31st December Statement 2 weeks before event Course Map Site Map 2 weeks before event Post Event (always) Event Open Form (one per within 5 days of event ✅✅ ✅ SharePoint Event Folder - Post Event Doc each day of event) ✅✅ ✅ SharePoint Event Folder - Post Event Doc ✅✅ ✅ SharePoint Event Folder - Post Event Doc Course Risk Assessment within 5 days of event ✅✅ ✅ SharePoint Event Folder - Post Event Doc Updates ✅✅ ✅ SharePoint Event Folder - Post Event Doc ✅✅ ✅ Arena Sign Off Certificate within 5 days of event Event Control Log within 5 days of event Medical Log within 5 days of event Hot debrief Post Event (as applicable) Accident Report and within 5 days of event ✅✅ ✅ SharePoint Event Folder - Accident Reports Investigation ✅✅ ✅ SharePoint Event Folder - Accident Reports ✅✅ ✅ SharePoint Event Folder - Accident Reports Incident Report Form within 5 days of event ✅✅ ✅ SharePoint Event Folder - Accident Reports Witness Statement within 5 days of event Hospital Follow Up within 5 days of event Pretty Muddy Only within 5 days of event ❌✅ SharePoint Event Folder - Post Event Doc ❌✅ ❌ Arena Vertigo check sheet ❌✅ SharePoint Event Folder - Post Event Doc Obstacle Capacity Checks within 5 days of event ❌ Water supplier sign off (where within 5 days of event SharePoint Event Folder - Post Event Doc Arena are supplying water ❌ sign off is included in Arena Sign Off)



SAFETY ADVISORY GROUP MEETINGS WHAT IS A SAFETY ADVISORY GROUP (SAG)? SAGs are usually coordinated by a Local Authority and made up of representatives from the Local Authority (LA), emergency services, other relevant bodies and the event organiser. SAGs provide a forum for discussing and advising on public safety at an event. They aim to help organiser with the planning, and management of an event and to encourage cooperation and coordination between all relevant agencies. Event organiser and others involved in the running of an event, retain the principal legal duties for ensuring public safety. They may also be referred to as: • Operational Meetings • EPOG (Event Planning & Organising Group) You will need to determine whether there is a SAG, or similar arrangements, in the relevant area of your event and, if appropriate, submit your event proposal for discussion and advice. Attendance of the event organiser at SAG meetings may be voluntary. There is however benefits to be gained from engagement in the SAG process from the outset. LAs may of course require events organiser’s attendance eg as a condition of using their land. The following groups will normally be in attendance although it may vary regionally Council – general overview of event, understanding of your event, your ability in organising & delivering the event safely in their area. Venue – how you will manage the event on the day, impact on venue/other park-users, suppliers. Highways – how are you managing the traffic to minimise congestion/collisions, impact on surrounding area, road closures Fire Service - emergency plans, access to residential or business properties, access to any restricted areas. Police – Crowd numbers/dynamics, missing children, impact on general public. Potential for crime/ disorder and terrorism Ambulance Service – Supplier, level of cover, medical plan, access routes, any specific risks, risk assessments. Environmental Health – noise pollution (PA), impact on surrounding areas, general complaints in local area. Licensing – what licenses (if any) will be needed and the application process. QUESTIONS YOU MIGHT ASK THE SAG & QUESTIONS THEY MIGHT ASK YOU: See table below. Please note that if you gave submitted your Event Plan and Appendices prior to the meeting a lot if the question below might have been answered. Who Question they might ask you: Question you might ask them:

Council •Participant and spectator numbers •What other events are happening in the Venue •Key event timings including set up and weeks prior to our event de-rig •Are there any events happening over Police •Emergency and contingency plans the same weekend as your event Fire •Medical provision •Is there any other service they could •Key event documents - Event Plan, Risk help us we – key contacts, bins, Assessments, Insurances volunteers etc •Welfare provision - toilets and catering •Other course routes uses – which might •Event staffing improve our route •Participant and spectator numbers •Any licenses need •Key event timings including set up and •Key contacts on the day de-rig •Any additional documentation they •Emergency and contingency plans would like to see •Medical provision •Are there any other events happening •Key event documents - Event Plan, Risk at the same weekend? Assessments, Insurances •Venue capacity •Welfare provision - toilets and catering •Can they support you with marketing •Event staffing •Who do we need to notify of the event •Information about key suppliers – local residents/business •Key contacts on the day of the event •Noise restrictions •Vehicle access required •Access restrictions - height, weight etc •Site access, gates, keys, when can we •Participant figures collect? •What do you have planned for crowd •Is the ground prone to flooding? control and security •Contract, payment, invoices etc •Safegurading processes including lost •Can we have access the day before? and found children and vulnerable adults •Any local contacts that could be useful •Risk Assessment •Any Do’s and Don’ts •Emergency Procedure – Evacuation •Do you have your own evacuation Plans plans? •Road closures – policing threats on site. •Any work planned in the venue? •What are your evacuation procedures/ •Will you be attending on the day? routes •Do you have a direct contact we can •Are all our suppliers equipment PAT have for the day / local station number tested also? •Can you let us have all the closures so •Is the area in a problematic area – we can tell the local stations persons hanging around, drug area etc •Do you have a fire extinguisher on site •Are you aware of any specific terror – if so how many and who is trained to threats in this area or have advice for us use them? in this area. •Participant figures •Do you want to put in a team / •Generators in use – how many / diesel volunteers? or petrol •Would they like a present at the event – in control, community team •Where are the closes hydrants / do you have the locations? •Who would be the local contact •Would anyone like to take part / volunteer at event •Venue depend – if in a private stately home, city centre – if there was a fire what would be the plan – is there already a procedure in place.

Ambulan •Our access points/routes •Any other large events happening on ce •Participant figures that day, which could impact our event. Service •Accident profile from previous events •Clarifying transport to and from hospital Licensin •Have we notified the hospital and location g •Do we have the ability to transport to •Any feedback on our medical plans Environ hospital •What licenses do we need? mental •Who are the medical provider •What will they cost? Health •Medical provision and medical plans •Do you have any complaints about •Emergency Rendezvous Point noise from other events? Highway •Accident reporting process •What measures do you have in place? s Agency •What do you have on site – catering, •Do you have a sound curfew or sound music, alcohol limit? •Size of event? •What are you bringing on site – •TTRO costs? What is the time frame on potential damage to property these? •Who are your caterers? Are they •Process of paperwork – contact etc registered with the council? •Are there any other road closures on •How do you check the suppliers on that day? site? •Are there any road works that will affect •Can they have copies of caterer our event? documentation •Are there any deadlines or key •Noise impact on residents / business. information ou need from us? Noise monitoring can we do this? •Will our TM affect any bus routes – road •Any previous complaints we have at closures? this event? •How are we following CDM? •What roads are you affecting? •Expected traffic and number of cars •Traffic Management Plans •Who is our Traffic Management company •Time of Closures •Parking - implementing and plans •Who has the responsibility to closure closures etc and to report to? HOW TO PREPARE FOR THE MEETING: •Know your event inside out – have confidence in your expertise! •Know the history of your event – what kind of issues, complaints or problems have occurred in previous years? •Know your area – have there been any incidents at other events in the city/at the venue? •Ensure your documents are as up-to-date and accurate as possible, and send in advance of the meeting– if you do manage to submit your docs early enough you will often receive feedback before the meeting, so you know what areas you are likely to be questioned on. •If there is a specific area of concern, you may wish to consider taking a supplier representative with you. •New events – don’t worry if you don’t have all the answers – it’s likely that you won’t have. Provide the current plan, and use this as an interim forum to gather information to take away and bring back answers to the next meeting. •Ask for a list of who is attending the SAG meeting. •Ask if there is anything specific that they would like to cover. •Take a copy of CRUK Emergency Procedures / Supplier Process.

•Know your event and be prepared to give a general overview of the charity and an update on the event (eg. fundraising total from last year). •Don’t be afraid to say “I don’t the answer to that, but I will find out and get back to you”. •If this is your first SAG and you would like support, take a colleague with you. (SAEM or H&S Manager) •Try to attend at an early stage. This will give you time to address any challenges or issues, and return to the next meeting with more information.

12 TRANSPORT Traffic management, car parking and the journey to the event site. KEY POINTS: • Thorough planning of on site and off site traffic is required to ensure that people are able to access the event site and minimise disruption in the local area • Site vehicles and traffic are a major cause of serious and fatal accidents • Where reasonably practicable segregate vehicles and pedestrians during all phases of the event • Ensure that all drivers are aware of site driving protocols, speed limits and site restrictions • Consider the arrival profile for your event and the impact this will have on car parking • Minimise the need for vehicles to reverse on site Road Closures Closing a highway for a special event falls under the Road Traffic Regulations act 1984. Whilst only the police have the power to direct traffic on a public road, a change in the law in 2002 enabled to creation of the Community Safety Accreditation Scheme – now commonly known as CSAS. This enables individual Chief Constables (other than Scotland) to accredit organisations with legal powers that include directing traffic on a public road. Check your police force website to see if they support the scheme and if so who the accredited companies are. Whilst you can only use accredited people or police officers to direct traffic on a public road, many traffic management companies can be used to implement road closures and diversions if your plan requires them.To carry out such work you will need to consult with the appropriate highways authority and apply for a Temporary Traffic Regulation Order (TTRO). In most cases, identifying the need, applying for and implementing a TTRO is the responsibility of the event organiser. It is common for local authorities to charge for this and require a minimum of 6 weeks’ notice to process the application, so early negotiation on a traffic plan is important.

It is highly likely that details of road closures will be discussed at Safety Advisory Group (SAG) and you will be required to attend to provide details of how the road closure will be implemented and safely managed. Please see the section on SAGs in this manual for further guidance You will also need to consider how closing the road will impact on the local community and also travel to your event. Early liaison with the following is essential: • Local bus companies • Local authority highways agency • Emergency Services - how will they access an emergency in the road closure area? Will it effect journey times to other emergencies? • Local residents - this should be done in the early stages of planning and again 2 weeks before the event. There is a standard letter you can use to deliver to residents in the templates section of the Event Manual. Find out if there are local resident groups who can help you with communicating as well •Local organisations and businesses - churches, hospitals, care homes, shops, taxi companies, sports clubs. EXTERNAL TRAFFIC MANAGEMENT In the planning stages of your event think about how people will arrive at the event •will they come via public transport, walk or drive to the event? •Will you need to provide signage for people to be able to find the event and the entrance that you want them to use? •If you are not providing car parking where will people park or drop off? •How will local roads be impacted by queuing traffic or people parking for the event? •If people are likely to attend via public transport consider advertising the best routes and stops/stations in order to access the event site. CAR PARKING It is important that car parks are planned and managed appropriately and that an appropriate risk assessment is carried out on the car parking area including access, egress and how pedestrians will safely enter and exit the event site. Capacity • Work on approx 1 car per 2 participants for most events, although this may vary depending on the location of your event and whether it is accessible by foot, bicycle or public transport. For events with wave starts, such as Pretty Muddy, ensure that there is capacity for at least 4 waves. • 7-10% of spaces should be allocated for disabled parking • The Purple Guide suggest that you can park between 320-440 vehicles per hectare on a greenfield site • Typically between 12-20 cars will enter or exit a site per minute. Layout The nationally accepted standard size for a parking space is 4.8m long by 2.4m wide. For a disabled parking space this should be 4.8m long by 3.6m wide. The best way to layout a temporary car park is shown below with 2 rows of cars back to back and then a gap to allow vehicles to get in and out of the spaces. A good tip is to measure the length of your average pace as this will assist you in marking out if you don’t have a tape measure

People leaving a parked car should not have to walk across the main flow of traffic to get to or from the event area. Filling the car park spaces closest to event area first is the best way to prevent people from having to cross a line of incoming traffic to access the event. You must ensure that you have allocated disabled parking for participants AND spectators with a disability at all events. STEWARDING AND TRAFFIC MANAGEMENT COMPANIES 4.8m All external contractors must 9.6m 9.6m be approved and contracted through the local supplier process. It is important that you establish responsibilities with stewarding and traffic management companies as part of the contracting process and you are aware of what they can provide. There are different categories of steward and their roles are different so ensure you are aware what you are contracting. Signage on public highways will generally need to be installed by a traffic management company. SIA licensed stewards have the training and powers to carry out the following tasks at events: •Screen members of the public •Carry our bag searches •Searching of persons •Responding to incidents with crowds, queues, anti-social behaviour or behaviours which may cause harm to other attendees •Ejecting individuals •Crime prevention •Guarding an event site during the build and derig •Patrolling to prevent unauthorised access •Managing access points to prevent unauthorised access •Surveillance and crowd monitoring Non-Licensed stewards have less authority and are only allowed to carry out the following tasks at events: •Provide customer care duties •Direct attendees and check tickets •Provide safety advice, event information and assisting attendees •Ensure pathways, gangways and exit paths remain clear •Assist with evacuations and cordoning as required in emergency situations •Be responsible for the health safety and comfort of attendees •Monitor and maintain crowd flow •Provide guidance and direction to visitors arriving by car or on foot, including the management of roadway •crossings to ensure the safe passage of visitors over the roads

You should ask all stewarding and traffic management companies to provide you with a plan of how they will deploy their staff and/or signage. The plan should include a dot plan showing deployment locations along with a written plan indicating roles on the day, briefing and communication. You will also need to ensure that you carry out a full briefing with the stewarding team on the day of the event and ensure that they are in position and carrying out their roles appropriately. They will need to be briefed on key areas such as: •Emergency procedures •Key Event Timings •Toilet locations •Start/Finish locations •Lost/found child procedures •First Aid procedures An example of part of a signage plan SITE TRAFFIC Vehicles will usually be required to move around the event site and the course in order to allow for set up and de-rig of the event. It is your responsibility as an event manager to ensure that you are managing and controlling vehicle movement safely during all phases of your event. The key principle is that you must try to ensure the segregation of pedestrians and vehicles. In the planning phase you will need to identify and restrictions that may effect vehicle movement. In particular check with the venue for any height or weight restrictions and ensure that these are communicated to suppliers on Event Day Instructions (EDI). Where there are complex vehicle movements required on site and restrictions to where they move you must produce a vehicle movement plan indicating safe routes for access and egress and ensure it is provided to suppliers and contractors. Many events will take place on public open spaces and there will be other people using the site whilst we are working. You MUST consider how vehicle movement is safely managed. AEMs should dynamically assess the risk of vehicle movement on site during set up and de-rig. •Banksmen should be used where vehicles have to drive across pedestrian areas and when reversing •Drivers should be briefed on appropriate speed limits for the site •Pedestrians need to know the intentions of anyone driving onsite. Hazard-warning lights should not generally be used on moving vehicles; it is contrary to the Highway Code and prevents the use of indicators. During the event there should be no vehicle movement other than essential movement (eg ambulances). It is the responsibility of the AEM to control and manage this

Set a vehicle curfew a minimum of 1hr before the event by which time all vehicle movement should cease – this should be included in Event Day Instructions to suppliers. After this time any vehicle movement must be approved and managed safely by the AEM. EMERGENCY ROUTES AND RENDEZVOUS POINTS Emergency Routes (also known as Blue Routes) must be identified for emergency vehicles to be able to access the event site and the course. These need to be communicated to medical providers, emergency services and clearly indicated on your site and course maps. You will need to ensure that there is more than one route available in case your primary route is blocked. You should clearly identify the post code and, where possible, grid reference of access points for emergency vehicles so that they can be communicated quickly and clearly to the emergency services. Remember to consider locked gates and height restrictions when planning emergency routes. You will also need to identify an Emergency Rendezvous point - this is the point at which you would meet and liaise with the emergency services if they were required to attend the event. Further information on this is provided in the emergency planning section

COURSE DESIGN AND MANAGEMENT This section will provide you with some guidelines to help you create a great course for your event. The design of the course can impact on people’s enjoyment of the event as well as their safety so it is important that it is well thought through. Ensure that you look at Product Operating Plans for specific guidance on course design and management for each product. KEY PRINCIPLES •Is it enjoyable •is it accessible •is it safe •Can it be set up fully in the time available? COURSE DESIGN Firstly it is important that before you spend too much time designing the course you have the permission of the landowner(s) for all the areas that the course will pass through. You might want to consult with local businesses, residents groups and Safety Advisory Groups in the area to make sure that the venue is suitable for the event and to help identify any potential issues or challenges as early as possible. If the event has used the same venue in the past, review event intelligence and lessons learned and use these to inform your plan for the next event. Some key things to consider in the design stage are: • Is there enough width to accommodate the number of participants you have? Use capacity and density / flow calculator. • The course should be within 5% of exact distance • Kilometre/mile markers should be accurately positioned on the route • Medical must be able to access to the course to provide first aid at any location. • Does the route impact roads/access routes, and what measures would you need to put in place, will you need to close any roads (see transport section of the manual) • Can vehicles access the course for set up - this will be required for some events • What are the hazards on the course? How will these impact people? You will need to ensure that you include them on your risk assessment. Once you have a venue and permission you need to plan your route. At the planning stage it is worth looking for contingency and alternative routes as well in case these are needed at a later stage. Use maps (google maps, ordnance survey, venue map, street maps) to plan potential routes on paper first. This means when you get on site you are able to find and walk the areas to check that they are suitable. At this stage you need to think about and assess the following: Slopes - remember that most of our events are non-competitive fun events so you need to think about the terrain that you are asking people to negotiate. Steep slopes are likely to be difficult for those taking part with pushchairs and those with mobility issues or lower fitness levels and may put them off from entering. For help calculating the steepness of a slope take a look at this short video

Accessibility - You will need to complete an accessibility assessment for your venues (excluding Pretty Muddy only venues). See the section on accessibility for further guidance Course Width - for most events you should ensure that all parts of your course are a minimum of 2 metres wide to allow for participants to flow smoothly around the course and provide space for overtaking. If you have two way section of course or double lap you need to consider adding additional width. If there are any points that narrow, pinch points, you need to think about how you will manage these to prevent congestion. Ideally there should not be any pinch points in the first 500m-1k of the course to allow people to naturally spread out. Tight turns - any time people are asked to turn a sharp corner they will naturally slow down as they are forced to change direction abruptly. This causes a concertina effect with people behind them and increases the likelihood of collisions and people tripping over. The diagram opposite shows what happened to crowds as they turn a corner - you will see the bunching up of people as they approach the corner. Ideally you should avoid having a tight turn within the first 500m of your course. A similar effect will also be noted at pinch points where the course narrows. Spectators - people will generally want to watch their friends and family taking part in the event so you should consider how you accommodate this. Are there areas of the course that will naturally attract spectators? For Pretty Muddy events this could be particular obstacles or particularly scenic areas of the route. When you are designing the course and the event site consider where people will naturally move to in order to spectate. Will they need to cross the route of the course? If so have you provided crossing places or breaks in the stake and tape so they can do this. (If you don’t provide a route you can guarantee that people will move or break tape to get to where they want to go!) Surface - we can’t provide a completely flat surface for all of our events, however we do need to assess the ground conditions and make reasonable efforts to provide a safe course. In particular watch out for: • exposed tree roots • rabbit holes/pot holes • areas prone to flooding and water logging • long grass Other activities - Consider what other activity happens in the area you are using during the time of your event - sports matches, cycling groups, park run, cafes, nightlife etc. You might need to speak to local groups to see how you can work together or ask them to re-arrange their activities for the week of your event. SPLIT POINTS Where we have events that have choices of distances it may be necessary to have a split point on your course. This might be part way through your course, or close to the finish where you are using a double lap to create a longer course. It is important that these are well managed so that participants know clearly where they are going and also to avoid bunching of people at split points which could potentially lead to accidents. There are a number of ways to manage split and merge points and you will need to decide what works best for your course. Combining the use of signs, verbal communication and physical barriers have been shown to be most effective in managing a successful split. It is vital to get the participants manoeuvring themselves to the right place before the junction comes up so allow