Lincolnshire Event Safety Partnership (LESP)

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Lincolnshire Event Safety Partnership (LESP)
Ian Reed Vanessa Mawer
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What is an event?

• a publicised indoor or outdoor planned
  presentation consisting of public displays,
  exhibitions or entertainment, sporting or
  celebratory activities etc, involving spectators
  being invited or attending to gather either on
  public open space, public highways or in enclosed
  stadia, in numbers anticipated to require special
  arrangements for that venue being made by the
  Event Organiser, in collaboration with partner
  agencies, in order to ensure the safe conduct of
  that event.

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Is event planning necessary?

• Weve always done it like that and nothings ever
  gone wrong before!
• Poor risk management.
• Inadequate crowd management.
• Unsafe structures.
• Poor evacuation procedures.
• Inadequate staff training.
• Poor housekeeping.
• Locked fire exits.
• Unsuitable materials.

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Largest Annual Events In Lincolnshire

• Event Attendance
• Lincoln Christmas Market 250,000
• RAF Waddington Air Show 130,000
• Lincolnshire Show 65,000
• Spalding Flower Parade 40,000
• British Superbikes (Cadwell Park) 40,000

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A Brief History

• Discussions at Lincoln Christmas Market SAG.
• Formation of county wide multi agency group to
  advise on Safety.
• First LESAG meeting in December 2004, preceded by
  press launch.
• A Guide for Event Organisers in Lincolnshire
  booklet produced in 2005.
• First Crowd Dynamics course held in Lincolnshire
  under LESAG banner.
• Group now meets twice a year and reports to the
  L.R.F.
• Sub groups used to continue refining / updating
  documents and information.
• Olympic Torch Relay sees LESP acting as a SAG in
  its own right

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LESP Mission Statement

• Lincolnshire Event Safety Partnership exists to
  provide a strategic framework of consistent
  advice to local Events Safety Advisory Groups
  across Lincolnshire to enable them to provide
  proportionate, timely and accurate guidance to
  event organisers.
• Lincolnshire Event Safety Partnership seeks to
  facilitate a thriving, safe and supportive
  environment through the local Safety Advisory
  Groups across Lincolnshire.
• All members of the Lincolnshire Event Safety
  Partnership will play an involved and active role
  relating to their area of expertise and are
  committed to positively impact events in
  Lincolnshire,

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LESP Objectives

• In particular the Group will
• Provide a forum of strategic advice to relevant
  bodies
• Gather intelligence and share best practice
• Provide consistent and proportionate advice and
  guidance to interested groups and agencies
• Support local Safety Advisory Groups and
  encourage a positive culture of event safety
• Provide training for event organisers, safety
  advisory group members and other bodies
• Positively engage with regulatory and enforcement
  bodies
• Consider and interpret relevant legislation and
  approved codes of practice applicable to the
  event industry
• Compile and maintain a database of events
  throughout Lincolnshire
• Maintain and develop links with public and
  private bodies associated with the event industry

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LESP Membership

• Lincolnshire Police Lincolnshire Fire Rescue
• East Midlands Ambulance Service Lincolnshire
  Emergency Planning
• Highways Planning City of Lincoln Council
• North Kesteven District Council South Kesteven
  District Council
• West Lindsey District Council East Lindsey
  District Council
• Boston Borough Council South Holland District
  Council
• Local authority representatives include officers
  from licensing, health safety, environmental
  health, food safety and event teams
• The group has communication links with Health and
  Safety Executive, Security Industry Authority,
  Trading Standards

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How does LESP work?

• Website
• www.lincolnshireprepared.co.uk/lesp
• Suite of documents on website for organisers to
  refer to or download
• Single event and district SAGs with specific
  criteria
• Further training courses / good practice

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www.lincolnshireprepared.co.uk/lesp

• Attachments
• The following files will open in their associated
  programs
• To view PDF files on our website Adobe Acrobat
  Reader 5 or above is required. To upgrade for
  free visit http//www.adobe.com/products/acrobat/r
  eadstep2.htmlFor help with reading pdf files
  please visit the Adobe Acrobat Access site
  http//access.adobe.com/
• Event Risk Matrix
• Acrobat/PDF File (279k)
• Event Management Plan Guidance
• Acrobat/PDF File (364k)
• Event Management Plan Template
• Word Document (87k)
• Event Risk Assessment Template
• Acrobat/PDF File (354k)
• LESP Handbook
• PPS File (12Mb)
• Lost/found Children and Vulnerable Persons
  Procedure
• Acrobat/PDF File (660k)
• Event Safety Calculator
• Excel Spreadsheet (42k)
• Training, Exercising, Olympics Calendar Feb
  2012
• Excel Spreadsheet (120k)

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What does it include?

• powerpoint format for ease of use
• Timelines for different parts to the event,
  specifically legal matters such as licensing and
  traffic management.
• Useful information to be considered when planning
  an event.
• Impact of events taking place on the public
  highway including a checklist.
• Organising a public firework display.
• Event safety plan checklist.
• Event safety checklist.
• Where to go for more detailed information and a
  list of documents for further reading.
• What to do if things go wrong.
• References to further reading.

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CONTENTS
Up to one year before your event
9 months before
MISSION STATEMENT 4 INTRODUCTION 5 TIMEL
INES 10 PLANNING PERMISSION 18 LICENSIN
G 19 HIGHWAYS 22 RISK
ASSESSMENT 28 INSURANCE 31 FIRST
AID 32 CHILDREN AND VULNERABLE
PERSONS 33 STEWARDS, SECURITY AND
MARSHALS 34 TEMPORARY STRUCTURES 36 BARRIER
S 38 EVACUATION 41 COMMUNICATIONS
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6 months before
3 months before
6 weeks before
1 month before
The Event
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Safety Advisory Groups

• Established using the following criteria
• For events attracting over 5,000 people
• Events where there is a specific risk
• Where there has been previous incident(s)
• New organiser / venue who request help / support
• SAG can be called / requested by any of the
  agencies
• Events usually brought to the district SAGs
• Establish terms of reference
• Consistent dealings with all organisers / events
• No statutory powers, but unwise to ignore the
  advice
• Minutes will be disclosed in any future inquiry

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SAGs

• District SAGs have specific meeting dates
• North and South Kesteven 1st Monday of month -
  am
• Boston and South Holland 1st Tuesday of month -
  am
• East Lindsey 2nd Tuesday of month - pm
• City of Lincoln 3rd Tuesday of month - am
• Showground and West Lindsey 2nd Thursday of
  month pm
• Single event SAGs
• Waddington Air Show 1st Mon of month pm
• Lincoln Christmas Market 3rd Tues of month
  after City SAG
• Lincs Show 2nd Tues of month before Showground
  SAG

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Protocol for calling SAG

• The agency who is first notified of the event
  advises the organiser to view the website
• The agency then contacts the chair of the SAG for
  that area, for a date / time to be allocated
• OR
• Decision made that specific SAG is required and
  date arranged

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Lincoln Christmas Market
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Some fact and figures

• 10 million
• 750 coaches
• 12,000 park and ride vehicles
• 250,000 visitors
• Over 4 days
• Street event free to attend

• multi agency SAG
• year round planning
• multi agency control facility with CCTV
• Silver Commanders on site
• Crowded Places strategy

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2010
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Further Training

• Intro to Crowd Public Safety Management.
• Public Safety at Sports Entertainment Venues.
• Public Safety at Festivals Mass Gatherings.
• Public Safety in Complex Built Environments.
• Temporary Demountable Structures.
• Crowd Dynamics.
• IOSH Managing Safely in the Exhibition and Events
  Industry.
• Safety Passport Alliance
• Working on SAGs

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The Future

• Continue to promote safety at events in
  Lincolnshire.
• Encourage work with new event organisers and
  promoters that want to stage events in the
  county.
• Annually revise the event safety booklet to
  reflect any changes in legislation or good
  practice.
• Stage IOSH and crowd dynamics courses in
  Lincolnshire.
• Stage training days for event organisers.
• Prepare a toolkit for new event organisers.
• Continue to support the many SAGs in the county.
• Produce an accurate diary of events.

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LESP Contact Details

• ian.reed_at_lincoln.fire-uk.org
• or 01522 582263
• vanessa.mawer_at_lincs.pnn.police.uk
• or 01522 558033

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• Questions?

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Olympic Torch Relay spotter stakes place early!