MFGN14 – EMERGENCY PROCEDURES
The following definitions have been agreed with the Event Organiser: -

14.1.1 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
       coordination of its resolution'.
14.1.2 Despite effective planning, there may still be occurrences determined as
       untoward incidents. However, it is recognised that if the Event Organiser does
       not address such circumstances effectively, a more serious emergency
       situation may result.
14.1.3 Resolution of such routine occurrences is an intrinsic part of the management
       of the event. Given their predictability, appropriate contingency arrangements
       have been implemented to manage these situations by the Event Organiser.
14.1.4 The Event Organiser may retain responsibility for coordination of the
       response, even if Emergency Service assistance has been requested. However,
       the Police Liaison Officer in consultation with the Police Operational
       Commander may decide that circumstances warrant further intervention. The
       Event Organiser will then provide assistance to the Police as required.

14.2.1 An emergency situation is defined as `an occurrence that poses a threat of
       serious injury, loss of life or a breakdown in public order and does require the
       Police to assume the coordination of its resolution'.
14.2.2 Whilst the Event Organiser is responsible for dealing with untoward incidents,
       those involved must be aware of their own ability to cope and recognise the
       occurrence of emergency situations. In such circumstances, responsibility for
       coordination of the response will pass to the Police.
14.2.3 The Police Liaison Officer in consultation with the Police Operational
       Commander will be responsible for coordination of the response and will liaise
       with the Event Organiser. During emergency situations it is essential that the
       Event Organiser consults the Police Operational Commander and seeks advice
       on the most efficient deployment of Stewards.
14.2.4 Steward Supervisors will remain in contact with the Event Organiser through
       radio links.
14.2.5 All Stewards and Officials will have a thorough understanding of the
       appropriate contingency arrangements.
14.2.6 The Event Organiser will utilise its Public Address System for emergency
       announcements, as determined in conjunction with the Police Liaison Officer
       in consultation with the Police Operational Commander. Back-up systems will
       be in place.
14.2.7 In most emergency situations, the deployed resources available to the
       Emergency Services will be sufficient to ensure effective resolution. However,
       it is recognised that circumstances may be such that a major incident will have
       to be declared.

14.3.1 The following information is primarily for the information of the Stewards but
       it is essential that all Police Officers deployed on this event are aware of its
       content: -
14.3.2 On occurrence of an untoward incident, the Event Organiser will manage the
       response of Stewards through normal radio links. An untoward incident will
       require a localised response, which should not require general broadcast.
14.3.3 On occurrence of a potential emergency situation, the Police will require the
       assistance of the Event Organiser in the communication of essential
       information to Stewards and members of the public. A flexible Emergency
       Situation Response

14.3.4 Plan will be implemented as follows: -        Any Steward becoming aware of a potential untoward incident or
       emergency situation, must advise the Event Organise as soon as possible,
       preferably by radio. A concise location and situation report should be given.        On receipt of this information, the Event Organiser will conduct an
       assessment in conjunction with the Police Liaison Officer and Police
       Operational Commander to determine if the circumstances do, in fact, amount
       to a potential emergency situation. If assessed as such, the Emergency
       Situation Response Plan will be implemented, otherwise the Event Organiser
       will manage the occurrence of an untoward incident.        The Event Organiser will halt any performances.        Although there are natural breaks in the performances, any unplanned
       stoppage could indicate a possible emergency situation.        The Event Organiser will instruct the Public Address System
       Controller to make an announcement on the following lines, "COULD WE
       SHORT DELAY".        Radio traffic, unless essential, will be restricted to that between the
       initial caller and the Event Organiser. Any deviation from this protocol will be
       instigated by the Event Organiser.        The Event Organiser will consult with the Police Event Liaison Officer
       and Police Operational Commander to determine the appropriate action plan
       required to respond to the prevailing circumstances.        The Action Plan will then be relayed by radio to Police Officers and
       Stewards.        The Event Organiser will make a Public Address Announcement to the
       public, giving an appropriate message in a clear and concise manner.       Police Officers, Stewards and Stage Managers will act as per their
       issued instructions.       If evacuation of part, or all, of the event site is required, Stewards and
       Police Officers will prevent re-entry without specific permission from the
       Event Organiser. This will be forthcoming following consultation between the
       Event Organiser and the Police Liaison Officer in consultation with the Police
       Operational Commander.       The Event Organiser will advise Stewards of their appropriate post
       Emergency Situation reporting procedure.

14.4.1 The Site Manager and Safety co-ordinator have radio communication with
       immediate contact to the Port Operation and speedy contact to Police and
       other emergency services.
14.4.2 There are crowd control barriers and plastic tape in stock on the quay, which
       may be used to cordon off an area.
14.4.3 There is a public address system that has speakers on the quay and in the
       marquees which can be used to make public safety announcements.
14.4.4 A number of Loud Hailers are available from the Site Manager or Safety co-
       ordinator for directing the public.

Ship Emergency
14.4.5 In the event of a ship emergency it may be necessary to clear an area in the
       vicinity of the ship gangway or the whole length of the ship and in certain
       circumstances the whole quay. Such action may be necessary to protect
       people on the shore or to enable the ship to carry out a speedy evacuation of
       persons on board or for shore services to render assistance to the ship.
14.4.6 The Site Manager will decide on the degree of evacuation on the quay in
       discussion with the Emergency services and Eastport UK.

Quay Emergency
14.4.7 Reasons for quay evacuation may range from fire in the shore facilities, a
       bomb scare or any other similar reason.
14.4.8 The Site Manager or Safety co-ordinator will decide on the action necessary;
       consulting if necessary with the Police. Once the Police are on scene they will
       take over responsibility for any further action.
14.4.9 Members of the public must be moved away from the danger area in a speedy
       but organised manner. Loudhailers may assist in this process.
14.4.10Stewards and assistants will be advised of the centre of the incident and will
       be instructed as to the direction in which to move the public clear of the area.
       They will also be advised as to the information that may be passed to the
       public during this process.
14.4.11Once the area has been cleared then it should be taped off or barriers erected to
       prevent people re-accessing the site.
14.4.12There are exits from the quay at the north and south ends and opposite the
       Nelson Museum car park.
14.4.13Stewards should open the vehicular gates to make evacuation quicker.
       Consult the Site Safety Plan for details.
14.4.14It is essential that the evacuation is carried out in a calm, firm and organised
       manner to avoid any panic or confusion. Do not force people out onto the
       highway; it may be safer to make sure they move north or south along the
       quay away from the danger area.


14.5.1 The following information has been given to the Stewards regarding these
       hazards. Police Officers should be aware of the guidelines, however, they
       should act in accordance with normal procedures that will normally be
       initiated with a situation report to the Event Organiser.

14.5.2 Fire Hazards.       The risk of fire in the vicinity of the Event is always present,
       particularly where mobile catering facilities are located. Other high risk areas
       include locations where generators are deployed.       Stewards trained in fire fighting procedures will be deployed in high
       risk areas and have access to relevant equipment. All such equipment has been
       sanctioned for use by the Fire Brigade.       However, Stewards should only tackle any fire provided it will not
       endanger life and only once the immediate area has been evacuated. It is
       essential that, even if extinguished, any fire is reported to the Fire Brigade.

14.5.3 Bomb Threats.       The Event Organiser and the Stewards at its disposal must be aware of
       the potential, however negligible, of bomb threats and the ensuing actions that
       must be taken.       Bomb threats may be received by any agency and are likely to come by
       way of telephone.       In the event of a bomb threat being received by the Event Organiser,
       the Police Event Liaison Officer and Police Operational Commander must be
       informed immediately.       The Police Event Liaison Officer in consultation with the Police
       Operational       Commander will be responsible for the coordination of the response to
       a bomb threat in accordance with agreed Norfolk Police procedures.

14.5.4 Suspicious Packages and Vehicles.       Even without the receipt of a specific bomb threat, Stewards must
       remain vigilant as regards the possibility of the discovery of suspect packages
       or vehicles and should make a cursory check of their area of responsibility
       when they commence patrol.       If a suspicious package or vehicle is discovered it should not be
       touched or moved. The Event Organiser should be informed as soon as
       possible. However, radios and mobile phones should not be used within 25
       meters distance of suspect packages or vehicles.       The Event Organiser will notify the Police Liaison Officer and Police
       Operational Commander immediately. The Police Operational Commander
       will be responsible for the coordination of the response.       If the Police Operational Commander, following consultation with the
       Event Organiser, decides that the appropriate response to an emergency
       situation is to activate an `Action Plan' including a partial or full evacuation,
       guidance pertinent to the implementation of the `Action Plan' is as follows: -

i) The Event Organiser will broadcast clear and concise instructions to the crowd to
move in accordance with the `Action Plan' implemented over the Public Address
system. Public co-operation should be requested and some reasoning behind the need
to move explained.

ii) Stewards and Police Officers should actively encourage the crowd to move in
accordance with the public address announcement. They must attempt to reassure and
calm the crowd. It will be vital that in, the event of a failure of public address systems,
correct information is relayed by Stewards and Police Officers using portable

14.5.5 Stewarding       At any large-scale organised event, it is required that a number of
       formally trained stewards are employed. These stewards will be positioned in
       the key evacuation points. Their positions are identified on a site plan. In the
       event of an emergency evacuation the formally trained stewards will have
       sufficient experience to take control of the situation.       Additional volunteer stewards will be deployed in less critical areas.       Both volunteer stewards and formally trained stewards will receive a
       briefing before the event. Ideally each steward will have received written
       briefing notes which they can refer to at all times.       All stewards will be easily identified wearing hi vis jackets.       Each steward’s briefing note will indicate their position and
       responsibility at the event. (A copy of the briefing note distributed is attached
       as an appendix) All mobile phone number will be checked and radios (if
       applicable) allocated and set at the correct frequency. A list of mobile phone
       numbers will be held by the Event Organiser.

14.5.6 Crowd control        The site plan identifies the position of each steward. At the key
       evacuation points, the formally trained stewards will be positioned. The
       stewarding company is (name). The number of trained stewards is (no’s). The
       number of volunteer stewards is (no’s). The Head Steward is (name).        The site plan identifies the main evacuation routes for each area.        Any barriers or roped off areas containing the crowd are identified on
       the site plan.        Ensure the crowd disperses safely. Remember that most of the crowd
       will be leaving the site at the same time. Ensure egress routes have been
       clearly identified and that both voluntary and trained stewards are aware of the

14.5.7   The Site Plan
        A scaled site plan is attached to the event manual.
        The plan shows where the stewards are positioned.
        All stages, fun fairs, catering units, toilets and any other structures must be
         shown on the plan.
        The lost children area (located in the information office)
        The medical area will be shown on the plan.
        A designated area for disabled viewing will be clearly shown on the plan,
         along with a designated access route especially for wheelchairs .
        All main evacuation routes must be identified.
   All main entry points should be identified along with any designated car
   Emergency vehicle access will be identified clearly on the plan.
   The area designated the viewing are for the public must be clearly identified
    on the plan and any barriers or cordoned off areas clearly shown.
   It will be necessary to calculate the area available to ensure that the expected
    numbers can fit in.

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