MFGN14 – EMERGENCY PROCEDURES
The following definitions have been agreed with the Event Organiser: -
14.1 UNTOWARD INCIDENTS.
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 EMERGENCY SITUATIONS.
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
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 EMERGENCY SITUATION RESPONSE PLAN
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
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
14.3.4 Plan will be implemented as follows: -
22.214.171.124 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.
126.96.36.199 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.
188.8.131.52 The Event Organiser will halt any performances.
184.108.40.206 Although there are natural breaks in the performances, any unplanned
stoppage could indicate a possible emergency situation.
220.127.116.11 The Event Organiser will instruct the Public Address System
Controller to make an announcement on the following lines, "COULD WE
PLEASE ASK THE CROWD TO BE PATIENT. THERE WILL BE A
18.104.22.168 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.
22.214.171.124 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.
126.96.36.199 The Action Plan will then be relayed by radio to Police Officers and
188.8.131.52 The Event Organiser will make a Public Address Announcement to the
public, giving an appropriate message in a clear and concise manner.
184.108.40.206 Police Officers, Stewards and Stage Managers will act as per their
220.127.116.11 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
18.104.22.168 The Event Organiser will advise Stewards of their appropriate post
Emergency Situation reporting procedure.
14.4 EVACUATION OF THE QUAY
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.
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.
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.
IF YOU ARE IN DOUBT ABOUT ANY MATTER WITH REGARD TO THIS
GUIDANCE NOTE OR ANY OTHER ISSUE THEN CONSULT THE SITE
MANAGER OR SAFETY CO-ORDINATOR.
14.5 FIRE HAZARDS, BOMB THREATS, SUSPICIOUS PACKAGES /
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.
22.214.171.124 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.
126.96.36.199 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.
188.8.131.52 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.
184.108.40.206 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.
220.127.116.11 Bomb threats may be received by any agency and are likely to come by
way of telephone.
18.104.22.168 In the event of a bomb threat being received by the Event Organiser,
the Police Event Liaison Officer and Police Operational Commander must be
22.214.171.124 The Police Event Liaison Officer in consultation with the Police
126.96.36.199 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.
188.8.131.52 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.
184.108.40.206 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.
220.127.116.11 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.
18.104.22.168 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
22.214.171.124 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.
126.96.36.199 Additional volunteer stewards will be deployed in less critical areas.
188.8.131.52 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.
184.108.40.206 All stewards will be easily identified wearing hi vis jackets.
220.127.116.11 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
18.104.22.168 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).
22.214.171.124 The site plan identifies the main evacuation routes for each area.
126.96.36.199 Any barriers or roped off areas containing the crowd are identified on
the site plan.
188.8.131.52 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.