EMERGENCY MANAGEMENT PROCEDURES The following definitions have been agreed with the Event Organiser: 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 coordination of its resolution'. Despite effective planning, there may still be occurrences determined as untoward incidents. However, it is recognised that if Event Control does not address such circumstances effectively, a more serious emergency situation may result. 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 from Event Control. Event Control 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. Event Control will then provide assistance to the Police as required. EMERGENCY SITUATIONS. 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'. Whilst Event Control 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. The Police Liaison Officer in consultation with the Police Operational Commander will be responsible for coordination of the response and will liaise with Event control. During emergency situations it is essential that Event Control consults the Police Operational Commander and seeks advice on the most efficient deployment of Stewards. Steward Supervisors will remain in contact with Event Control through radio links. All Stewards and Officials will have a thorough understanding of the appropriate contingency arrangements. 1 Event Control 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. 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. EMERGENCY SITUATION RESPONSE PLAN. 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: On occurrence of an untoward incident, Event Control will manage the response of Stewards through normal radio links. An untoward incident will require a localised response, which should not require general broadcast. On occurrence of a potential emergency situation, the Police will require the assistance of Event Control in the communication of essential information to Stewards and members of the public. A flexible Emergency Situation Response Plan will be implemented as follows: 1. Any Steward becoming aware of a potential untoward incident or emergency situation, must advise Event Control as soon as possible, preferably by radio. A concise location and situation report should be given. On receipt of this information, Event Control 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 Event Control will manage the occurrence of an untoward incident. Event Control will halt any performances. Although there are natural breaks in the performances, any unplanned stoppage could indicate a possible emergency situation. Event Control 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 SHORT DELAY". Radio traffic, unless essential, will be restricted to that between the initial caller and Event Control. Any deviation from this protocol will be instigated by Event Control. Event Control 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. 2. 3. 4. 5. 6. 7. 2 8. 9. 10. 11. The Action Plan will then be relayed by radio to Police Officers and Stewards. Event Control 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 Parade Route or the Festival Site is required, Stewards and Police Officers will prevent re-entry without specific permission from Event Control. This will be forthcoming following consultation between Event Control and the Police Liaison Officer in consultation with the Police Operational Commander. Event Control will advise Stewards of their appropriate post Emergency Situation reporting procedure. FIRE HAZARDS, BOMB THREATS, SUSPICIOUS PACKAGES / VEHICLES. 12. 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 Event Control. 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. Bomb Threats. 3 Event Control 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 at Event Control, 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 Northumbria Police procedures. 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. Event Control 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. Event Control 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 Event Control, 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) Event Control 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. 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. ii) 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 loudhailers.
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