Culture and Sport Committee

Transcription

1 Culture and Sport Committee 10.00am, Tuesday, 10 March 2015 Events Planning and Operations Group Item number Report number Executive Wards All, and City Centre in particular Executive summary This report provides details of the Events Planning and Operations Group s work from January 2014 to December Links Coalition pledges Council outcomes Single Outcome Agreement CO20

2 Report Events Planning and Operations Group Recommendations 1.1 To note the successful work done by the multi-agency Events Planning and Operation Group to ensure public events are delivered safely in Edinburgh. Background 2.1 The Events Planning and Operations Group (EPOG) is a multi-agency team made up of all relevant Council services and the emergency services in conjunction with venue owners and managers and event organisers. The make up of the group changes to fit each particular event it considers. 2.2 EPOG evolved from the advisory groups recommended in Sports Grounds legislation for sporting events. The process proved useful in the transfer of information between agencies and was first used in Edinburgh for an event other than sport for the Tina Turner Concert at Murrayfield Stadium in EPOG is now used for a variety of events at all kinds of venue ranging from community gala days (those on closed roads only), marches and parades, through to major cultural and sporting events and large concerts in stadia. 2.4 The role of EPOG is: to provide a co-coordinated multi-agency approach to event and crowd safety; to provide all participating agencies with consistent information throughout the planning process; to check that appropriate measures are in place to deal with identified risks; to make organisers aware of matters associated with the local community including public relations; to advise on matters relating to licensing and other legislation; and to outline roles and responsibilities of all those agencies involved in the planning and organisation of the event. 2.5 The Public Safety team within Culture and Sport organises, chairs and minutes EPOG meetings, as well as contributing expert comment in the meetings and checking that action is taken in accordance with EPOG decisions. Culture and Sport Committee 10 March 2015 Page 2

3 Main report 3.1 From January to December 2014 the seven-member Public Safety team has supported around 155 events through the EPOG process. EPOG can be requested by event organisers or external agencies or Council services. The table below indicates how the Public Safety team assesses whether an event is suitable for the EPOG process. Assessment questions Yes No 1 Does the event involve high risk activities? (eg pyrotechnics, motor racing, extreme sports, etc) 2 Is the event expected to involve more than 1,000 people? EPOG required Ask question 2 EPOG required Ask question 3 3 Is this a high profile event, with associated reputational risks? EPOG required EPOG is not required 3.2 Some EPOG work is additionally generated through the Council s cross-service Events Management Group. 3.3 Many of the events which pass through the EPOG process require multiple meetings and some of the larger, more complex events have sub-groups for particular topics (such as medical issues, transport and fireworks). Some examples of such events are noted below. 3.4 Edinburgh s Hogmanay. The Street Party element of this Festival s programme attracts 80,000 people. To deal with this large event EPOG has a Core Group with several sub groups covering transport, medical issues, and concessions. 3.5 Orange Lodge marches. A number of such marches have taken place this year, involving between 250 up to 12,000 participants. An EPOG transport sub group was put in place to minimise traffic disruption. 3.6 Edinburgh International Festival Fireworks. EPOG deals with the Scottish Chamber Orchestra s licensed Festival Fireworks events in West Princes Street Culture and Sport Committee 10 March 2015 Page 3

4 Gardens and Inverleith Park as well as providing an overview and advice on crowd management in the various city centre viewing areas. 3.7 One Direction concert at Murrayfield Stadium (3 June 2014). EPOG assisted the event planning process, licensing process and Safety at Sports Grounds Special Certification for this pop concert which attracted a 60,000 capacity audience. 3.8 Out of the 155 events considered by the EPOG system this year, only two did not take place. A dance event (DJ Hardwell), which had been planned for the Royal Highland Showground, did not go ahead. The licence for the event was suspended on advice from Police Scotland after age and alcohol-related incidents at a previous concert in Dublin only days before the Edinburgh event. The Scottish Defence League march and rally was prohibited by the Regulatory Committee s Licensing Sub-Committee. 3.9 As well as providing advice and guidance in the lead up to events taking place, repeat events or high impact events are debriefed in order to produce learning topics for the future. Measures of success 4.1 The operation of successful events attended by the public in safety without major incident or damage to the city s reputation. Financial impact 5.1 There is no financial impact arising from this report. Risk, policy, compliance and governance impact 6.1 There are no risk, policy, compliance or governance impacts arising from this report. The EPOG system is designed to identify, minimise and manage risks inherent in major events of all types. Equalities impact 7.1 None. Sustainability impact 8.1 None. Culture and Sport Committee 10 March 2015 Page 4

5 Consultation and engagement 9.1 The EPOG process involves a constant flow of communication and consultation between relevant parties. 9.2 EPOG meetings result in an increased level of understanding for all parties involved in the process. Background reading/external references None. Alastair D Maclean Director of Corporate Governance Contact: Lynne Halfpenny, Head of Culture and Sport lynne.halfpenny@edinburgh.gov.uk Tel: Contact: John McNeill, Senior Surveyor, Public Safety, Culture and Sport john.mcneill@edinburgh.gov.uk Tel: Links Coalition pledges Council outcomes Single Outcome Agreement Appendices CO20 - Culture, sport and major events Edinburgh continues to be a leading cultural city where culture and sport play a central part in the lives and futures of citizens SO4 - Edinburgh s communities are safer and have improved physical and social fabric Culture and Sport Committee 10 March 2015 Page 5