The days before your Relay:... 32

Transcription

1 Event Management Guide 2014

2 Table of Contents Event Management Guide INTRODUCTION GLOSSARY OF TERMS EVENT DETAILS Event Place & Time Contact during Event: INSURANCE THE VENUE Site Plan... 7 Site Plan Checklist Potential Hazards Contingency Plan TRAFFIC AND PEDESTRIAN MANAGEMENT Traffic Management Plan Road Closures Adjoining Properties PUBLIC HEALTH & SAFETY Event / Incident Control Centre Candle of Hope Ceremony... 9 See Appendix Safety tips when using candles First Aid Fire Fighting Equipment Lost and Stolen Property / Lost Children Incident Reports List of vendors Toilets Waste Management Noise Security & Crowd Control Lighting and Power Temporary Structures EVENT PROMOTION Signage MONEY COUNTING AND BANKING Cash Handling Procedures Cash handling rules for events: USEFUL CONTACT NUMBERS APPENDICES: Relay For Life Event Management Plan Template Candle of Hope Chair Checklist Survivor Chair Checklist Opening & Closing Ceremonies Checklist Finance Chair checklist Incident Report Template Entertainment Chair Checklist Things to bring on the day Checklist Relay For Life Event Management Plan Template RFL EVENT DETAILS RFL Place & Time

3 1.2. Onsite RFL Event Manager Details: Money Counting & Handling Will there be a security collection on the day? Yes / No USEFUL CONTACT NUMBERS Candle of Hope Chair Checklist The days before your Relay: The morning of your Relay: Before the Candle of Hope: During Candle of Hope: After Candle of Hope: Survivor Chair Checklist The days before your Relay: The morning of your Relay: Before the Survivors Lap: During Survivors Lap: After Survivors lap: Opening & Closing Ceremonies Checklist Before you leave home checklist Opening Ceremony Survivors Lap Caregivers Lap Team Parade Closing Ceremony INCIDENT REPORT FORM DETAILS OF ACCIDENT / INJURY / INCIDENT Entertainment Chair checklist Well before your Relay The days before your Relay Before you get into the car to go to Relay During your Relay After your Relay Item CARRYING OUT RISK ASSESSMENTS (JLT IRELAND GUIDELINES) Sample Risk Assessment SAFETY TIPS ON THE USE OF CANDLES (JLT IRELAND GUIDELINES) FIRST AID TIPS (JLT GUIDELINES) HEALTH AND SAFETY GUIDELINES FOR USE OF VOLUNTEERS (JLT IRELAND GUIDELINES) LEGAL REQUIREMENTS FOR PREPARATION AND SALE OF FOOD (JLT GUIDELINES) USE OF LADDERS (JLT GUIDELINES)

4 0.0 INTRODUCTION It is really important that you take time to plan your RFL event in as much detail as possible. Having spent many months recruiting teams and survivors and coordinating a host of entertainment it would be a great shame for things to go wrong because of a lack of planning. 24 hours of Relay For Life is a long, emotional and complex journey but if you put the effort into a detailed plan you should have the solution to most problems as they pop up. 0.1 GLOSSARY OF TERMS Irish Cancer Society (ICS): The Irish National Cancer Charity Relay for Life (RFL): 24 hour community event in aid of the ICS. RFL Committee: A committee of volunteers responsible for organising the RFL event; The committee typically consists of: Event Chair, Team Recruitment Chair, Logistics Chair, Survivorship Chair, Finance Chair, Candle of Hope Chair RFL Staff Partner: The ICS Community Fundraiser assigned to each RFL event JLT Ireland: JLT Insurance Brokers Ireland Ltd t/a JLT Ireland. The ICS insurance broker RFL Organisers: Members of the organising committee, volunteers etc RFL Participants: Team members, committee members, survivors, caregivers, entertainers RFL Attendees: Members of the publics that attend the RFL event 1.0 PREPARING YOUR EVENT MANAGEMENT PLAN The Event management plan is made up of the areas listed below. In each section, we have given you some tips which will help you when completing your plan. You will find the plan template in Appendix 1. If you have any questions, please speak to your RFL staff partner and they ll be happy to help. 1.0 EVENT DETAILS 1.1. Event Place & Time In this section you should provide a general overview of your RFL event including estimated numbers of attendees, dates, times etc. It is important to think about set up and dismantling times as well as the actual times for your event to ensure everybody can gain access to the venue at the appropriate times. 4

5 1.2. Contact during Event: The event manager is responsible for the overall management of the RFL event on the day. They may be the Logistics Chair, the Event Chair or any other person who will know and be responsible for everything happening on the site. Their role and responsibility includes organising, resourcing, creative directing, human resource management, negotiating, financial management, public representation, troubleshooting and liaison, health and safety planning. They will need to list all the roles, responsibilities and contact details for committee members and any other people involved in the running of the event. They may consider borrowing walkie talkies for use by key staff / stewards and first aiders to aid communication during your RFL event. 2.0 INSURANCE Your 24 hour RFL event is covered by the ICS insurance policy. All other fundraising and activities undertaken by the RFL Committee are insured under a separate insurance policy. This separate policy is in the name of the local RFL committee and is paid for on their behalf by the ICS. This content of the policy cannot be altered by a RFL committee without the consent of the ICS. Summary of policy cover: Public Liability: 6.5m Employers Liability 13m Charity Trustees Indemnity 125,000 This policy is issued on the basis of your signing the Letter of Agreement accompanying this plan and returning to the RFL Coordinator at the ICS. Your policy documents and certificates will be issued directly to you by JLT Ireland insurance brokers. The Irish Cancer Society does not extend any insurance or indemnity to the use of Bouncy castles at any event. Therefore Bouncy Castles cannot be used at any Irish Cancer Society event Please note: Fundraising activities and events organized by the RFL teams in advance of the RFL event are not covered by this policy. Teams must seek their own insurance advice. Third party suppliers and vendors at your event are not covered by the RFL Insurance Policy. They must provide copies of their own insurance to the RFL Logistics Chair. The RFL Logistics Chair must pass copies of this insurance to insurance broker JLT for review 4-6 weeks in advance of the RFL event. Recommended limits of vendor/supplier indemnity are as follows: Public Liability 6.5m Employers Liability: 13m 5

6 Dangerous activities It is incumbent upon the event organisers to take all reasonable steps to ensure the safety of participants as far as possible. In the event that any dangerous activity is to be organised, your insurer must be advised as public liability cover will not be automatic. The following is a list of potentially dangerous activities: Rock climbing Abseiling Canoeing Jet-skiing Water-skiing Swimming Pony-trekking Sub-aqua diving Dry slope skiing Clay-pigeon shooting Archery Horse-riding BMX cycling Assault course Barfly jumping Bungee jumping Pole climbing Caving Parachute jumping Ballooning Gliding Flying Driving of any vehicle by persons who would not be allowed to drive such a vehicle on the public highway. This list is not exhaustive and any other activity which you consider may be dangerous must be notified to your insurers. If you have any questions regarding cover provided, indemnities and vendor insurance, please contact JLT Ireland insurance brokers directly: Louise Hughes JLT Ireland lhughes@jlt.ie Tel: (01) THE VENUE The aim of this section is to help you formulate a comprehensive map or plan of the site for your RFL event. You will need to consider potential hazards, access and exit of emergency services, and other needs such as pedestrians, traffic, members of the public, health and safety. Some considerations to get you on the right track include: Where will the team tents be set up? 6

7 Where is the survivors registration Where are the designated evacuation points? Take note of where the fire extinguishers are located 3.1. Site Plan A site plan is a map of the event and is essential for event planning and management. All key stakeholders can use it as part of the planning process, with consultation as to its final layout. The site plan must be easy to interpret and be posted strategically around the site for use by event organizers and attendees. It can be distributed before your RFL event for setting up the event and is also invaluable in an emergency. Use the checklist below to determine what must be shown on the site map. Use a simple grid format and include surrounding streets and landmarks. Site Plan Checklist Event and Incident Co-ordination centre First Aid posts Main Power control Picnic/quiet areas Entrances & exits (are they big enough?) Information centre Taxi & Bus stops Entertainment sites Toilets Survivor areas Candle of Hope Sales and staging areas Registration desk Stall locations Sleeping area Pedestrian route including emergency exit routes Lost kids/property Rubbish bins Security locations Seating Food/vendors/stalls Vehicle access routes Emergency access & exit routes Parking 3.2. Potential Hazards When selecting a site, especially for an outdoor event, do a Risk Assessment for any potential hazards in the area. (See advice on carrying out Risk Assessments in Appendix 9 and a sample Risk Assessment in Appendix 10.0). Hazards may include: Slips, trips and falls Terrain small holes that can twist ankles Dangerous buildings 7

8 B This list is not exhaustive. List the identified hazards at the selected site and the action taken to minimise the risk. N.B. Manual handling A risk assessment must be carried out of all manual-handling tasks. Manual handling must be avoided if at all possible or mechanical handling aids such as trolleys used for moving heavy equipment. If chairs and tables need moving or setting up, there should be sufficient numbers of able bodied people to assist. The poor handling of loads is one of the major causes of back injuries and permanent disablement. People with a history of back problems should not undertake heavy lifting activities. The erection of temporary staging and lighting gantries must only be undertaken by trained professionals Contingency Plan Have you thought of a contingency plan in the event that it rains, there is a power cut or the RFL event has to be cancelled or postponed for any reason? 4.0 TRAFFIC AND PEDESTRIAN MANAGEMENT 4.1. Traffic Management Plan Patron access must be planned to ensure there is no disruption to neighbouring businesses or homes and to ensure clear access by emergency services and RFL participants. RFL organisers must make arrangements for the following: Adequate car parking space, including over-flow parking Access for people with disabilities Preferred access routes to the venue Adequate lighting Stewarding Area for Public Transport 4.2. Road Closures Will there be any road closures necessary for the event? If so, the development of a traffic management plan in conjunction with the local Gardai is essential well in advance of your event Adjoining Properties As a matter of courtesy, it is beneficial to talk with property owners affected by the staging of your RFL to make them aware of the event and the activities taking place. Don t forget to invite them to take part. 8

9 5.0 PUBLIC HEALTH & SAFETY 5.1. Event / Incident Control Centre All committee members need to be in contact throughout the event through an Event/ Incident Control Centre. You should have a committee representative at the Event / Incident Control Centre at all times to provide information to anybody who needs it. You must put in place procedures for communicating with the event attendees in case of emergencies. These areas must be accessible to ambulances and other Emergency Service vehicles and must be clearly marked on the site plan 5.2 Candle of Hope Ceremony You will need to carry out a Risk Assessment for the Candle of Hope Ceremony. This should address the following questions: i) Are the bags flame retardant? (Note: all bags provided by the Irish Cancer Society are flame retardant). ii) How will you light the candles? iii) How will you deal with a bag that goes on fire? iv) Are your fire extinguishers within easy access of the ceremony? v) What will you do with the bags once the ceremony is over? i.e. if you are allowing the candles to burn on, someone should be appointed to monitor any potential fires. vi) How will you deal with high winds or members of the public knocking the bags over? See Appendix Safety tips when using candles. 5.3 First Aid A risk assessment must be undertaken as to the extent of First Aid provision required. This will be based on the numbers attending the RFL and the nature of the activities. Provision may range from a simple First Aid box to a number of trained First Aiders or attendance by St John Ambulance Brigade of Ireland or the Order of Malta Ireland. All marshals and others in control must be made clearly aware of the extent and location of First Aid facilities. An emergency plan must also be in place in the event of someone having to be taken to hospital or needing to receive emergency treatment. (See also Appendix First Aid Tips) Fire Fighting Equipment Will portable fire protection equipment be strategically located throughout the venue for initial attack of the fire by the public and/or safety officers? 5.5. Lost and Stolen Property / Lost Children 9

10 What arrangements have been made for lost or stolen property and lost children? Show location on site map Incident Reports You must put in place a system for reporting all incidents /accidents and nominate a person to record incidents. Even if it s a small matter of somebody falling, it is important that there is a procedure for recording what happened and what action was taken for future reference Incidents can be recorded using the template in Appendix 6. This Incident Report must be given to the Event Chair. The Chair must send it to JLT Insurance Brokers and a copy to the Irish Cancer Society within 24 hours of the incident taking place. Please contact: Louise Hughes JLT Ireland lhughes@jlt.ie Tel: (01) Matt Lewis Irish Cancer Society mlewis@irishcancer.ie Tel: (01) List of vendors Many RFL events involve food vendors, plant hire providers, sound technicians etc. Whether these vendors are donating their services or are being paid by your RFL it is important to ensure they are adequately certified and insured for the services they are providing. Copies of all their insurance certificates with the following levels of cover, Public Liability 6.5m and Employers Liability 13m, must be sent to insurance brokers JLT Ireland 4-6 weeks in advance of your event. (See 2.0 above). Please note: Sale of alcohol is strictly prohibited at RFL events Toilets The number of toilets to be provided will depend on a number of factors including: Anticipated crowd numbers (women require more facilities than men) If existing facilities are not adequate, additional portable units must be made available. A cleaning schedule should be established for toilets. Toilets must be cleaned, restocked with supplies regularly and monitored as often as necessary. Ensure that toilet facilities are accessible for the whole 24 hours of RFL 10

11 5.9. Waste Management Waste management should be considered both for during your RFL event and afterwards: What arrangements have been made for extra bins for the event? Is there a rota / schedule for emptying bins? Do you have enough bin liners? What arrangements have been made for rubbish to be appropriately removed after your event? Noise RFL events can create noise levels much higher than normal. Music amplifiers, refrigerators, generators, and crowds are all contributing factors. If possible, establish anticipated noise levels in advance of your RFL and notify neighbours and Gardai. During your RFL it is important to monitor the level of noise and make efforts to minimise disruption to local residents and businesses Security & Crowd Control Choosing appropriate security is essential to the success of an event and the safety of the public. The RFL committee needs to examine the risks involved with the event by asking for example, What could happen? or What if? The answers will determine what security is required. If the Committee decides to engage a professional Security Firm, please specify details in the Event Management Plan and provide details of their insurance to JLT Ireland 4-6 weeks before your event. Contact: Louise Hughes JLT Ireland lhughes@jlt.ie Tel: (01) Note. Crowds of 5,000 or more will need to be licensed under the Planning and Development (Licensing of Outdoor Events) Regulations Please seek advice from your local Planning Authority. Please discuss emergency evacuation procedures with Gardai, on site security contractor and other relevant parties and ensure that you have a clear Emergency Evacuation plan in place. Note Animals: If animals feature as part of the event, there needs to be adequate separation between the public and the animals, and provision must be made for the welfare of the animals and their separation and supervision. Consideration should be given as to whether attendees (as opposed to participants) should be allowed to bring dogs and how they should be controlled. Please note: Horses and Donkeys should be excluded from any RFL event as they require a separate equestrian insurance. 11

12 5.12. Lighting and Power Even in venues darkened for ceremonies, lighting should always be adequate to identify exits as well as corridors and aisles leading to them. Auxiliary battery power or generators should be installed to provide light in a power outage and to power the public address system. The latter may permit directions to be given to event attendees in a power failure, thereby alleviating panic. Access to the main lighting or house lights is essential in case of an emergency. The location of the controls for these lights, and the operation of the controls, must be known to those on-site responsible for emergencies. It is recommended that an electrician be available for the event Temporary Structures Temporary Structures include: A stage or platform A tent, marquee or booth A seating stand If you are hiring or borrowing equipment from local suppliers please ensure the equipment is insured by the providers and that it is erected and operated by a suitably trained person. 6.0 EVENT PROMOTION 6.1. Signage Clear appropriate signage is essential both to direct attendees to your RFL event and also at the event so people can find their way around easily. On Site signs to consider are: Toilets Disabled Access Candle of Hope Sales Survivor Registration Team Registration First Aid If placing directional signs to your event in the local area, make sure to seek local Council permission in advance. 7.0 MONEY COUNTING AND BANKING Cash Handling Procedures Your committee should put controls in place to protect volunteers handling any funds raised both at the 24 RFL and at any other events fundraising for Relay. This is to ensure their safety and to safeguard against any suggestion of mishandling of funds. Remember the safety of people is always more important than the protection of money. The following rules will guide you. 12

13 Cash handling rules for events: Teams should bank before your RFL event to avoid bringing large sums of money with them to the RFL. Teams should bank (or have their money collected) regularly during the RFL event. Retaining large sums of money should be avoided Cash received should be counted and recorded by two people. A record of the totals counted should be recorded and signed by both counters. Cash should be counted in a secure environment and held in a tamper proof or secure drop chute safe - until it is possible to bank it. Check with the ICS for recommended safe standard. Arrangements must be made for cash to be banked at regular intervals. There should never be more than 10,000 of unbanked cash in the counting location at any time. To ensure the physical safety and reputation of volunteers and committee members the ICS requires that all cash should be banked by at least two individuals which adheres to best practice cash handling procedures. Under the insurance policy, the Custodian Warranty for money in transit requires more than two individuals for higher amounts:: Up to persons Up to 10,000-3 persons Above 10,000-Security Firm For banking after working hours, arrangements should be made with your bank to bank via the night safe. Please note that there may be limits on the number of lodgments night safes can accept. Any cheques should be made payable to the Irish Cancer Society or your RFL account and not to the volunteer/organiser of the event. For further information please see Financial Guidelines in Appendix 5.0. Please have a receipt book available in the event that any donors require a receipt. 13

14 8.0 USEFUL CONTACT NUMBERS You should collate a list of contact details for all committee members and key volunteers. Consider adding some additional contacts that may be useful on the day- Example: Kevin Brady- Electrician

15 APPENDICES: 1.0 Relay For Life Event Management Plan Template 2.0 Candle of Hope Chair Checklist 3.0 Survivor Chair Checklist 4.0 Opening & Closing Ceremonies Checklist 5.0 Finance Chair checklist 6.0 Incident Report Template 7.0 Entertainment Chair Checklist 8.0 Things to bring on the day Checklist 9.0 Carrying out Risk Assessments (JLT Ireland guidelines) 10.0 Safety Tips when using Candles (JLT Ireland guidelines) 11.0 First Aid Tips (JLT Ireland guidelines) 12.0 Health and Safety Guidelines for Use of Volunteers (JLT Ireland guidelines) 13.0 Legal Requirements for Preparation and Sale of Food (JLT Ireland guidelines) 14.0 Use of Ladders (JLT Ireland guidelines) 15

16 1.0 Relay For Life Event Management Plan Template Using the Event Management Guide create your own Event plan by following this template 1. RFL EVENT DETAILS 1.1. RFL Place & Time Name of your RFL event: Location of Event: Who owns / manages the venue? Is this Relay venue indoors or outdoors? Estimated number of teams at your Relay: Estimated number of Survivors at your Relay: Estimated number of public expected to attend: Date and Time Set Up commences: Date and Time event starts Time Candle of Hope starts Date and Time Event finishes: Date and Time dismantling commences and anticipated conclusion time: MULTI-DAY EVENTS ONLY TO COMPLETE THIS SECTION 16

17 1.2. Onsite RFL Event Manager Details: Event Manager Name: Address: Contact details During Event: 2. INSURANCE 2.1. Insurance Details Insurance for your RFL 24 event is provided by the ICS. Insurance for all other committee fundraising and activities is on a separate policy. This policy is issued on the basis of your signing the Letter of Agreement accompanying this plan. Fundraising activities and events organized by the RFL teams in advance of the RFL event are not covered by this policy. Teams must seek their own insurance advice. Have you signed the Letter of Agreement? YES/NO 3. THE VENUE 3.1. Site Plan Please attach a detailed site plan to this document. See the checklist (Event Management Guide 3.1) for items that should be included in the plan Potential Hazards List the identified hazards at the selected site, the action taken to minimise the risk and the person responsible. Hazards identified to be addressed in order to Minimise Risk (if you need to add an extra page please do so) Name of person responsible 17

18 3.3. Contingency Plan Please list contingencies for things that can go wrong i.e. rain during scheduled Candle of Hope ceremony, Power failure in venue etc What can go wrong? What is our contingency? What can go wrong? What is our contingency? What can go wrong? What is our contingency? What can go wrong? What is our contingency? 4. TRAFFIC AND PEDESTRIAN MANAGEMENT 4.1. Traffic Management Plan Has a Traffic Management Plan been developed for your event? YES / NO (If yes please add a copy of that plan to this document) Is there car parking for: Emergency Vehicles YES No N/A Committee YES No N/A Survivors YES No N/A Disabled Patrons YES No N/A General Public YES No N/A Overflow YES No N/A Buses YES No N/A Taxis YES No N/A Stewards YES No N/A 4.2. Road Closures Do you require any roads to be closed for your RFL event (please circle): YES / NO If yes, has this been approved by local Gardai? YES 18

19 Please provide name and contact details for Garda responsible on the day for managing road closures: Name Mobile Date of proposed closure: Time Commencement: End: 4.3. Adjoining Properties Have adjoining property occupants been contacted regarding your Relay (please circle)? YES / NO If Yes, when and by whom? If your Relay is likely to impact in any way on these adjoining properties e.g. noise, extra cars, road closures it is highly recommended that you contact the occupants well in advance. 5. PUBLIC HEALTH & SAFETY 5.1. Incident Control Centre Ensure the Incident Control Centre is clearly marked on Site Plan and detail where First Aid will be supplied. Have exit/evacuation points and fire extinguishers been clearly marked on the site plan (please circle)? YES / NO Onsite communication How will communication be conducted on the day of the event with RFL organisers? How will communication be conducted with the attendees? How will communication be conducted in the event of an incident e.g. handheld radios / mobile phones? Do you have an Emergency Evacuation Plan in place? If required, who will request further police and other emergency services assistance? 19

20 5.2 First Aid Have you attached a copy of your emergency plan to this document? Yes / No 5.3 Incident Management Contact Details First Aid Officer in charge (this should be the details of the lead Civil Defense or St Johns Ambulance person who will be on site for your Relay) Name: Mobile First Aid Officer 2 (if they or organising a rota system please provide details of who the contact is at all times) Name: Mobile: Incident Officer (person on committee to whom all incidents should be reported) Name: Mobile: 5.4 Candle of Hope Ceremony Have you carried out a risk assessment for your Candle of Hope Ceremony? Please attach your assessment to this document Yes/No 5.5 Fire Fighting Equipment Will portable fire protection equipment be strategically located throughout the venue for initial attack of the fire by the public and/or safety officers? YES NO Mark their location on the site map. 5.6 Lost and Stolen Property / Lost Children What arrangements have been made for lost or stolen property and lost children? Have you marked the location on the site map (please circle)? YES / NO 20

21 5.7 Incident Reports All incidents are to be recorded on the template provided as appendix 6.0 with this document: This Incident Report must be given to the Event Chair. The Chair must send it to JLT Ireland and copy to the Irish Cancer Society within 24 hours of the incident taking place List of Vendors Food Vendors: Will you or other outside vendors at your event be selling food? YES NO Business/Vendor Name Contact: Phone during event: Type of Food: Copies of food safety certificates provided (please circle)? YES / NO Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of Food: Copies of food safety certificates provided (please circle)? YES / NO Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of Food: Copies of food safety certificates provided (please circle)? YES / NO Copy of vendors insurance provided (please circle)? YES / NO 21

22 Non Food vendors: Will you be using outside vendors at your event? YES NO Business/Vendor Name Contact: Phone during event: Type of vendor: Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of vendor: Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of vendor: Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of vendor: Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of vendor: Copy of vendors insurance provided (please circle)? YES / NO Business/Vendor Name Contact: Phone during event: Type of vendor: Copy of vendors insurance provided (please circle)? YES / NO 22

23 Have you attached copies of all food safety certificates and vendor insurance to this document (please circle)? YES / NO 5.9 Toilets How many toilets will be provided at the event? Male Female Disabled Are these toilets already on site or are they being brought in for the event? Is there a person responsible for the cleaning of toilets during the Relay? YES / NO Contact details during the event: Name: Mobile: 5.10 Waste Management What arrangements have you made arrangement to have extra bins provided for the day? What arrangements have you made for the rubbish to be removed appropriately on the day? 5.11 Noise Have you notified the local residents about your intention to have a 24 Hour RFL (please circle)? YES / NO Have you agreed a time when the music/ entertainment volume will be reduced (please circle)? YES / NO Have you spoken to the local authorities about noise control (please circle)? YES / NO 23

24 5.12 Security & Crowd Control N.B. RFL is an alcohol free event. No alcohol must be sold or consumed during the event. What type of security has been selected for the event? If a security firm has been contracted, provide details: Name of security Company On Site Contact Mobile Number of Security Personnel at Event Garda contact Name Station Mobile Insurance Policy provided and sent to JLT IRELAND Yes/No 5.13 Lighting and Power Is there adequate power for your RFL on site (please circle)? YES / NO If no, how will you be arranging adequate power to be on site? Do you have emergency power & lighting (please circle)? YES NO Describe emergency power and lighting systems. Please Note: It is recommended that an electrician be available for the event: Only electrical contractors enrolled with the Electrical Contractors Safety and Standards Association (ECSSA) or the Register of Electrical Contractors of Ireland (RECI) should be employed. Persons bringing portable electrical appliances onto the site must be able to show that the equipment is correctly maintained and has been subject to routine inspection and testing. 24

25 Name of Electrician:. Contact number during the event: Location of Lighting Control Mark on site plan Location of Mains Power Control Mark on site plan Even though there are times during your Relay when darkness is required, lighting should always be adequate to identify exits as well as corridors, pathways and aisles leading to them. Auxiliary battery power or generators should be installed to provide light in a power outage and to power the public address system Temporary Structures Details of any temporary structures that will be erected for your Relay Stages & Platforms YES / NO Provider details: Name: Contact number: Seating YES / NO Provider details: Name: Contact number: Marquees/Tents YES / NO Provider details: Name: Contact number: Logistics Chairperson: Mobile during your Relay: Have you obtained copies of Insurance Certificates for providers of Temporary Structures and forwarded to JLT Ireland?: Yes/No 6. EVENT PROMOTION 6.1. Signage The following signage should be installed, as per the site plan, at the venue: Phones Parking Entrances 25

26 Incident Control Centre Exits Toilets Lost and Found Water Public Transport pick up/set down First aid posts Security Camping Areas and Facilities No Smoking Other Have you received permission from the local Council to erect directional signs to the event? YES / NO 7.0 Money Counting & Handling Who has overall responsibility for cash handling & counting during your Relay? Contact details during the event: Name: Mobile: Where will the money be counted? Who will count it (provide list of names)? Name Mobile Number Where will it be stored before banking? Have you secured access to a night safe? Yes / No Has key been arranged? Yes / No Who is responsible? Contact no: Will there be a security collection on the day? Yes / No Times: 26

27 10. USEFUL CONTACT NUMBERS Please make a complete list of all the numbers you may need during the course of your RFL. The list below serves as a guide but you will probably have lots more to add. NAME Role Mobile RFL Event Chair Logistics Chair Team Recruitment Chair Candle of Hope Chair Ceremonies Chair Entertainment Chair Event Manager Garda on duty First Aid Officer 1 First Aid Officer 2 Incident Officer Security Contact ICS Staff Partner Finance Chair Electrician PA Hire Company Cleaning Firm 27

28 2.0 Candle of Hope Chair Checklist This is sample checklist you can use to make sure you ve thought of everything for your Candle of Hope ceremony. You can use this document or create your own, the important thing is to think about and plan every aspect of the ceremony. The days before your Relay: o Have you collected all the COH bags and/or Registration forms from committee and team members? o Have you got a system planned for numbering/ writing on the bags? o Have you got a system in place for laying out the bags and lighting the candles? o Have you ordered enough sand and arranged for its delivery? o Do you have more than enough candles? o Do you have enough lighters to light the candles (NB You need gas lighters matches or cigarette lighters are not effective) o Have you recruited enough people to help with: Selling the bags at Relay, filling and writing on bags, putting out the bags and lighting them and clearing up the bags post ceremony? o Have you met with the Entertainment Chair and the MC to discuss the ceremony? o Have you created a timetable for Candle of Hope and shared it with the committee? o Have you chosen the music to be played before, during and after the ceremony? o Have you chosen any poems / stories to be read? o Have you cleared the Candle of Hope ceremony with the venue owners and/or local fire brigade? o Have you a plan in place in the event of bags catching fire? 28

29 o Have you a designated Candle of Hope sales area at your Relay and is it marked on the site plan? o Have you a designated storage and staging area for the candles where they can be filled and organised? o Do you have signage to direct people to the Candle of Hope sales area? o Do you know how to switch off or reduce the lighting for the ceremony? o Have you tested it? The morning of your Relay: Have you packed the car with everything you need? o Filled out forms and/ or candle bags? o Candles? o Bags for Sale? o Candle of Hope signage? o Markers for writing on bags? o Lighters? o A Money box and float? o List of volunteers with contact details and job for the day? o Table and chairs for the candle of hope sales area? o Mobile phone and charger? o Any CD s you need played during the ceremony (don t rely on the dj)? o Running order and plan for the ceremony? o Money to buy lunch and refreshments during the day? o Torches to see when the lights are down? Before the Candle of Hope: o Make sure everybody is aware of the Candle of Hope schedule o Meet with Entertainment Chair and MC early in the day to fine tune any details 29

30 o Ensure MC is updating teams and public on the sale and scheduling of Candle of Hope o Meet with all your volunteers to make sure they understand their role and how the ceremony will run o Walk through the ceremony early in the day with the volunteers so they know where the candles should be placed, how far apart they should be, what order are they being laid out in etc o Remember there will be a last minute rush on Candle of Hope sales. How will you ensure these get to the track? o Ensure lead in music to Candle of Hope begins on time, you need the 30 minutes or so to bring down the mood slowly so if you entertainment is running late then let the Candle of Hope run late do not cut your lead in time. o Slowly reduce lighting prior to ceremony, ensure there is enough lighting to see where you re walking, to read out poems etc o Have stewards in place in the car park as there will be a big increase in the number of visitors for the Candle of Hope ceremony During Candle of Hope: o Your ceremony should not last longer than minutes o Begin the ceremony slowly with a poem or the Empty Table to give people a chance to hush o Maybe use Hush Angels. Small children with Quiet Please signs walking amongst the crowd o If you have a survivor or caregiver speaking this may be an emotional time for them be prepared to put an arm around them or to take over reading their story if they get too upset. (Discuss this with them in advance) o Allow 2 or 3 minutes of silence during the ceremony for reflection o Play a simple piece of music or have a soloist sing something poignant while people walk in silence. There are lots of suggestions on or speak to your staff partner o Slowly bring the mood of the music up over 5 or 6 songs o Thank everybody for their participation in the ceremony o Communicate when or if people can collect their bags if they wish before they are discarded o Ensure there are stewards at the track and in the car park to help people as they leave the Relay 30

31 After Candle of Hope: o If you want to keep the candles lit through the night organise a rota for people to check on them and replace candles as they burn out o Organise a crew to remove the candles from the track and store them so people can remove their bags if they wish o Plan how you will discard bags o The sand in the bags is very heavy so organise a trailer or skip into which it can be emptied o Organise whether bags will be dumped, shredded or even burned. This is a discussion to have with your committee prior to the Relay and must be done sensitively o Make sure to thank the Entertainment Chair, MC and all your volunteers for helping make the Candle of Hope a memorable occasion 31

32 3.0 Survivor Chair Checklist This is sample checklist you can use to make sure you ve thought of everything for your Survivor Activities during your Relay. You can use this document or create your own, the important thing is to think about and plan every aspect of the ceremony. The days before your Relay: o Have you collected all Survivor Registration forms (if you re using them) from committee and team members? o Have you worked with the PR team to make sure as many people as possible know when and where the Survivors lap is taking place o Have you got a system planned for registering Survivors? o Have you planned for those Survivors that may have mobility challenges? o Have you ordered enough Survivor T-shirts for the number of survivors you anticipate? o Have you got a running order for all Survivor activities to share with all committee, MC and Survivors on the day? o Have you met with the Entertainment Chair and the event MC to discuss the Survivor activities? o Have you chosen and prepared a Survivor to share their story before the Survivors lap? o Have you chosen the music to be played before, during and after the Survivors lap? o Do you have signage to direct people to the Survivors registration area? o Have you plans for a Survivor meal after the lap? o Have you other Survivor activities planned for Survivors that want to stick around and get involved with your RFL? 32

33 The morning of your Relay: o Have you packed the car with everything you need: o Filled out forms? o T-shirts? o Survivors signage? o List of volunteers with contact details and job for the day? o Table and chairs for the Survivors registration area? o Mobile phone and charger? o Any CD s you need played during the lap (don t rely on the dj)? o Money to buy lunch and refreshments during the day? Before the Survivors Lap: o Make sure everybody is aware of the Survivor schedule o Meet with Entertainment Chair and MC early in the day to fine tune any details o Ensure MC is updating teams and public on the schedule for the Survivors Lap and activities o Meet with all your volunteers to make sure they understand their role o Have stewards in place to assist any Survivors that need help to complete their lap. o Have seats around the track for Survivors who may need to take a break during the lap During Survivors Lap: o Your opening ceremony should not last longer than minutes o Ask a Survivor to share their story and lead the Survivors lap be prepared to put an arm around them or to take over reading their story if they get too upset. (Discuss this with them in advance) o Encourage all other participants and visitors to line the track to cheer on the Survivors 33

34 After Survivors lap: o Ensure there are stewards at the track and in the car park to help people find the Survivors meal or as they leave the Relay after the survivors lap o Ensure the team preparing the Survivors meal are ready to great and serve the Survivors o Organise entertainment in the Survivors area o Thank all the Survivors and let them know what other activities they can take part in if they wish o Make sure to thank the Entertainment Chair, MC and all your volunteers for helping make the Survivors lap and activities a memorable occasion 34

35 4.0 Opening & Closing Ceremonies Checklist This checklist will help you plan and prepare for your opening and closing ceremonies. It is not exhaustive so please remember to add your own personal touches to ensure your RFL reflects your community and personality. Before you leave home checklist o Do you have your minute by minute schedule for all ceremonies? o Do you have copies of any speeches / poems / stories that are going to be read? o Have you checked in with Event Chair / Entertainment Chair / MC / Survivor Chair / Team Recruitment Chair to make sure all details of the ceremonies are known and have been communicated? Opening Ceremony o Have you created a minute by minute schedule for the opening ceremony? o Have you ensured the focus is on celebration and hope? o Have you asked a Survivor to speak? o Have you rehearsed their speech with them? o Have you set a limit of 30 minutes for the opening ceremony including the survivors / caregivers and team laps? o Have you chosen, with the Entertainment Chair, suitable upbeat and inspiring music to get your Relay started o Have you prepared a short introduction speech for the chair person to let people know what they can expect for the next 24 hours? o Have you included a welcome to visitors, families and friends of participants? o Have you remembered to include a Thank You for the participants for everything they have done for Relay so far? 35

36 Survivors Lap o Have you worked with the Survivor Chair to plan the registration of survivors and the opening survivors lap? o Does everybody on the committee know where survivors should gather prior to the lap? o Have you worked with the Entertainment Chair and the MC to ensure there are plenty of announcements for survivors in advance of the lap so nobody misses out? o Have you chosen suitable, inspirational and upbeat music for your survivors lap? (remember it might take more than one song for the survivors to complete their lap so have a few songs lined up) o Do all teams know they are expected to line the track to cheer and celebrate the Survivors? o After the lap have you worked with the Survivor Chair to communicate with survivors where they go for further activities? o Is all the above information on your schedule? Caregivers Lap o Have you worked with the Survivor Chair to plan the registration of caregivers and the survivors lap? o Does everybody on the committee know where caregivers should gather should gather prior to the lap? o Have you worked with the Entertainment Chair and the MC to ensure there are plenty of announcements for caregivers in advance of the lap so nobody misses out? o Have you chosen suitable, inspirational and upbeat music for your caregivers lap (maybe songs of thanks)? (remember it might take more than one song for the caregivers to complete their lap so have a few songs lined up) o Do all teams know they are expected to line the track to cheer the caregivers? o Is all the above information on your schedule? Team Parade o Have you worked with the Entertainment Chair and the MC to ensure there are plenty of announcements for teams in advance of the parade so nobody misses out and they are ready? 36

37 o Have you worked with the Team Recruitment Chair to ensure teams know about the parade and have any banners/ props etc ready? o Have you selected suitable music for the parade that people can sing along to and help get the Relay party started? Closing Ceremony o Have you worked with each committee member to ensure all relevant people are thanked during the closing ceremony? o Have you created a detailed running order for the entire closing? o If you are presenting awards to teams have you got all the necessary prizes, certificates etc organised? o Have you prepared with your Mission Chair a Fight Back message for people to take with them for the next 12 months? o Are you going to announce your fundraising total? Number of Candle of Hopes sold? Number of Survivors celebrated? o Have you got the date and location of next years Relay to announce? o Has your committee decided on the Event Chair for next year so they can be announced? o Don t forget to thank all the teams for their incredible work and enthusiasm throughout the lead in to Relay and the 24 hours of the event. o Have you got information on clean up and packing down the site? o Have you planned your final lap with all teams, survivors, caregivers and visitors on the track to celebrate their achievements and look forward to next year? 37

38 6.0 INCIDENT REPORT FORM PLEASE FILL OUT FORM AND RETURN IT TO THE EVENT CHAIR PERSON Name of injured party First Name: Address: Surname: Telephone: Supporter type: Committee Member / Team Member/ Survivor / Caregiver / Visitor to Relay Event name: Event location. DETAILS OF ACCIDENT / INJURY / INCIDENT Date of incident: Time of incident: am / pm Exact location of incident Activity in which supporter was involved (please provide details): Nature of the accident/injury/incident THEFT DAMAGE PERSONAL INJURY OTHER: How accident/injury/incident occurred: (attach any additional information) Please detail the nature of the injury. Please include photographs of the injury and the locus of the incident (where the incident took place) if possible: First aid attendant: Name: Comments: Tel: Any further action taken? i.e. Garda, Ambulance etc. Witness contact details (if any): 1. Name: Tel: Report Completed by: Name: Phone Number: 2. Name: Tel: Date: 38

39 7.0 Entertainment Chair checklist This checklist will help you plan and prepare for RFL Entertainment and Activities. The role of entertainment is to engage, inspire and entertain everybody who attends a RFL event at anytime during the 24 hours. This check list is not exhaustive but should serve as a good basis for you as you plan. Well before your Relay o Have you built a strong committee and group of volunteers to help you with entertainment? o Have you worked with the Logistics Chair to make sure you have all the materials / facilities necessary for all your entertainment for the 24 hours? (think PA & Lighting for bands, stage for local dance troupes, screen for movies etc) o Have you worked with the Team Recruitment Chair to ensure teams are participating fully in all entertainment and activities and that they know what they need to bring (hula hoops, silly shorts, song for Relay Idol etc)? o Have you invited every band / dance troupe / martial arts club etc in your community to take part in RFL? Remember local groups will bring parents and families to your RFL and help you reach more people. o Have you spoken to every act performing to find out what they need in order to perform at your RFL? o Have you ensured the entertainment and activities are suitable for all ages and interests so that everybody in attendance will be entertained during your Relay? o Have you scheduled suitable entertainment for different times of the RFL i.e. a Zumba session first thing in the morning, a sing a long movie late at night etc)? The days before your Relay o Have you created a minute by minute schedule for all entertainment and activity due to take place during the 24 hours of RFL and shared this with the committee and your team? 39

40 o Have you shared this with the committee and delegated responsibility to relevant people for each individual activity? o Have you contacted every band/group due to perform to confirm their attendance and the details of their performance? o Have you created a contact list with the name and mobile number of everybody due to perform at your Relay and shared this list with all your committee and volunteers? o Have you had an Entertainment team meeting to make sure everybody knows their roles and responsibilities? o Have you met with the Logistics Chair and MC and ensured they have a copy of the entertainment schedule and understand what is involved with each activity? o Have you met with the Mission Chair to ensure there are strong Mission activities and announcements occurring right throughout your Relay? o Have you met with the Team Recruitment Chair to plan an awards scheme for team who participate best in Relay? Before you get into the car to go to Relay o Have you got the names and numbers for all performers and your volunteers? o Do you have a number of copies of your detailed schedule of activities? o Do you have your mobile phone and charger? During your Relay o Try to keep to your schedule and don t leave acts waiting but be flexible and willing to swap team activities around if necessary. o Have some quick, very simple team activities that you can do if there is an unexpected gap in the programme. o Communicate through the MC what activities are coming up, if there are any delays, what teams need to get ready. o Teams like their own activities promoted and announced so make sure you have a system in place for them to request announcements. o Be willing to add in a guest performer or speaker if you think it will add to your event. Maybe a local well known singer will just turn up and ask can they help! o Stay calm and delegate, don t try and do everything yourself 40