Not Protectively Marked Yes No. Territorial Policing: Planned Community Event Title

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1 Freedom of Information Act Publication Scheme Protective Marking Publication Scheme Y/N Not Protectively Marked Yes No Territorial Policing: Planned Community Event Title Standard Operating Procedure (SOP) Version Version 1 Summary This SOP outlines the procedures to follow for police officers and staff when planning and organising a Planned Community Event Branch / OCU TP Safer Neighbourhood Strategic Committee Author Territorial Policing HQ Neighbourhood Policing Date created November 2011 Review date November 2015

2 Planned Community Events (PCE) Standard Operating Procedure (SOP) 1. Introduction This SOP supports the TP Planned Community Event Policy. This document supersedes: Youth & Community Safety policy dated 28 April 2004 Police notices: Item 2, notices 17/2004 which has been cancelled. 2. Application This policy applies with immediate effect. All police officers and police staff, including the extended police family and those working voluntarily or under contract to the MPA must be aware of, and are required to comply with, all relevant MPS policy and associated procedures. This policy applies to all MPS police officers and staff who are involved in the planning of community events and in particular to the following who have specific responsibilities: B/OCU Commanders B/OCU nominated SMT lead for Health and Safety Borough Liaison Officers Head of TP Safer Neighbourhoods Unit Safety & Health Risk Management Team (SHRMT) Insurance Management Team (IMT) Event Organisers N.B. This list is not intended to be exhaustive. These procedures will apply to the planning and organising of a Planned Community Event. A Planned Community Event is an event whether organised exclusively by the MPS or participation by the MPS in a wider event organised by other parties or agencies in which members of the community, general public, partners or volunteers are involved, by participating in the event, or any of its activities, or visiting the event. These may include but are not limited to:

3 Police station (police premises) open days. Police and staff recruitment and career events PCEs that include demonstrations of public order, dogs, vehicles, other vessels and firearms. PCEs that include any physical activity or sporting competitions and any recreational indoor and outdoor pursuits and activity. Summer youth crime diversion schemes Pre-planned meeting (SN meetings or similar on non MPS premises) Junior Citizen Schemes Commendation Ceremonies The following may not fall within the definition of a Planned Community Event. However, each case must be dealt with on its own merit before deciding whether to exclude it from these procedures: Activities related to operational policing Visit by a member of public or visiting dignitaries to a police station (an organised school visit would be a PCE) An ad hoc meeting held for the purpose of operational policing. (Any preplanned meeting would be a Planned Community Event) If you are uncertain as to whether the event is a PCE and subject to this SOP, you must consult with the Insurance Management Team (e mail: DoR Mailbox - Insurance Management Team) and your nominated B/OCU Health and Safety Advisor for advice. Further telephone contact details for the insurance management team can be found on their intranet site: Where the police are involved with a partner organisation, the police will have a duty of care to ensure that proper consideration and provision has been made for the health and safety of those involved. The lead agency, which must be identified and agreed at the outset, is ultimately responsible for the risk assessment and health and safety matters. A responsible named individual in the other organisation must be identified and details formally recorded in documentation relating to the PCE, e.g. minutes of meetings, event plans or risk assessment forms. Even where the other organisation is the lead agency and are responsible for the risk assessment, the police have a duty to check and satisfy themselves that these arrangements are both suitable and sufficient. 3. Planning and Organising a Planned Community Event Quick Guide Responsibility of MPS Officer/Staff arranging an event/activity: At least five (5) weeks (longer for larger events) before the event/activity, identify who is the Lead Agency.

4 Inform SMT, make an entry in BOCU s Diary of Events and carry out site visits. Complete Forms 9353, 6450 and RA3 and if relevant, 6119A (X) (including management action) and Form 6451 and, consult with Insurance Management Team (IMT), Safety & Health Risk Management Team and relevant Portfolio Leads for advice. At least two (2) weeks before the event/activity Forms 9353, 6450 and RA3 should be ed to the IMT ( DoR mailbox - Insurance Management Team) along with the name of the authorising officer (who should be a Chief Inspector or above) for insurance approval. If any amendments/adjustments need to be made to the paperwork the IMT will consult with the relevant person. Provided all requirements are met, the IMT will confirm insurance cover copying in the authorising officer who then signs off a hard copy of the Form This cover only becomes effective when the authorising officer confirms with the IMT via return that the event/activity has been approved or not. If approval is not given, the event must not go ahead. Update Diary of Events. Post Event Debrief (within the first week after the event/activity): What went well / Areas for improvement Report any injuries etc via METAIR or Form 370 Submit to Safety & Health Risk Management Team (SHRMT) File and retain documents locally for six years. 4. Index to Contents - Planning and Organising a Planned Community Event: 1. Pre-Planning the event 2. Organising the event 3. Final preparations 4. Post event 4.1 Stage 1 - Pre-planning Detailed pre-planning is essential to ensure the event is successful. The following need to be considered at this stage: Where Check the venue holds the required minimum amount of Public Liability Insurance (see Form 9353). Carry out a site visit to ensure the chosen venue is adequate for the proposed event. Do not forget to consider the impact on the local community, how easy it will be for people to get to the

5 venue and any car parking requirements. Consider the suitability of the venue and any existing hazards that may be on the site, such as water hazards, overhead power lines, etc. Consider whether or not emergency routes will be adequate. When Consider the time of year, including the consequences of extreme weather conditions at an outside event. The day of the week and time will also need consideration regarding the nature of the event, noise and ease of travel, etc. Lighting may need to be arranged for an evening function. Who Identify the aims of the event. Are particular groups or types of people to be targeted, such as young children, teenagers, the elderly or the disabled? If so, specific facilities may be required to accommodate them or additional stewards to ensure adequate safety standards are maintained. What Decide on the type of activities to be held. Will there be any specific hazards. If possible also try to establish the size of the proposed event. Specialist equipment Will the activities require the use of any specialist equipment? If so, does this equipment pose any specific hazards? Will a particular activity need barriers, etc? Some equipment may require test certificates and erection by a competent person. Consultation should take place with Property Services Department (PSD). Codes of practice The HSE Guide to Safety at Events is a very useful reference document. Welfare arrangements The organiser must estimate the number of attendees to the event and consider its duration. Toilet and first aid requirements should be based on these estimations. Permanent toilets should be checked for adequacy and maintained during the event. The provision of drinking water will be necessary. Depending upon the scale of the event, refreshments and other facilities may be required. Provision also needs to be made for lost children, missing persons, baby changing and lost property, etc. Special permission A public entertainment licence may be needed if the event consists of music, dancing, singing or similar or, if it includes a display or exhibition of

6 boxing, wrestling, judo, karate or similar sport. The procedure for licensing varies between each council. Therefore the local licensing officer should be contacted. Consultation should be made with (PSD) before signing any licence agreements and the IMT for insurance/indemnity related queries. Time scale Set out the proposed time scale and give yourself as much time as possible to organise the event. Obtaining licenses and special permission on certain events can take time. Event plan This should include all health and safety arrangements. This will help when carrying out risk assessments. 4.2 Stage 2 - Organising the event Once the fundamental objectives behind the activities have been decided, you can then start to organise the event in detail. Remember to keep a written record of actions and steps taken and keep the event plan up to date. Authorisation The authorising officer cannot authorise the event to take place without first confirming that insurance is in place and that a suitable and sufficient risk assessment has been carried out. All PCEs must have: an activity based risk assessment (consult with SHRMT to ensure the risk assessment is suitable and sufficient for the purpose) and, appropriate insurance cover in place by the submission of the relevant forms to IMT. If authority is not granted by the authorising officer or the IMT has concerns about insurance cover for the planned event/activity in question, further consultation may take place to resolve any issues. Consultation can be by , telephone or by the intranet (where generic risk assessments can be found). A signed paper copy of all forms must be filed and stored on the B/OCU for a minimum of 6 years.

7 Insurance Forms 6450, 9353 and Form RA3 (found on the Forms page of the intranet) must be submitted to the IMT (DoR Mailbox Insurance Management Team) along with the name of the authorising officer who will be signing off the paperwork. If everything is in order, the IMT will confirmation of insurance cover by copying in the authorising officer who will be required to confirm authorisation by return for the cover to become effective. The authorising officer cannot authorise the event to take place without checking that a sufficient risk assessment has been carried out, and without confirmation of insurance cover. If authority is not granted by the authorising officer or IMT/SHRMT has concerns about insurance cover/health & Safety Issues for the particular event/activity in question, then it may be possible to deal with any problems by reconsulting and re-submitting the application. Consultation can be by e- mail, telephone or by the intranet (where generic risk assessments can be found). N.B.: Whilst all three Forms (9353, 6450, and RA3) are submitted to the IMT for insurance approval, the IMT only uses the RA3 for cross-reference purposes with the other Forms. By signing off the insurance, the IMT are not approving the risk assessment(s) - this can only be done either at a local level or by SHRMT. A signed hard copy of all forms must be filed and stored on the B/OCU for a minimum of 6 years. Conducting Risk Assessments All pre-planned events will require a safety and health risk assessment. Where possible this should be based on existing corporate or local assessments. The risk assessment should be written in line with the corporate guidance by someone who is competent in risk assessment and understands the task to be assessed. It should be noted that this should allow the flexibility of a trained risk assessor, competent in risk assessment, to be a co-author of an RA3 with someone who "understands" the task/event being assessed. These risk assessments should be authorised by the senior management lead in charge of the event. Guidance in completion of risk assessment for these types of activities is available from SHRMT. Equality Impact Assessments An Equality Impact Assessment (EIA) Form 6119A(X) must be completed for all PCEs.

8 An EIA is a structured and transparent information gathering and decision making process, which measures the adverse and positive impact of proposals on communities or individuals, internally or externally. It seeks to establish whether the organisation treats, or will potentially treat, anyone differently either adversely or positively and identify action that can be taken to counter this. An EIA also seeks to meet the positive promotion aspects of equality legislation: Threat Assessments All deployments of officers and staff at a PCE must be subject to a terrorist threat assessment (by reference to the Operation Rainbow intranet site or by consulting with area SO15 liaison offices by telephone) and documented on the RA3 for the activity/event. Staff Vetting In any PCE where the activity is solely or predominantly centred on young persons, consideration needs to be given for persons with unsupervised access to young people to be suitably vetted. Non-MPS activity providers should have current Criminal Record Bureau certificate (CRB) and those within the MPS should have the relevant DPS vetting to work with young people (Youth Supervision Vetting). Those who have not been vetted cannot have unsupervised access to young people. For more information, refer to the Safeguarding Children Standard Operating Procedures. Staffing the event In the case of where the PCE has elements of physical activity or sporting competition the level of qualification and competency for staff and specialist services will need to be considered, e.g. rock climbing, canoeing, swimming, etc. Where the physical activity is solely or predominantly centred on youth activities, additional requirements need to be considered, such as health and permission declaration forms and photo consent forms. The relevance of the qualification and experience should reflect that in the guidelines issued by the Adventure Activity Licensing Authority (AALA) and any relevant government departments e.g. the Department for Children, Schools and Families (DCSF), the Department of Innovation Universities and Skills (DIUS), the Department of Culture, Media and Sport (DCMS) and the Home Office (HO). The more hazardous the activity, the more competent staff should be available. Staff must not participate in sports and games with or against young people, including non-contact sports. Where staff are taking part in activities there must be sufficient staff available who are not taking part, to supervise and deal with any emergencies that arise. Consideration

9 must be given to a contingency to replace any staff that have to leave, e.g. to take injured participants home or accompany them to hospital. In accordance with the Disability Discrimination Act (2005), consideration must be given to any persons who have disabilities or specific requirements so any reasonable adjustments can be made to enable their involvement in the event/activity. Police Officers deployed at PCEs should have current ELS training. Officers whose ELS training is not current must have a risk assessment covering their involvement in the event. Staff Duty Time For insurance purposes, Police officers and other paid MPS employees are considered to be on duty when performing this supervisory role (whether or not they are receiving payment for the full time they are engaged in the activity). Consent for Youth Participation Consent must be obtained from the participant, and if they are under 18, from their parent, guardian or carer. The consent must be informed consent, i.e. they must be fully aware what they are consenting to. In order that this can be achieved, they should be able to have access to any completed relevant activity based risk assessments for the event and details of control measures and a reasonable offer for access to inspect it should be made. During the event there should be no change in the way activities are delivered or new activities unless they have been covered in the risk assessment. Form Health and Permission Form The consent Form 6451 must contain details of pre-existing medical conditions, medication and special needs. These details must be carefully considered before allowing the person to take part, as they are potentially more vulnerable. Wherever practicable, the needs of individuals should be addressed, e.g. the activity should be adjusted to ensure the safe participation of persons with particular needs. If an individual is excluded from taking part on medical grounds, the decision and reasons must be documented on Form Documents relating to medical conditions must be marked confidential and kept with Form They must be stored on B/OCU. Pre-existing Medical Conditions or Disability When a pre-existing medical condition or disability is notified to the person planning the event or activity the following action must be taken to decide

10 whether the person concerned is able to take part. Parents/guardians must be consulted. If the condition is relatively minor and participation is agreed, then suitable control measures can be put in place and must be documented on the risk assessment and the participant and person running the event or activity must be made aware of any additional control measures. If it is a more serious condition then it is essential to obtain medical advice/confirmation that the person is fit or well enough to take part. A letter should be addressed to the person s doctor, outlining what the extent of the activity is, asking for confirmation that they consider the person able to take part. The MPS will not be responsible for any fee incurred. The risk assessment must show what control measures are to be taken to minimise the risk to any person who has declared a medical condition. Advice can also be sought from S&HRMT and/or the Chief Medical officer (CMO) in such cases Consent for use of Photographs/Filming When obtaining consent for photographs to be taken or filming, consider how the photographs/film will potentially be used. Adjust the consent form to reflect these uses and set parameters for their use. Availability & Location of Consent Forms Contact and medical details must be immediately available in the event of an emergency. A copy of the forms must be kept with the leader of the activity/event and with a named contact person who is not on the activity/event, e.g. someone in a supervisory capacity at the B/OCU (e.g. Borough Partnership Officer/nominated SMT lead) or the authorising officer. These will contain confidential information and while there must be a degree of security around them there must also be ease of access in case of emergency. For overnight stay activities or expeditions, suitable contact and welfare check procedures must be put in place by the team leader. Liaison Decide what additional information is required regarding specific activities and make contact with the council and/or the relevant organizations for advice. Other emergency services may need to be contacted. Transport Arrangements Consideration must be given to the quality of the transport used for conveying people to and from PCEs. Vehicles fitted with seatbelts must be used and if applicable, booster seats for children and special requirement needs for anyone with a disability. Reputable companies that are recommended by Transport Services (Driver and Service Manager on 66353) should be used.

11 Drivers must be qualified / licensed for the type of vehicle and the use to which it is being put. When mini-buses are used, the driver must also have the relevant qualification, (e.g. MIDAS certificate when using Local Authority vehicles). If necessary, reference can be made to the current MPS Police Driver and Vehicle Policy and associated SOPs or the designated Driver Assessor on the B/OCU. Consultation must take place with Insurance Management Team regarding vehicle insurance. Accommodation To ensure suitability for the activity or event a visit to the proposed venue as part of the risk assessment process is essential. Where a venue has been used previously there will be existing risk assessments, feedback and debriefing information. Obtain a copy of the site s own risk assessment and emergency procedures. Premises used for public events will have a maximum capacity for occupancy and hold a fire (safety certificate) as fire is the greatest risk in any accommodation. The access to the premises, location and availability of toilet and wash facilities must be considered in relation to the number, age and mobility of the attendees. Site plan for out door events Draw out a site plan identifying the position of the designated entrance and exit points, fire exits, vehicle access and emergency evacuation paths. Emergency plan A formal plan should be established to deal with any emergency situations that may arise during the event. The complexity of this will depend upon the size and nature of the event itself. A simple, easy to follow plan will be acceptable for a small event. It may be necessary to liaise with the emergency services, local hospitals and the council s emergency planning officer and create a planning team to consider all potential major incidents and how they would be dealing with them. Emergency Situations In the event that a person is ill or injured whilst attending any PCE, Police Officers and members of police staff will provide the appropriate initial response to the incident. Priority will be given to preserving life, maintaining a safe environment for everyone present and providing first aid and reassurance for all involved in the incident. Consideration must be given to securing witness details and preserving a scene especially where equipment failure is suspected or serious injury sustained.

12 In cases of serious injury or where equipment failure is suspected an HSE investigation may be required. The local duty officer must be informed immediately and the senior officer present should consider declaring a critical incident and securing such additional resources as are required. Once the incident has been assessed as relatively minor in nature and equipment failure is not suspected, the senior officer at the event will inform the local duty officer as soon as reasonably practicable in order to: Seek guidance and instruction in dealing with the on-going situation; Consider whether a formal investigation should commence; and Ensure next of kin are informed; If appropriate, instigate the on-call process for the SHRMT. The normal manner of informing next of kin will be through the Duty Officer/IBO. This allows for a calm and thought out approach to passing on the information by someone not directly involved in the incident. Temporary structures Some events will require temporary structures such as staging, tents, marquees, stalls, etc. Decide where this equipment is to be obtained, who will erect it and what safety checks will be required. The location of any such structures should be identified on the site plan. Consider whether barriers will be required to protect the public against specific hazards such as barbecues, vehicles and any other dangerous displays, etc. In some cases, barriers will need to have specified safety loadings dependent upon the number of people likely to attend. Temporary structures should only be obtained from experienced suppliers - Consider consulting with Property Services Department (PSD). Catering Ensure caterers are licensed (issued by their local authority) and that they have and display their food hygiene certification. Caterers should also hold a minimum 5 million Public Liability Insurance. The location of caterers needs to be considered, together with water supplies, waste disposal, etc. Adequate space should be left between catering facilities to prevent any risk of fire spread. Consideration should be given to the special dietary needs of individuals. Additional information on mobile caterers can be obtained from the Mobile Outside Caterers Association. Crowd control

13 The type of event and the numbers attending will determine the measures needed. Consideration will need to be given to the number and positioning of barriers and the provision of a public address system. Stewards Police officers undertaking their normal role of policing should not be used as stewards at an event, consider using MPS Cadets to assist in this role. Stewards are required at larger events to assist with crowds and traffic management, etc. Numbers attending The maximum number of people the event can safely hold must be established. This may be reduced depending upon the activities being planned. The numbers of people attending the event may have to be counted to prevent overcrowding. Remember that one particular attraction at and event may draw larger numbers of visitors than others. People with disabilities Specific arrangements should be made to ensure disabled visitors have adequate facilities, parking, toilets and specific viewing areas and can safely move around the event. Security Depending upon the nature of the event, specific security arrangements may be necessary, including arrangements for securing property overnight. On-site traffic Contractors and/or performers vehicles and other traffic should be carefully managed to ensure segregation from pedestrians. It may be necessary to only permit vehicular access at specific times and not during the event itself. Separate entrances should be provided for vehicles and pedestrians with specific arrangements for emergency vehicle access. Car parking facilities will be required at most events and these will have to be stewarded. Consider where such facilities should be situated. Off-site traffic Unplanned and uncontrolled access and egress to a site can result in a serious accident. Traffic control both inside and outside the site should be discussed during the planning. Adequate signs and directions should be provided in prominent positions on the approaches to the entrances. If road closures, signs on the highway, traffic diversions and/or the

14 placement of cones are required then an application must be made for a traffic regulation order and/or approval from the highway authority. Transportation The local rail and bus companies should be advised of larger events to establish if existing services will be adequate and also to determine if road closures or diversions are intended. Contractors All contractors should be vetted to ensure they are competent to undertake the tasks required of them. Wherever possible personal references should be obtained and followed up. Ask contractors for a copy of their safety policy and risk assessments, and satisfy yourself that they will perform the task safely. Always ask to see their public liability insurance certificate, providing a limit of indemnity of a minimum of 5million, and cover the activity they are undertaking. Provide contractors with a copy of the event plan and arrange liaison meetings to ensure they will work within your specified parameters. Performers All performers must have their own insurance (minimum 5m Public Liability) and risk assessments and the same considerations will apply as for contractors. Facilities and utilities Where electricity, gas or water are to be used, detailed arrangements must be made to ensure the facilities are safe. It should be established at an early stage who will be responsible for providing and setting up such facilities. Consider consulting with PSD in all cases as there will be different safety considerations for outdoor and indoor events. Contingency plans Consider the implications on the event of extreme weather conditions. Will the event be cancelled? Could specialist matting be hired in at short notice? Or could the event be moved to an alternative inside venue? This will involve a lot of planning and may be too complex for anything other than the smallest of events. There could also be other scenarios, which should be planned for, such as dealing with a disappointed crowd if the main attraction has not turned up. Clearing up Arrangements may be required for waste disposal and rubbish clearance both during and after the event. Individuals should be designated specific responsibilities for emptying rubbish bins and clearing the site. At some

15 events there could be specific hazardous waste that may need to be disposed of safely. Further advice and guidance on the safe disposal of hazardous waste can be found in the Storage and Treatment of Waste and Recycling Standard Operating Procedures. Electrical supplies and distribution Arrangements may be required for the generation and distribution of electricity. A competent person must provide installation and certification is required prior to use. Consider consulting with PSD. Reporting of near misses and injuries In the event that an accident or near miss occurs, it is important that the correct action is taken to record these incidents so that future similar incidents can be prevented. Recording details of incidents provides valuable information when assessing the risks and hazards of a future planned event or activity. If an injury occurs, other than a minor scratch or bruise which may be acceptable and commonplace with physical activity, the incident must be reported to a supervising officer, who then completes the relevant details on METAIR. In the case of a near miss, Form 370 must be completed. Depending on the severity of the incident consideration must be given to instigating the SHRMT on-call procedure. It should be noted that injuries to non-mps staff, as a result of MPS activities, would also be recorded on METAIR. 4.3 Stage 3 - Final preparations Just prior to the event a detailed safety check will have to be carried out. This should include the following: Routes Ensure clear access and exit routes and adequate circulation within the site. Pay particular attention to emergency routes. Inspections A walk-through inspection of the site should be carried out immediately prior to, and during the event to identify any potential hazards and to check that communications are working. You may want to carry out more than one inspection during the event. All defects should be noted and also the remedial action taken. These checklists should be retained for future reference.

16 Siting Make sure that all facilities and attractions are correctly sited as per your site plan. Be certain that the first aid facilities and fire extinguishers are in place. Check waste bins are in their correct locations. Signage Ensure adequate signage is displayed where necessary. This should include emergency exits, first aid points, information points, lost children points and other welfare facilities such as toilets and drinking water. Vehicles If applicable to the event, check that all contractors, performers and exhibitors vehicles have been removed from the site or parked in the designated area before the public are permitted to enter. Structures Ensure all staging, seating, marquees, and lighting structures have been erected safely and that certification has been obtained from the relevant contractors as a record of this. For structures like rides, stalls and attractions pre-use inspections and declaration of safety documents must be vetted and copies must be obtained from the person providing that particular service. Barriers Check that all barriers and other protection against hazards are securely in place and there is no risk of falling from staging or other facilities. Stewards Make sure that all staff have arrived and are in their correct location. Ensure all stewards are wearing the correct clothing for easy identification. Lighting Check all lighting is working, including any emergency lighting. Public information Make sure the public address system is working and can be heard in all areas. Briefing Check that all stewards and staff have been fully briefed and understand their responsibilities. 4.4 Stage 4 - After the event Site condition

17 After the event another inspection should be carried out to make sure nothing has been left on the site that could be hazardous to future users. This inspection should also identify any damage that may have been caused during the event. If any structures are left overnight it must be ensured that they are left in a safe condition and are safe from vandalism, etc. If numerous structures are left, specific security arrangements may be required. Debrief after event or activity. Once the event or activity has been concluded, a debrief must take place to discuss, record and identify good practice or areas for improvement to support organisational learning for future events or similar activities. This debrief must ensure that all near misses and injuries have been recorded correctly and any action still required is taken. When there has been an injury or a near miss, an investigation of the incident should be completed by a supervising officer from the B/OCU. Good practice can then be identified and shared with others in the organisation, including TP Neighbourhood Policing Unit, SHRMT and the Insurance Management Team. Claims Should any person declare an intention to make a claim following an alleged incident associated with the event you should contact Directorate of Legal Services (DLS). The DLS conducts, manages and provides detailed professional advice in all civil unlawful acts, personal injury and employment tribunal claims brought against the commissioner. Further advice on civil claims can be found by referring to the Civil Actions SOP 5. Roles and Responsibilities The Safer Neighbourhoods Unit will be responsible for: Managing, developing and co-ordinating the MPS Planned Community Event policy to ensure compliance with the risk assessment process for all activities and events. Reviewing the Policy and Standard Operating Procedure every three (3) years, or sooner as circumstances dictate. MPS Safety and Health Risk Management Team (SHRMT) will be responsible for: Providing expert guidance in all matters relating to the health and safety and risk assessment. Maintain the corporate incident reporting system (METAIR) and where applicable, providing trend analysis on accidents and incidents.

18 Updating other partners involved in this policy and standard operating procedures with changes in law and to identify best practice to review the systems. Maintaining a database of specific, corporate, generic and activity based risk assessments on the intranet. Insurance Management Team (IMT) will be responsible for: Overseeing the adequacy of insurance arrangements in place for the event. B/OCU Commanders will be responsible for: Ensuring their commitment to health and safety is clearly defined, ensuring staff are aware of their specific and general responsibilities. Including PCEs as an agenda item at local Health and Safety meetings. Ensuring a specific Senior Management Team (SMT) member (the authorising officer) is appointed to lead on the management of the H & S arrangements at Planned Community Events / Activities and on the completion of Equality Impact Assessments. Ensuring the authorising officer is properly trained to manage the system effectively. Ensuring there is an effective local monitoring and quality control system in place on how the planning and risk assessment of PCEs are being conducted. Deciding whether a PCE can go ahead based upon the risk assessment and other supporting information. The appointed authorising officer may sign Form 6450 on behalf of the B/OCU Commander, but the ultimate responsibility rests with the B/OCU Commander. The BOCU SMT Lead Officer is responsible for: Setting up and managing a Diary of Events, in a folder on the Aware System, e.g. in forum or public folder for PCEs and activities. Ensuring the diary is up to date with entries giving a list of forthcoming events and activities. Each entry should be cross-referenced to a supporting risk assessment on a Form RA3 and also attached to the folder. Ensuring a risk assessment is carried out by a competent and trained person, for each of the entries in the diary. Ensuring any further actions required as a result of the initial risk assessment are carried out and documented on Form RA3 in box 5 and also attached to the folder. Ensuring they are competently trained to manage this system and supervise risk assessments. Retaining a file on division, with the printed documents (Form 9353, signed RA3 and planning Form 6450 with signed authority etc.) kept for 6 years from the date of the event or activity.

19 Ensuring the implementation of an effective local monitoring and quality control system to ensure compliance around the procedures for the planning and risk assessment of PCEs and activities. The officer planning an event or activity is responsible for: See Quick Guide under - Planning and Organising a Community Event 6. Responsibilities This SOP is owned by Territorial Policing (TP) Safer Neighbourhoods TP Safer Neighbourhoods OCU is responsible for implementing and reviewing this SOP 7. Associated Documents and Policies Planned Community Events Policy MPS Health and Safety Policy MPS VPC Standard Operating Procedures - VPC Manual of Guidance MPS Child Abuse Investigation Standard Operating Procedures Equality Impact Assessment (EIA) Policy, Standard Operating Procedure Vetting - Standard Operating Procedure Insurance Management Team Manual The Events Safety Guide - A guide to health, safety and welfare at music and similar events. (HSG195) ( The Purple Book ) ISBN Managing Crowd Safety (HSG154) ISBN X. ACPO Guide on Public Events (Whose responsibility) Guide to Fire Precautions in Existing Places of Entertainment and Like Premises Safety Guidance for Street Arts, Carnival, Processions and Large Scale Performances published by the Independent Street Arts Network, Health and Safety at Work Act 1974 Health and Safety of Pupils of Educational Visits (DCSF good practice guide and 2002 supplement) Caring for the young and vulnerable - Home Office Guidance for preventing the abuse of trust 1999 The London Child Protection Procedures 2007

20 For further enquiries contact: TPHQ - Safer Neighbourhoods Unit