3 EVENT IMPLEMENTATION 3.1 Suggested Key Roles Functional Area Name Telephone Email Event Coordinator Accreditation Coordinator Commercial Liaison Cricket Operations Liaison Media Liaison Ticketing Liaison Security Manager Stadium Manager Other Key Areas Name Telephone Email Medical Coordinator Logistics Coordinator Cleaning Coordinator Vending Coordinator Transportation Coordinator Volunteer Coordinator
3.2 Document Checklist Agreement Objective Principles Memorandum of Understanding (MOU) Stadium Licence (for CT20 and RS50) International Venue Agreement (for International Series) Provides the Host s obligations to the West Indies Cricket Board and all the actions and responsibilities as may be expected of the Host in terms of hosting a WICB tournament/event Grants the West Indies Cricket Board the licence for use, control and possession of the stadium / venue for use during regional WICB tournaments/events Grants the West Indies Cricket Board the licence for use, control and possession of the stadium / venue during international WICB tournaments / events The West Indies Cricket Board Host Territorial Board and / or National Cricket Association West Indies Cricket Board Stadium / Venue Owners West Indies Cricket Board Stadium/Venue Owners Members Participation Agreement Confirms a team s agreement to participate in a West Indies Cricket Board tournament, and provides team s agreement to comply with all relevant obligations arising out of its participation Additional documents required from Host Board Agreement Objective Principles Event Plan / Programme Event Budget Detail the special plans for the event that are unique to the venue Details the costs of Hosting the event in the venue. Must include ALL costs associated with the Event. To include quotes for services and products to be used during the event. The West Indies Cricket Board Territorial Boards (on behalf of the Team) To be approved by WICB Manager, Events To be approved by WICB Manager, Events Security Plan Contracts and Purchase Orders Details the arrangements made to secure the Event. Should include plans for TOMs as well as for the spectators. Sets out the terms and conditions under which goods and services are secured and amounts that are to be paid to the supplier To be approved by WICB Security Manager To be submitted to WICB Manager, Events prior to invoicing as final budget submission
3.3 EMERGENCY MANAGEMENT PLAN CHECKLIST Despite taking all precautions possible to prevent the occurrence of violence and crime at the event, emergencies can occur, so plans and procedures need to be developed. The term emergency is taken to mean situations where emergency services become actively involved or an urgent evacuation is required. Emergencies may include: Collapse of structure such as seating, staging or a lighting pylon. Fires Explosions Gas leak or other release of hazardous substances Bomb threats Unanticipated hostile weather conditions such as flooding or high winds. The main concern in an emergency situation at a large crowd event is crowd control. A plan should be provided to all event organizers, key stakeholders, police and emergency service personnel. Detail arrangements for on-site emergencies not requiring outside help Specify arrangements to request further police or other emergency services assistance Specify arrangements to hand over control to police and emergency services Identify personnel who can authorize evacuation Identify how the event will be interrupted Provide a grid plan of the venue and all the services Identify access and evacuation routes Identify evacuation areas for performers, employees, volunteers and patrons Establish an emergency control center which has backup power and lighting Provide details of coded messages to alert and stand down emergency service and security personnel Identify the role of event staff / volunteers will take in support the civilian services Identify meeting points for emergency services Identify triage and ambulance loading areas Include details of hospitals prepared for a major accident Identify access and egress routes and the security of these routes Provide details of a temporary mortuary facility 3.3.1 Responding to an Emergency All aware of what to do in an emergency Understanding what constitutes an emergency organizing an efficient emergency response, including exit routes, summoning emergency services and communication of agreed policies and emergency procedures
3.3.2 Planning Have your plans for dealing with emergencies drawn up prior to the event Have your plan available to all interested parties Consult with other bodies who may be involved in an emergency situation Have procedures established to deal with different types of emergencies 3.3.4 Staff Planning Have all your staff and / or volunteers trained in emergency procedures Have your plan available to all interested parties 3.3.5 Informing Emergency Services Have your checklist containing contact details of emergency services along with information about the venue e.g. street address accessible 3.3.6 Communication with the venue All communications within the venue need to be adequate to provide staff and / or volunteers with the necessary information in the event of an emergency. 3.3.7 Evacuation Your plans will evacuate people to safety Clear and precise instructions to the public Plans in place if someone refuses to cooperate 3.3.8 Assembly area Plan safe assembly areas for different types of emergencies 3.3.9 When to reopen the venue Your plan will involve if you decide to re-open the venue 3.3.10 Emergency medical facilities Adequate first aid facilities in place Determine your means of communication with local emergency medical services and there response times Clear signage to medical facilities and ambulance 3.3.11 Security and law enforcement on site Plans for police officers for on-site policing Plans for organized security officers Arrangements in place for secure collection of money and off-site transfer of money Police assistance with road closures / traffic
3.4 MEDICAL AND PUBLIC HEALTH The guideline below assumes a separate medical post for players and match officials. 3.4.1 First Aid First Aid room(s) must be fitted with: A floor on the ground with no steps Chairs and tables Easily identified signage that is visible at night Power and running water Adequate lighting Patrons First Aiders First Aid Posts* 500 1 1,000 4 1 2,000 6 1 5,000 8 2 10,000 12` 2 20,000 22+ 4 *The number of First Aid posts required would depend on what first aid room facilities are available Who is supplying First Aid for the Event? Name of Provider: Contact Details: Tel: Email: No. of 1st Aid Posts: No. of Personnel: Start & Finish Times: Responsible Committee: members Contact Details: Tel: Email:
3.5 EVENT VOLUNTEERS It is important that volunteers are provided with pre-event training, clarify roles, responsibilities and procedures especially in communication, emergency and security plans. 3.5.1 Assessing required volunteer numbers Consider how many volunteers you will need for the event Check the legal liability you carry for volunteers Consider occupational health and safety issues under your duty of care; e.g distances covered, hours worked, shift rosters. 3.5.2 Volunteer training organizers of an event have a duty to ensure not only the safety of those attending the event but also of their volunteers. Important way event organizers can minimize the risks volunteers face as a result of planned events is to clarify what they will be expected to do and ensure that they have appropriate qualifications and/or experience. It will also be necessary to ensure staff are trained or instructed in a variety of matters, which may include: Instructions on the basics of normal and emergency crowd movement and assembly Initial handling of accident victims, altercations and other crowd incidents Communications procedures and use of communication equipment First Aid Responsibilities for contacting and liaising with emergency services A register of all training and instruction given should be kept; volunteers should confirm their attendance by signing off against their name A register of the qualifications of the volunteers required to carry out specific functions, especially technical tasks, should be also be kept. 3.5.3 Event Training Details (Describe below how you intend to train event volunteers). it is the responsibility of all Event Managers to contact their Insurance Brokers and advice them that volunteers are being considered and confirm coverage
3.6 FOOD MANAGEMENT The provision of a variety of high quality, affordable foods at public events contributes to the comfort of patrons, reduces the effects of alcohol consumption and can increase revenue. Selling food at / or near liquor sale points is essential. Event organizers and stall operators need to be aware of the public health issues associated with temporary food stalls. These issues include: Food handling skills / training Type of food available Facilities where food is prepared Packaging and labeling of food Transportation of the food Facilities where the food is being displayed / served / sold (Premises hygiene) Exposure, handling and serving of food (including personal hygiene) Method of food storage Contamination prevention Hand and utensil washing facilities 3.7 MANAGING THE CROWD 3.7.1 Anticipating the crowd Methods in place to identify undesirables / disruptive elements in the crowd A method of estimating the crowd. 3.7.2 Getting the crowd to the event Check to see if any other events are happening at the same time as your event, which may impact on people getting to your event Encourage people to use public transportation, if available Arrangements in place deal with the possibility of more people turning up than expected 3.7.3 Parking Adequate parking arrangements put in place for the expected crowd Disabled parking space allocated
3.7.4 Entry and Exit Details A ticketing system is in place to ensure that the venue will not be overcrowded or people turned away All entrances and exits are clearly marked Ensure that crowds queuing do not block entrances, exits and pedestrian flow Entrances can be accessed by people with a disability Provide for supervision, marshalling and directing of crowds Provide exit and escape routes Provide access for emergency services and their vehicles Separate vehicular and pedestrian access Provide access for wheelchairs Stagger entry times by timetabling entertainment Be kept clear of all other activities Have sufficient and appropriate barriers, fences, gates and/or turnstiles Locate ticket sales in the vicinity of but separate from entrances Provide sufficient staff appropriately trained Have control points for searching for prohibited items (glass, weapons, alcohol, drugs, and metal containers) that don t impede entrance to the event by crowds Have toilets located nearby Have clear, well-lit entrance and exit signs Provide separate entrances and exits for entertainers and staff 3.7.5 Dispersal of a crowd A clear and effective policy for crowd dispersal developed 3.8 SECURITY PLAN 3.8.1 Purpose of the Security Plan the intention of the security plan is to ensure the safety of all players, team officials, match officials, media operatives, spectators and all other stakeholders during the entire tournament, and to ensure that all matches and other activities associated with the tournament are conducted in a peaceful and orderly manner. 3.8.2 Airport Security On arrival at the airport teams and match officials will be met by members of the local board. The party will include the liaison officers for the teams and match officials. Teams and officials will be accorded the usual courtesies, which will allow for the expeditious processing through immigration and customs.
3.8.3 Hotels Security Security at the hotels will be provided by the hotels propriety security service. This will be supplemented by other arrangements by the local police. In the case of International Matches the standards of the ICC Safety and Security Code should be adhered to. This includes the requirement to have security personnel deployed on the floors where international teams are deployed. 3.8.4 Accreditation All teams, support staff, match officials, media personnel and other persons who have to work at the venues will be accredited. All accreditation passes with be produced by the WICB. 3.8.5 Match day arrangements An adequate number of police and private security personnel will be deployed at the venue to ensure the safety and security of all involved. Special attention will be played to the Players and Match Officials Area (PMOA) to ensure that only authorized persons are allowed access to this most sensitive area. All persons entering the match venues will be subjected to security checks to ensure that they are not in possession of prohibited items, which will include firearms, sharp implements, glass bottles, etc. Checks will also be made for restricted items. Security personnel will ensure that spectators do not encroach on the field of play (FOP) at any time. It is expected that perimeter fencing and/or a moat will be erected in venues where access to the FOP needs to be further restricted. Adequate security personnel will be deployed to ensure appropriate security during post match presentations. Appropriate number of traffic policemen will be deployed to ensure that there is a smooth flow of traffic around match venues The public address announcer will make regular announcements about the ICC Anti-Racial Policy and the penalty for spectators who encroach on the FOP. The replay screen will also carry regular information in relation to the above. In keeping with established anti-corruption arrangements no phone, no computer, ipod, tablets or any other communication devices will be allowed in the PMOA. This does not apply to Team Manager and the Match Referee who will be allowed to have their phones. The team statistician will be allowed to have a computer(s) for the purpose of his work. It is to be emphasized that the prohibition on phones and other communication devices in the PMOA applies to all persons who will have access to the PMOA, either permanently or on a temporary basis. The Host Board will be required to provide a container for the collection and safe storage of the phones and other communication devices of each participating team.
3.8.6 Medical facilities Medical facilities will be put in place at each venue. This will include special arrangements for players and match officials. 3.8.7 Venue Operations Center (VOC) A fully functional VOC will be in operation during all matches. The VOC will be staffed by representatives of the security and safety organizations on duty at the venue. 3.9 SIGNAGE AT THE EVENT VENUE Signage at an event is extremely important samples of what is required. Telephones Entrances Exits Toilets Parking Information Center Rules relating to alcohol consumption Lost & Found Disabled Toilets First Aid Posts Water 3.10 SPONSOR MANAGEMENT Have you considered the following? Sponsor logos Sponsors invited to Media Launch Sponsor contact details Public Transportation pick up & drop off Security No Smoking Sponsor parking Sponsor invitations to event Sponsor recognition on all media Sponsor recognition on programme Sponsor recognition on tickets Sponsor recognition on advertising Sponsor recognition on signage at event Responsible Committee: members Contact Details: Tel: Email:
3.11 EVENT MANAGEMENT ROLES & RESPONSIBILITIES One of the most important areas of consideration for the successful implementation of a tournament is the Match Day Management. A WICB team will retain an advisory and monitoring role during ALL WICB events. The WICB Venue Event Manager will be the main WICB point of contact in all match venues, and in a broader sense, for issues arising within the match centre in which they are deployed. The Host Board Event Team will be responsible for the Match Day Operations. 3.11.1 WICB Venue Event Manager (VEM) Planning To ensure delivery of match venues in accordance with event requirements To monitor delivery of event operations accreditation; ticketing; travel and accommodation; sponsorship obligations; sportainment and spectator experience; merchandizing. To oversee/monitor the implementation of all elements of match day event presentations including evaluation as to possible process improvements To make decisions and / or liaise with the WICB legal and commercial team on matters of commercial rights infringement activity as necessary Pre Event On arrival at the match venue, chair a meeting with the appropriate personnel at the venue and other WICB department representatives to discuss the WICB Match Management Checklist. Ensure that all parties are aware of their responsibilities and the general standard expected Undertake a status check of the match venue with the Host Event Manager (HEM) and Stadium Manager (SM) to identify any issues that may exist. Provide a report to the WICB Manager, Events as to the state of readiness of the match venue Initiate any remedial action necessary to ensure that venues or activities will be delivered to the appropriate standard at the time required. Liaise between the WICB departments (sponsor servicing, broadcast, media management, legal, cricket operations, marketing and hospitality management) and the Host Board to facilitate the final stages of preparation for the event. Convene a meeting to discuss all event presentations/activity protocols and oversee rehearsals of the all event presentations activities if necessary. Attend the security briefing held by venue security head Ensure that a meeting between the broadcasters, replay screen director and match officials has taken place to confirm protocols
During Event / On Match Day Check to ensure venue is operational according to timetable and standards on match day morning Conduct a walk around the match venue before the public gates open to check on overall venue match-day readiness Provide support and advice to the Host implementation team as required Liaise between WICB departments (sponsor servicing, broadcast, media management, legal, cricket operations, marketing, and hospitality management) throughout on ongoing event matters Manage whatever the WICB ticket contingency is for each match day. Oversee any entertainment or sponsor activity taking place during the innings break / time between matches, etc. Take/confirm any decisions to drop activities as necessary in the event of a curtailed innings break or gap between matches Check for appropriate management and usage of the replay screen to ensure that all necessary messaging and protocols are observed. Monitor announcements from the PA Announcer to ensure all messaging is conveyed appropriately Assess overall effectiveness of protocols/timelines etc and make recommendations to the WICB Manager, Events for changes and implementing improvements as necessary. Convene a meeting post match to discuss the day and compile a match day report and snag list. Send the match day report to the WICB Manager, Events On non-match days, provide an update by email/phone to the WICB Manager, Events as to any issues of note. Attend to any sponsor issues to ascertain that they are resolved in accordance with sponsor agreements Prepare for the End of Match (EOM) Presentation and communicate same to TV production, Post Match Presenter, sponsors and WICB Media Manager Ensure that captains and teams are on the FOP for EOM
3.11.2 Host Event Manager (HEM) 2 Planning Directly work with WICB Manager, Events to prepare and manage events from start to finish, including troubleshooting problems Assist with negotiations for services and goods contracts. Arrange vending and concessionaires and catering Order supplies as required for the event Make site visits and find resources to help make decisions about the event Calculates and provides all estimates of potential costs involved in completing the event Ensure that set-up of venue is completed in accordance with requirements and with safety standards and fire and health codes During Event / On Match Day Directs the work of contract personnel including ushers, caterers and other key points of contact Resolves problems or complaints from the public in accordance with established policies and procedures Monitor event checklists for ALL functional areas. Inputs, retrieves and update event set up information and produces event reports as required Serve as liaison with vendors on event related issues Manage on-site production and clean up for events as necessary Identify and liaise with officials who are presenters at the EOM and ensure that they are fully accredited and escort them to the presentation 3.11.3 WICB Cricket Operations Officer Planning Perform venue inspections Prepare draft travel itineraries for circulation Prepare practice schedules Arrange for and circulate hydration requirements to Host Boards Finalize and circulate playing conditions Make arrangements for accommodation for all teams and match officials. 2 The Host Event Manager works with other members of the organizing committee to ensure that all match day operations are completed
Pre Event / During Event / On Match Day Conduct pre-event meeting with match officials Monitor progress of tournament and plan exit strategy for teams To be the point of contact in the match venue for teams and match official representatives. Undertake a status check of the match venue, practice venues, meet with personnel at these venues and ensure that all requirements and expectations are being met at the minimum standards. Act as the operational point of contact for teams and match officials as necessary to solve any cricketing issues which may arise at the practice and match venues. Make a courtesy call to each team manager and to match officials to identify themselves and to check that they are satisfied with arrangements in general (also to take place when a team/match official arrives at the match center during the event). Issue the Tournament Report 3.11.4 WICB Project Officer, Ticketing Pre Event Oversee/monitor the implementation of the WICB ticketing strategy including evaluation as to possible process improvements Recommend, supervise and evaluate Senior Ticket Agents and ticketing Assistants Prepare and submit ticket prices budgets for final input and approval by WICB and Host Boards Oversee the building of all matches as well as amend ticketing software and ticket maps as required Ensure delivery of match tickets at venues in accordance with event requirements Manage the delivery of ticket operations Free of Cost (FOC) allocations, sponsor allocations, suite/hospitality allocations, general ticket sales Oversee the distribution of ticket stock Supervise the set up and daily operations of ticketing offices in conjunction with the Host Venue Ticketing Liaison Prepare advanced ticket sales tracking reports and any other reports as outlined by the WICB Manager. Events During Event / On Match Day Record any discrepancies on the game return reports Make any changes as necessary to seating arrangements and/or ticket maps Prepare and update the advanced sales report Prepare and circulate the match occupancy reports for each match day.
3.11.5 Host Board Ticketing Liaison 3 Pre-Event Responsible for the overall management of the ticketing offices and event ticketing in match venue Liaise with Host Event Manager (HEM) on all issues related to the sale of tickets for matches under the aegis of WICB During Event / On Match Day Oversee the distribution of preprinted bulk sale tickets Oversee and monitor the printing of advanced match day bulk sales Oversee the reconciliation and balancing of ticket sales Liaise with the gate attendants to manage any seating discrepancies with the WICB seating ticket contingent for each match day Ensure all reports completed in accordance with the WICB Ticketing Policy and Procedures Manual are printed Assess the overall effectiveness of the ticketing operation and make recommendations to the Project Officer, Ticketing Provide an update by email/phone to the Project Officer, Ticketing as to any issues of note 3.11.6 WICB Project Officer, Sponsorship Pre-Event Coordinate the ordering of merchandize for event Prepare a branding plan for use by the Branding Assistant Ensure that awards and trophies are ordered for post match presentations Manage the delivery of branded clothing (other than team) and other items as per WICB distribution schedule 3.11.7 WICB Branding Assistant Pre-Event Execute the branding plan, as supplied by Project Officer, Sponsorship. Build perimeter frames according the WICB specifications (4 days prior to the start of the matches in each venue) Install perimeter banners properly and securely onto frames (at least 2 days prior to the start of each match in the venue) Ensure that the tri-vision screen strips and properly mounted. Oversee the mounting of promotional feather banners as per WICB specifications Supervise the mounting of inflatables (where necessary) 3 The Ticketing Liaison works in conjunction with other ticketing staff described in the Ticketing Policy and Procedures Manual
During Event / On Match Day Coordinating WICB promotional give-aways with volunteers Assisting in the completion of event activations Supervise the set up of EOM presentations and prize giving ceremonies Manage the WICB Event tool kit Supervise the derigging and parking of event branding Liaise with TV Production to arrange transportation of WICB Bins to and from event venues Perform any other duties as may be reasonably required by the WICB Venue Event Manager. 3.11.8 WICB Security Manager Pre-Event On arrival at the match venue, attend pre-event meeting, issue passes and discuss any changes which may have occurred re accreditation Notify the VEM/HEM of persons omitted from accreditation by mistake or due to late application Conduct security briefings and explain accreditation zones and policy During Event / On Match Day Liaise with security personnel re accreditation issues that may arise Attend post match meetings to discuss security and accreditation issues which may have arisen during the day Write post match reports and end of tournament reports Ensure that teams and match officials are escorted safely to the match venues Supervise the pre-match security checks at the match venues Oversee the deployment of security staff in accordance with the deployment schedule for the particular venue Direct the opening of the gates Supervise the processing of staff and spectators who enter the venue Ensure that the ICC Minimum Standards for the Players and Match Officials Area (PMOA) is complied with Manage access to the FOP Direct the pitch protection detail immediately before the start of play and during breaks Manage the security deployment for end of match presentations and all other areas where players and match officials are present. Facilitate accredited media access to designated briefing areas Manage the traffic to the PMOA Ensure that players and match officials are safely escorted from the venue at the close of play