7. How you can run a Safe Event

7. How you can run a Safe Event 7.1. Introduction Why Safety? Wherever people gather for a sport event, appropriate consideration needs to be given to participant and public safety in and around the venue. Although venues and events differ considerably, certain common principles and elements of good practice can be applied to many settings and situations. The establishment of a safety culture in management and operational practices is essential. Safety should not be seen in terms of rules and conditions imposed from the outside, but as a goal to which all interested parties are fully committed. In addition, any event that involves a concentration of people gathering in one place will have an impact on local infrastructure and it is common courtesy to inform agencies such as the local police. Failing to plan for a safe event could lead to a case of negligence on the part of the organisers arising. The consequences of negligence can be wide-reaching and may result in one or more of the following: injuries, loss of life, claims, public inquiry, loss of revenue and/or public image of the organisation being damaged 7.2. Who is responsible for safety? Every event organiser has, by common law, a duty of care to provide a safe event for participants attending, from the competitors to volunteers, families and any members of the public. The Event Team must plan and implement measures for a safe event. Whilst everyone on the Event Team must be made aware and take responsibility for safety matters within their own particular area of event operations, it is also important to recruit, as early as possible in the planning phase, a Safety Officer. 7.2.1. Event Safety Officers A designated competent person, preferably with safety management experience, should be chosen to undertake the role of the Safety Officer. He/she will drive the safety planning element of the event plan. The Event Safety Officer, by reporting to the Event Manager, will share the responsibility to ensure that the event plans for the venue are being planned and implemented to maintain the safety and security of the volunteers, participants and spectators. The Event Safety Officer should form a close working relationship with the Event Services Manager and the Medical Coordinator/Athlete Protection Officer, and their respective teams. 7.2.2. Event Services Team One of the main responsibilities of the Event Services Team is crowd management which will involve managing queues, directing pedestrian flow and assisting circulation, preventing overcrowding and keeping gangways and exits clear. Event Services volunteers must be familiar with the layout of the site and the location of its facilities so that they can ensure the care, comfort and well-being of the participants and the public. They must be familiar with the Venue Emergency Response Plan which will give details of the emergency procedures and evacuation arrangements. Version 1.00-33 -

7.2.3. Medical Team The Medical team at an event play a key role in the planning and management of safety. The provision of medical personnel and services will be dependent on a number of factors such as age and profile of the audience, pre-existing medical histories, nature of the sport, venue layout, etc. First aid services should always be provided at a minimum and a clearly visual first aid centre designated for the event. 7.3. Key Tasks for planning a safe event The safe management of a sports competition event involves planning, prevention of safety issues arising and being prepared for not only the event itself but for issues/incidents that may arise. Several meetings of all parties may need to be held before the event takes place. The establishment of a safety culture in management and operational practices is essential in the three key phases in of your event. 7.3.1. Phase 1- Pre-event Event Management Structure The organisational structure as outlined in section 4.4 indicates the key personnel required to run an event. In all cases, the responsibilities attached to each role should be clearly set out and explained to the relevant volunteer. There should be no duplication, overlaps or gaps. Any doubt about who is responsible for what should be openly discussed in the pre-event planning meetings so that no assumptions are made. Venue hazard inspection & risk assessment A venue hazard inspection & risk assessment should be undertaken, in collaboration with the venue team, with hazards identified and risk management measures planned. See section 7.4 on Risk Management. A Risk Assessment Form is included in Toolkit 6. Venue Layout drawings Where possible, it is recommended that venue site maps are secured from the facility owners to allow the your event management team map out your layout of the various spaces for your particular event and also to facilitate the mapping out of the key elements of the Venue Emergency Response Plan. Venue Communications Ensure appropriate communication facilities and equipment are organised so that there will be an effective communication system in operation on the day of the event. Where radio equipment is needed and planned for, a Communications Desk (usually in the Event Management Office) should be identified for the overall management of communications during both routine operations on the day and in the event of an emergency incident. Consulting with the Statutory Services Contact should be made with the local statutory services to inform them of the event and to outline the plan for the safe management of the event. Venue Emergency Response Plan A Venue Emergency Response Plan must be put in place for every Special Olympics Version 1.00-34 -

Competition Event. The Venue Emergency Response Plan (VERP) provides a template for a venue team that, upon completion, sets out the roles and guidelines for response to an emergency incident in their venue. Its purpose is to ensure that in the event of an emergency incident, all resources will be deployed in a coordinated manner in order to preserve life, prevent injury, limit disruption to event participants, preserve the scene of a criminal action and limit the potential damage to the image of the organisation. In addition, you should ensure that Safety Statements and fire compliance certificates are received from facility owners. 7.3.2. Phase 2 The Event Day Safety Inspections The Safety Officer should open and close the site/activity at the venue, following a site inspection in conjunction with the Event Manger. The venue and its surrounds should be thoroughly checked before an event. Any hazards must be made safe through repair, removal or sealing off. Those checking must ensure that safety equipment is in place, that communication equipment works and that emergency escape routes are clear and emergency exits unlocked. Ongoing venue inspections should take place during the event to ensure that all plans, policies and procedures are being implemented in a safe manner. Weather Conditions For competition events that are held outdoors, weather conditions also need to be monitored. Plans must make provision for how curtailment of an event is to be handled safely. Briefings i) All volunteers in each of the functional areas should be made aware of their responsibility for the safe management of their area and be made aware of the role of the Safety Officer and the guidance or support that they will be able to receive from him/her. Each volunteer should be briefed by their functional area coordinator prior to the start of the event. ii) All those who have a role to play in traffic management and crowd management must be thoroughly briefed immediately before the event, as must other people who may have a role or decision to make in an emergency referee, MC, first aid and medical personnel, event manager, etc. The briefing should include plans for dealing with traffic flow, parking, the arrival of participants and public and reminders about where to find emergency equipment, the location of the first aid points and the procedures to be followed for raising the alarm in an emergency or responding to an alarm. iii) On arrival, the Head Coach of each affiliated group should be briefed on safety procedures at the Head Coaches Meeting, prior to the start of competition. Crowd and traffic management Egress is a high risk part of the event as more people tend to be moving within a shorter time frame. Participants, public, as well as the volunteers may be tired but continuing vigilance is required with regard to safety. Deployment of Event Services volunteers Version 1.00-35 -

therefore has to prevent any sudden mass rush out of the venue while ensuring that movement is orderly. Monitoring during the event The Safety Officer and the Event Services Team need to monitor the conditions of the venue throughout the event with regard to fire and general safety. Litter must not be allowed to accumulate to the point where it creates a fire or tripping hazard. Breakage or damage that occurs during the course of an event must be made safe wherever possible. Recording incidents A record of any incident which may result in loss to the organisation should be maintained. Any unsafe conditions should be remedied as soon as possible throughout the event as needed. 7.3.3. Phase 3 Clear out Dismantling and clearing up Temporary structures or other equipment that has been installed for the event should not be dismantled in areas which the public have access to before they have left the venue. Safe practices must be adhered to during the dismantling and clearing up operation to avoid accidents to personnel. Debriefing Debriefing meetings can make an extremely valuable contribution to improving safety. Experiences must be shared and discussed before they are forgotten. 7.4. Risk Management 7.4.1. Risk Assessment A risk assessment is a systematic approach to the control of hazards and should be done in relation to the physical characteristics of the venue, likely audience, technical equipment, nature of the event, etc A key activity of the Safety Officer will be to carry out an appropriate risk assessment. Note: A hazard is anything with potential to cause harm Steps in a Risk Assessment 1. Identify the hazards 2. Assess the risks (likelihood of the hazard causing harm) 3. Consider what you can do to minimise the risk 4. Prepare contingency plans to respond if preventative measures fail Version 1.00-36 -

7.4.2. Event Risk Assessment Form An Event Risk Assessment Form is included in Toolkit 6. The assessment should be documented and recorded. The guiding principle of the risk management process is to: a. Avoid the Risk It is not possible to avoid all risks associated with running each and every sports competition event but we must consider ways to avoid identifiable risks when practical. b. Reduce the Risk Risk Management methods reduce the probability of a loss or the severity of a loss that cannot be prevented. c. Transfer the Risk to another Party If an identified risk cannot be avoided or reduced to an acceptable level, then it may be possible to transfer that loss to another party by means of a contract. d. Retain the Risk If a risk has been identified, but cannot reasonably be avoided, significantly reduced, or transferred, then the Event Management Team may have to retain responsibility for that risk. In completing the risk assessment, the following key elements should be considered and appropriate plans put in place to cater for each area. Most of these elements should already be in place and provided for by the venue that you are using. The best source of information on all of these is the Facility Liaison. This information is also useful when completing venue layouts. Approaches and Surround Approaches to the venue should be well-signposted from parking areas. The Event Plan must safeguard pedestrians from traffic movement in the vicinity of entry and exit points. Temporary stands or information points must not be allowed to obstruct circulation or access points. Capacities In assessing the capacity of the venue, the facility liaison will be able to assist. The objectives are to avoid the dangers of over-crowding and ensure that the means of escape in an emergency are adequate for the numbers attending. Capacities should be set for separate sections of the venue and facilities for people with disabilities should be provided for within the venue. Entrances and Exits Entrants and exits have to be sufficient in number to allow the desired rate of entry to and exit from the venue, and be as evenly distributed as is practicable. Exits must not lead people into danger, for example into traffic or where a heavy crush is likely through crowd build-up. All entry and exit points should have an Event Services volunteer on duty there. Internal Circulation Routes Access points linking the main body of a hall or stadium with concourses, emergency evacuation routes, passages, stairways, ramps and gangways provide the means of circulation not only for the audience or spectators but also for staff, volunteers and emergency responders. The risk of accidents arising from movement on stairways, especially downwards, is potentially high. Signing, way-marking and notices Version 1.00-37 -

Safety signs, route marking and labelling of entries and exits must be large, legible and unambiguous. Key areas such as first aid points, safety exits and fire equipment should be easy to see. Communications Communications facilities should provide both facilities for communicating with the public and efficient operational communication both in routine and emergency situations. All events should have a designated event management office which will act as the control centre and will provide the link communication with key volunteer staff and the emergency services where required. Communication options may include: Radio, internal and external telephone links, public address systems, scoreboards, information boards and programmes/other printed materials. Structural Safety Temporary Structures such as seating or marquees should be erected by suitably qualified personnel and signed of by an appropriate authority as safe to use. Barriers - often used for both security and safety purposes, to prevent unauthorised access to certain areas, to divide areas into sections, etc, - must be assembled and anchored to withstand expected loadings and must not obstruct circulation and access. Sanitation Facilities Sanitation facilities should be clearly marked so that they are easily found. Sufficient numbers should be provided to avoid unnecessary queuing, with appropriate consideration of the likely male:female ratio at the event and needs of people with disabilities or impairments. They should be sited so that any queues forming will not impede circulation near entries, exits, steps, etc. and they should not be near catering points. Regular inspection and maintenance are very important. Emergency Equipment Certain key items of emergency equipment should be available at appropriate locations within the venue. You should check the availability and location of these with your facility liaison. Food and Refreshments Strict adherence with hygiene standards must be maintained. Availability of drinking water is of particular importance where the audience may be assembled in cramped and hot conditions. Participants should be advised in advance of the competition day to bring their own supplies of drinking water where none is freely available at the venue. If using mobile catering suppliers, you should check that they are certified with the relevant authority. Information point Volunteers who can give information to people who may need assistance should be available at a clearly marked information point. Arrangements for dealing with lost individuals are particularly important. Arrangements should be in place so that important announcements can be made where necessary. Version 1.00-38 -

7.5. Code of Ethics & Good Practice Special Olympic Ireland s Code of Ethics and Good Conduct document is designed to help everyone involved in Special Olympics to understand how we work together to protect and serve all our members: athletes, coaches, volunteers, family, staff members and anyone who works with our athletes. It is the responsibility of all persons involved in the organisation to familiarise themselves with the Code of Ethics and Good Practice in its entirety 7.5.1. Athlete Protection At all events the Medical Coordinator will assume the role of Athlete Protection Officer (APO). If any person becomes aware of, or suspects that another person is or has been abused it is their responsibility to report the situation to the Medical Coordinator/Athlete Protection Officer. The Medical Coordinator/Athlete Protection Officer will manage the incident from this point forward. However, this person does not have the responsibility of investigating or validating athlete protection concerns and has no counselling or therapeutic role at the event. These roles are filled by the Statutory Authorities. 7.5.2. Management of an Alleged Incident of Poor Practice or Abuse On Initial receipt of a report of alleged abuse: DO: stay calm allow the person to talk and you listen (where the person making the report does not have speech or writing abilities you should contact the Medical Coordinator/Athlete Protection Officer to facilitate communication) act promptly without undue delay and record the discussion as carefully as possible on the Incident Report Form follow the procedures outlined in this document DON T: do not ask leading questions or offer an opinion to the person making the allegation do not discuss the details with any person other than those the appropriate person as outline in the reporting procedures (see Toolkit 9) do not contact the alleged abuser 7.5.3. Reporting procedures The procedures to follow when reporting and managing an alleged incident of abuse can be found in Toolkit 10. It is important that all volunteers at your event are aware of these and know where they can find them should they need to refer to them at any stage. Version 1.00-39 -