Preliminary Event Safety and Welfare Management Plan

Transcription

1 Preliminary Event Safety and Welfare Management Plan Fleadh TV shows during Fleadh Cheoil na héireann Inis 2017 Friday 18th August: Saturday 19th August: Sunday 20th August: A Gifted Empire Production for TG4 Preliminary E.M.P. Fleadh TV Ennis Issue: 0.4 Issue date:

2 Page 2 of 27 Document Control Document: Preliminary Event Safety and Welfare Management Plan (EMP) Event: Fleadh TV (Fleadh Cheoil na héireann Inis 2017) Version: 0.4 Status: Draft Date of issue: 9 April 2017 Author: Paul Rafferty Health and Safety Advisor Fleadh TV 1 Sunningdale Drive Prehen Derry BT47 2PE paul.rafferty2@btopenworld.com This document replaces all previous versions PLEASE CHECK THE DRAFT NUMBER. IT IS YOUR RESPONSIBILITY TO ENSURE THAT YOU ARE WORKING FROM THE CORRECT DOCUMENT

3 Page 3 of 27 At a glance summary Event: Fleadh TV (during Fleadh Cheoil na héireann Inis 2017) Key contacts Producer Paul McKay Production Manager / Event Patricia Murray Controller Health and Safety Advisor Paul Rafferty Event Description Element Description Television show for live broadcast, both on television (TG4) and on line around the world on tg4.tv and fleadhcheoil.ie Featuring the very best in Irish traditional and contemporary music, Fleadh TV will broadcast live from Fleadh Cheoil in Ennis for three hours each night Event locations (Provisional) FleadhTV Main Stage Acoustic stage Mobile Camera Crew Marquee erected within Market Street Indoor Market, Market Street A different location in County Clare each night locations to be confirmed 2 nd Mobile Camera Crew Vicinity of the O Connell Monument The mobile camera crew will comprise a single camera unit and the production location will be kept under dynamic review to ensure that its presence does not cause obstructions to crowd flows. Event Dates Friday 18 th, Saturday 19 th, Sunday 20 th August 2016 Key times (Show days) Attendance profile Sound Checks Show Rehearsal Live broadcast on TG4: Friday 18 th ; Saturday 19 th August: 20:30-23:30 Sunday 20 th August: 20:30-23:45 Full mix, young, old, family groups, young people The audience come to experience a live TV programme, to enjoy the festive, party atmosphere and to watch great performances. In previous years the audiences have been very good humoured and compliant. The shows are marked by a high churn rate people coming to observe favourite acts and then moving on to experience the rest of what the Fleadh has to offer. Minimum age No age limit for admission Entry requirements Free, non-ticket event

4 Page 4 of 27 INTRODUCTION TO THE PLAN i. Purpose of the Preliminary Plan This is the Preliminary Event Safety and Welfare Management Plan for Fleadh TV during Fleadh Cheoil na héireann Inis It has been produced to provide the organisers of Fleadh Cheoil na héireann and the relevant statutory organisations with an overview of Fleadh TV s proposals for this year s show, so that they are better informed to make decisions regarding the granting of required permissions and support. ii. Background and context This year s Fleadh Cheoil na héireann runs between 13 th 21 st August in Ennis. During Fleadh Cheoil na héireann, Fleadh TV will be producing a series of shows, featuring the very best in Irish traditional and contemporary music, over three nights from Friday 18 th to Sunday 20 th of August for live broadcast on TG4 as well as live on tg4.tv and on fleadhcheoil.ie Date Show time Friday 18 th August: Saturday 19 th August: Sunday 20 th August: This year s shows will once again be broadcast across multiple performance spaces: Performance space Location FleadhTV Main stage & Spot stage Marquee (20.0m x 15.0m) located within Market Street Acoustic stage Indoor Market Venues across County Clare A different location each night: locations to be confirmed 2 nd mobile camera unit Vicinity of the O Connell Monument Each performance will be filmed on multi-cameras and cut live on location. iii. Scope of this Preliminary Event Safety and Welfare Management Plan This preliminary plan focuses on a number of key issues: Site design and suitability (including site capacities) Crowd management (including personnel and barrier deployment) Traffic management Site security Further versions of the plan will be developed to detail the arrangements for the management of health, safety and welfare during all stages of production, from commencement of site build, through show days, until site breakdown is complete.

5 Page 5 of 27 Throughout the development of the plan we will seek to, so far as reasonably practicable: ensure the safety of all those who are working on the production, the performers, audience and anyone else, including members of the public and passers-by, who could be affected by activities under our control; protect the welfare of those attending the event, including in particular, vulnerable children and adults; minimise any negative social or environmental impacts accommodate the requirements of An Garda Síochána and emergency services and other statutory bodies, including Clare County Council seek to minimise disruption and inconvenience to businesses and the public, including local residents and road users secure compliance with all relevant statutory requirements, including accessibility requirements iv. Limitations of this Preliminary Event Safety and Welfare Management Plan The FleadhTV shows will be only one of many events taking place within Ennis throughout Fleadh Cheoil na héireann 2017, during which thousands of people will converge upon the narrow streets of Ennis to celebrate the Fleadh. Servicing the large numbers of people who will be attending the Fleadh throughout the week will provide opportunities for increased local business and there will inevitably be an increase in onstreet trading, extended business opening hours and the short term trading from pop-up shops in previously vacant properties. In addition, there are various competitions and events held in multiple locations across the town, which may have impacts on the focal routes for crowds at different times during the week. At this point in time, the author has no detailed knowledge of these activities. It is only possible, therefore, to consider the potential impacts of the changing landscape of Ennis during this period in general terms. It will not be possible to calculate crowd capacities for surrounding streets until details of all street, including market trader stalls, infrastructure are known. In addition, it will not be possible to calculate the capacity of the Main Marquee until the internal design and layout has been finalised; although it is likely to be similar to last year.

6 Page 6 of 27 FLEADH TV: THE PRODUCTION Production overview: Brief description of the event Why is the event delivered? What type of activity is planned? Who will attend? Details Fleadh TV, an IFTA Award winner, has become an established element of the annual Fleadh Cheoil na héireann. Over a quarter of a million TV viewers in Ireland tuned into TG4 s coverage from the Fleadh in 2016 on each of the four nights (Thurs-Sun), peaking at 281,000 on the Sunday night. A series of shows will be produced for live broadcast, both on television (TG4) and on line via tg4.tv and FleadhCheoil.ie These shows will include performances from some of the biggest names on the international world / folk music scene, interspersed with impromptu music lifted off the street by visiting musicians and winners of Fleadh competitions. The live shows are expected to appeal to a wide variety of people in Ennis for the Fleadh, many of whom will have travelled from beyond Ireland and Great Britain. The audience profile during the shows is a full mix local and visiting family groups, children, teenagers, students and adults, young and old. How many people are expected to attend? The numbers attending the shows, at any one time, will be limited by the determined safe holding capacities of the indoor venues. Given the popularity of the shows, it is anticipated that the maximum number permitted by capacity calculations will be in attendance during the shows. Outdoors crowd numbers are likely to be affected by weather conditions Smaller numbers are likely to be present at the locations around the county. Audience mix Fleadh TV Festival site Expected peak show time pedestrian traffic patterns Age distribution: The audience profile during the event is expected to be a full mix, not in family groups local and visiting family groups, children, teenagers, students and adults, young and old. Large proportion of adults. Age range (years) Estimate % of total attendance Gender distribution: Disabled persons Arrival 50% male, 50% female It may be anticipated that some disabled persons will attend. Departure

7 Page 7 of 27 Where is the event to take place? FleadhTV main stage Acoustic stage Marquee within Market Street. Indoor Market, Market Street Venues across County Clare The mobile camera crew will visit a different location each night: locations to be confirmed 2 nd mobile camera unit Vicinity of the O Connell Monument When will the activities take place When will ticket holders be permitted access? Event Dates: Time Friday 18th August: Saturday 19th August: Sunday 20 th August: N/A - non ticket event Key times Sound Checks Show Rehearsal Live broadcast on TG4: Friday 18th Saturday 19th August: 20:30-23:30 Sunday 20th August: 20:30-23:45 When will site build / load in / load out / breakdown take place? Key activity Introduce traffic management in Market Street (20.00) Main marquee build commences Lighting / Staging Rig begins Set design Main Camera & Audio Rig FleadhTV Shows Event break down commences Event break down complete Date: Thursday 10 th August Friday 11 th August Saturday 12 th August Monday 14 th August Thursday 17th August Friday 18 th Sunday 20 th August Monday 21 st August (early hours immediately after the shows) Wednesday 23 rd August Note: a detailed schedule for site build, load in, load out and break down will be prepared for the production

8 Page 8 of 27 THE VENUE: AN OVERVIEW Production Location Map Ennis

9 Page 9 of 27 Main Marquee Note: the position of the Marquee is designed to maximise the distance between the Marquee and surrounding buildings. Erection of the marquee will take into account the camber of the road, to ensure a level floor. Following assessment of the risk of striking underground services, the marquee will be secured by ballast, not pinning.

10 Page 10 of 27 Distances between Main Marquee structure and existing buildings

11 Page 11 of 27 Audience entry / exit point

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14 Pedestrian Barrier and Heras Fence Requirements EVENT PHASE ONE MARQUEE BUILD AREA: Main Marquee LOCATION: Market Place DATES: 7pm Thurs 10 th Aug 7pm Sat 12 th Aug (Marquee Build) 8am Mon 21 st Aug 12noon Wed 23 rd Aug (Marquee Take-down) REQUIRED: Pedestrian Barrier x 70 Preliminary E.M.P. Fleadh TV Ennis Issue: 0.4 Issue date:

15 Page 15 of 27 EVENT PHASE TWO REHEARSALS AND SHOW DAYS Main Marquee LOCATION: DATES: REQUIRED: Market Place 7pm Sat 12 th Aug 8am Mon 21 st Aug Pedestrian Barrier x 70 same barrier used for Phase One relocated. (includes additional for queuing lanes, sides of stage and screen) Heras Fencing x 25 (includes additional to secure inside marquee overnight)

16 Page 16 of 27 EVENT PHASE THREE MARKET BUILDING AND OB COMPUND AREA: Acoustic Stage and OB Compound LOCATION: DATES: Market Building and Lower Drumbiggle Road 8am Mon 14 th Aug 12noon Tues 22 nd Aug Note: we envisage that the Heras across Lower Drumbriggle Road and across to corner of Main Marquee could be cleared by the evening of Mon 21 st Aug for road to reopen) REQUIRED: Pedestrian Barrier x 25 (includes additional for queuing lanes) Heras Panels x 35 Total Pedestrian Barrier and Heras Fence Required: Pedestrian Barrier = 95 Barriers Heras Fencing = 60 Panels Note: this Heras fencing line will be amended to accommodate public access to toilets once we receive clarification of the area required for toilets

17 Page 17 of 27 Road closures (i.e. no traffic) Site build and break Location: Market Street Purpose: Marquee Build and Break Date / times: Thursday 10 August (20.00) Wednesday 23 August (12.00) Location: Market Street Purpose: Area required for shows Date / times: Thursday 17 August (20.00) Sunday 20 August (00.30)

18 Page 18 of 27 Location: Lower Dumbiggle Road Purpose: Production compound Date / times: Monday 14 August (08.00) Monday 21 August (20.00) Location: Coopers Place (and adjoining streets) Purpose: Noise control during shows* Date / times: Friday 18 August Sunday 20 August ( ) *noise from vehicles, e.g. vehicle horns would be audible at acoustic stage

19 Page 19 of 27 Crowd management For the purposes of crowd management the site is considered to comprise of several zones. In addition to the Main Marquee and the Indoor Market, both of which will have maximum capacities calculated once the final internal layouts are confirmed, there are key 3 zones of interest for crowd management. These are illustrated below and areas have been estimated using an on line Arc GIS mapping tool. Zone 2 Using an acceptable density of 2 people per square metre (2ppsm), acceptable crowd capacities, which would permit free circulation, for each of the areas is: Red: 2 x 1,700 = 3,400 Green: 2 x 250 = 500 Yellow: 2 x 350 = 700 Note: these figures are given for illustrative purposes only. Zone 1 Zone 3 Zone 1 comprises the main marquee and its immediate surrounding area, including an area (shaded green) in front of the marquee main entrance, which will be enclosed by crowd control barriers and entry into which will be controlled by security. Zone 2 comprises the area in the vicinity of the roundabout it is proposed to locate a big screen* in this area which can be used to permit viewing of the live shows and / or safety/information messages. Zone 3 comprises the street area in front of the Indoor Market *Note: Summerhill is the agreed Emergency Vehicle Route. The Big Screen will be located so that it does not impede access by fire engines responding to emergencies.

20 Page 20 of 27 Zone 1 Diagrammatic representation Key Main marquee Artists marquee Secure area in front of marquee (defined by crowd control barriers) Disney style queuing system Footpath 1 - path alongside Marquee (stage left) Footpath 2 - path alongside Marquee (stage right) 1 Potential pedestrian access control points Secure audience entry points Exit points from secure areas

21 Page 21 of 27 Crowd management Zone 1 Persons wishing to enter the Main Marquee will enter the secure area in front of the Marquee. The period during which access to this area will be permitted remains to be determined. This area will be secured by a perimeter of crowd control barriers and there will be one entry / exit point, with access controlled by security staff. The perimeter will also be monitored by stewards and crew. Once the layout is finalised, the capacity of both this secure area and the Marquee will be calculated and persons will be clicked in and out, by security staff using clickers, ensuring that this total maximum capacity is not exceeded. It is anticipated that this total capacity will be in the region of 700 persons. When the area is at capacity, people will be held in the queuing system and a policy of one in, one out will apply. Once inside the secure area, the audience can enter the Main Marquee via a Disney style queuing system, comprising pedestrian barriers. The design of this queuing system will be agreed in consultation with the security staff who will operate it once the Marquee and associated infrastructure has been erected. Entry from the queuing system will be controlled to ensure the Marquee s capacity is not exceeded. Once inside the site there will be no pass out system in place anyone leaving the marquee will have to re-enter via the queuing system, which will manage crowd flow. Sufficient and appropriate signage will clearly indicate the entry route to the site. This is a non-ticket event and there is no age limit for admission to the zone. Performers and production crew will enter through a dedicated, secure gate, back stage. Egress from the area will be via the entry point. It is anticipated that the area will be clear by on each show day. Movement along the footpaths on either side of the Marquee As far as possible the intention is to permit free access along both footpaths outside the Marquee, in order to facilitate the free movement of the public in both directions and access to shops and residences. Cable runs will be run over head and/or routed through cable ramps as appropriate to reduce the risk of trips. The Marquee will be positioned centrally to maximise the unobstructed access width on both sides footpaths will be unobstructed at all times. It may, however, be necessary to control crowd flows at certain times. At such times, determined by monitoring of crowd flows / crowd density, pedestrian access control points may be set up in order to: control pedestrian flows (i.e. slow movement); prevent access from one direction (i.e. introduce 1-way systems) or close a pathway. Restrictions would be implemented by deployment of security and barriers. The point at which the control point would be placed will be determined taking into account the need for access to particular premises. Suitable alternative pedestrian routes will be agreed to accommodate pedestrians during any controls. In addition, residents and those requiring access to business premises can be provided with separate, identifiable wrist bands so that they are permitted access, without delay, in the event that restrictions are in place. Control measures will also be agreed in consultation with the Fleadh Organisers and relevant statutory partners. Crowd management rules will be prepared to detail when and how restrictions would be implemented.

22 Page 22 of 27 Options for footpaths, depending on assessment of risk (for illustration) x x x Yellow closure: Path closed at points 1 & 2 Green one way: Security at either point 3 or point 4, to redirect pedestrians from entering at this point Note detailed crowd management rules will be prepared for various contingency sutuations

23 Page 23 of 27 Crowd management Zone 2 Zone 2 comprises the area around the roundabout. Several streets lead into this area and these are expected to strong focal routes, not only for those coming to Fleadh TV, but also moving through the town to various attractions. From our experience of Fleadh crowds over the last four years, crowds at Fleadh are transient, moving around the town to experience the various attractions and unique atmosphere. It is our belief that these arrangements will facilitate this. It is proposed to locate a Big Screen beside the roundabout, which will be able to display the live shows and / or safety messages / other event information. This will not be a strong focal point, but will enable those who cannot gain entry to Zone 1 to enjoy the show if they remain within this area for a period. As an event space, Zone 2 has a significant capacity (subject to other activities that may be planned for this area); in the earlier part of the day it is not considered likely that overcrowding would occur. However, it is important that there are contingency arrangements in place to control crowd flows if there is a risk that the zone could become overcrowded, for example, in the evenings, at the weekend. It is suggested, therefore, that visual monitoring of this area and the approach routes to it is carried out on an ongoing basis and that if there is an identified risk of overcrowding occurring then a one way system could be progressively introduced, through depolyment of barriers and stewards, so that some streets are exit only.

24 Page 24 of 27 Crowd control points (Zone 2) Recommended crowd management rules Action level Crowd density Crowd flow Action 1 Normal free circulation Permit unrestricted access Remain vigilant (density less than 2ppsm) and egress within the red continue to monitor 2 Significant reduction in free circulation / reports of high crowd flow rates approaching the zone (density 2 3 ppsm) 3 Capacity / high congestion (density >3 ppsm) zones Introduce one way system permit ingress (and egress) along green routes; permit egress only along red routes Prevent further ingress, until density has decreased. Introduce controls to prevent ingress through Control points 1 4, permitting egress only Introduce controls to prevent ingress through CPs 1 6, permitting egress only. Once congestion has eased sufficiently revert to action level 2 and when appropriate action level 1, continuing to monitor Note: in liaison with Fleadh Event Control, the Big Screen can be used to relay safety messages and if considered appropriate the live coverage can be stopped. Social media can also be used to advise people to avoid the area.

25 Page 25 of 27 Crowd management Zone 3 Zone 3 comprises the street area outside the Indoor Market. Entry to the indoor market will be restricted to ensure that the determined indoor capacity is not exceeded. Queuing barriers will be placed outside the entrance Security at the door will click the numbers in and out. There are some bars fronting the street. As a contingency, in the event that this area was becoming overcrowded, barriers could be deployed across the street to prevent further entry, as indicated. This, combined with the Heras fencing at Lower Drumbiggle Street plus the potential control points at Market Street would secure this area.

26 Page 26 of 27 Crowd management / Security Security Due to the nature of this production and the large amount of technical equipment and essential infrastructure that will be remain in situ throughout the production, it is essential that the site is adequately secured against theft and damage, at all times from arrival and/or rig / load in. Security will be achieved through a combination of: the use of physical security measures (Heras fencing / pedestrian barriers, as appropriate); appropriate security procedures; and the deployment of security personnel Crowd safety It is anticipated that Fleadh TV s evening shows will be a focal point during Fleadh Cheoil na héireann and there is, therefore, a potential for overcrowding, unless appropriate measures are taken to manage crowds. The provision of adequate resources (security personnel and stewards) to ensure effective crowd management is, therefore, essential. Deployment of Security / Stewards: The number of stewards and security personnel required at the site has been determined as a result of an initial risk assessment and taking into account: the layout and size of the site; and the anticipated numbers / audience profile This initial assessment will be reviewed in consultation with the Security / crowd management provider to take into account issues such as performer profiles, when known. Security / Stewards will be deployed for the purposes of. providing a safe environment for the crew and audience preventing disruption of the production protecting property against damage or loss

27 Page 27 of 27 Security for equipment and infrastructure Overnight security will be required during the following periods: From: on Friday 11 th August until: Tuesday 22 nd August Key timeline: Overnight security: Date: Hours Number Main marquee build commences Friday 11 th August Friday 11 th August Saturday 12 th August Lighting / Staging Rig begins Saturday 12 th August Saturday 12 th August Sunday 13 th August Lighting / Staging Rig continues Sunday 13 th August Sunday 13 th August Monday 14 th August Lighting / Staging Rig Monday 14 th August Monday 14 th August Tuesday 15 th August Set Design Tuesday 15 th August Tuesday 15 th August Wednesday 16 th August Lighting / Staging / Set Design continues Wednesday 16 th August Wednesday 16th August Thursday 17 th August Main Camera & Audio Rig Thursday 17th August FleadhTV Show days Friday 18 th Sunday 20 th August Thursday 17th August Friday 18th August Saturday 19 th August Sunday 20 th August Monday 21st August Event break down commences Monday 21st August Monday 21st August Tuesday 22 nd August Event break down complete Wednesday 23 rd August - - Show security (Friday 18 th Sunday 20 th : ) Zone 1: Entry control: 5 (3 + 2) Perimeter security: 2 Artist entry back stage*: 1 *during sound checks artists entry will be covered by crew ( ) Plus Zone 3 New Market Building entry control: 2 Total show time security = 10 Crowd management Additionally, there is a requirement for stewards to monitor crowds and assist in emergencies, etc. Minimum requirement for crowd of 1,000 = 4 In addition crew will be briefed on crowd management

28 Monument Viewing Screen Pedestrian Fencing Decking 19 FLEADH TV Pedestrian Fencing Back Stage MULTI STOREY CAR PARK Car Park Proposed Main Marquee Layout at Market Place For Marquee Erection Toilet Revision Description of Changes Made 7 CLARE By Date COUNTY COUNCIL 8 T: F: E: ennismunicipaldistrict@clarecoco.ie W: Project Title: Drawing Title: Designed by: 2 2 Approved by: Scale: 1 1 Drawing No.: Rev: Drawn by: Date: C MDE Location:.

29 Heras Fencing Shown Thus Viewing Screen Pedestrian Fencing Decking FLEADH TV Heras Fencing Back Stage MULTI STOREY CAR PARK Car Park 3 Toilet Proposed Main Marquee Layout at Market Place For Rehersals and Show Days 7 Revision 5 8 Description of Changes Made CLARE 4 By Date COUNTY COUNCIL T: F: E: ennismunicipaldistrict@clarecoco.ie W: Project Title: Drawing Title: 1 1 Designed by: Drawing No.: Rev: Drawn by: Approved by: Scale: Date: C 1 MDE Location:.