EVENT SAFETY & MANAGEMENT PLAN

Presents:

HALLOWEEN
30th October 2021

EAST OF ENGLAND SHOWGROUND

EVENT SAFETY & MANAGEMENT PLAN

VW MUSIC
Version 5
October 2021
SYGMA SAFETY & EVENTS LTD

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 EVENT SAFETY & MANAGEMENT PLAN

Version 5 – main updates:

Removal of Scooter Event 29th October
Addition of COVID Risk Assessment in Appendix 00 including Coach info, etc
Info for ticket-holders
Addition of Appendices C, D & E
Change to Site Plans – Appendix A

Contents
PART A: INTRODUCTION .......................................................................................................................................... 4
1. THE EVENT MANAGEMENT PLAN & CDM REGS..................................................................................................................... 4
2. PROJECT DETAILS ..................................................................................................................................................................... 6
3. ROLES AND RESPONSIBILITIES....................................................................................................................................................... 7
4. PLANNING .............................................................................................................................................................................. 9
5. ARRANGEMENTS FOR WORKING ON SITE ....................................................................................................................................... 10
6. THE EVENT ........................................................................................................................................................................... 13
7. THE FOUR LICENSING OBJECTIVES ...................................................................................................................................... 15
8. CALENDAR OF WORK ......................................................................................................................................................... 17
9. OPERATIONAL TIMES......................................................................................................................................................... 17

PART B: HEALTH AND SAFETY ................................................................................................................................. 18

10. RISK MANAGEMENT METHOD ......................................................................................................................................... 18
11. COMPETENCE .................................................................................................................................................................. 18
12. CONTROL & CO-OPERATION ............................................................................................................................................ 19
13. COMMUNICATION .......................................................................................................................................................... 19
14. RISK ASSESSMENTS.......................................................................................................................................................... 20
15. MANUAL HANDLING ........................................................................................................................................................ 21
16. WORKING AT HEIGHT ...................................................................................................................................................... 21
17. TEMPORARY DEMOUNTABLE STRUCTURES (TDS)............................................................................................................. 22
18. ELECTRICAL SAFETY ......................................................................................................................................................... 22

PART C: SITE BUILD AND STRIKE ............................................................................................................................. 23

19. SITE PREPARATION .......................................................................................................................................................... 23
20. SITE INDUCTION & OPERATION ........................................................................................................................................ 23
21. HEALTH AND SAFETY MONITORING ................................................................................................................................. 24

PART D: EVENT FACILITIES ...................................................................................................................................... 25

22. TICKETING / INFORMATION ............................................................................................................................................. 25
23. CATERING ........................................................................................................................................................................ 25
24. SANITARY FACILITIES ....................................................................................................................................................... 25
25. FIRST AID / MEDICAL........................................................................................................................................................ 26
26. NEAREST HOSPITAL: ........................................................................................................................................................ 26
27. FIRE EXTINGUISHERS ....................................................................................................................................................... 27
28. REFUSE / WASTE .............................................................................................................................................................. 27
29. MAINTENANCE ................................................................................................................................................................ 27
30. LOST PROPERTY/FOUND ITEMS ....................................................................................................................................... 28

PART E: LIVE EVENT OPERATION ............................................................................................................................ 29

31. KEY PERSONNEL / HIERARCHY OF CONTROL ..................................................................................................................... 29
32. CONTROL AND COOPERATION AT THE EVENT................................................................................................................... 29
33. CAPACITY & CROWD MANAGEMENT ............................................................................................................................... 29
34. ACCESS AND EGRESS ......................................................................................................................................................... 30
35. ACCESS FOR DISABLED VISITORS ...................................................................................................................................... 30
36. SECURITY......................................................................................................................................................................... 31
37. NOISE MANAGEMENT ..................................................................................................................................................... 32
38. RADIOS AND COMMUNICATION ...................................................................................................................................... 32
39. COMPLAINTS/COMPLIMENTS/COMMENTS ..................................................................................................................... 33
40. BOMB THREATS / TERRORIST THREAT .............................................................................................................................. 33
41. EVENT EMERGENCY / EVACUATION PLAN ........................................................................................................................ 33

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APPENDIX 00 – COVID-19 RSK ASSESSMENT .......................................................................................................... 36

APPENDIX A – SITE PLANS ...................................................................................................................................... 37

APPENDIX B – RISK MANAGEMENT CONSIDERATIONS ........................................................................................... 38

APPENDIX C – SITE INDUCTION .............................................................................................................................. 39

APPENDIX D – INCIDENT & EMERGENCY PLANNING ............................................................................................... 40

APPENDIX E – CONTACT LIST (INC CONTRACTORS & CATERERS) (NOT THIS DRAFT) ............................................... 41

APPENDIX F – WASTE MANAGEMENT .................................................................................................................... 42

APPENDIX G – HARM REDUCTION .......................................................................................................................... 43

APPENDIX H – MEDICAL PROVISION – NWEMS ...................................................................................................... 44

APPENDIX J – NOISE MANAGEMENT PLAN ............................................................................................................. 45

APPENDIX K – ORGANISATIONAL CHART / EVENT CONTROL .................................................................................. 46

APPENDIX L – SECURITY MANAGEMENT ................................................................................................................ 47

APPENDIX M – TRANSPORT MANAGEMENT PLAN (CTM DRAWING UP NEW PLAN) ............................................... 48

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PART A: INTRODUCTION

F42 Halloween 2021

Founded in 2012, VW Music have successfully produced, marketed and operated over 80 large
scale UK events. Featuring some of the bigges live & DJ performers & have seen over 250,000
attendees at one of their many events and work closely with some of the most experienced event
specialists within the live music industry.

VW Music is the company behind some of the most prominent electronic music events around the
UK including Pierjam at Blackpool’s North Pier & Hastings Pier, Hellfire which its inaugural year saw
the brand host 3 events in both the North West & North East of England, MegaJam which has
hosted multiple events in both London & Manchester as well as BassJam which has hosted events
in the Midlands, the North West as well as hosting its own outdoor arena at We Are FSTVL.

In 2019 VW Music went on to successfully develop two new brands; BeachJam and Wonderwood
in Redcar and Blackburn respectively, and which both already have expansion plans in place.

Forbidden 42 are infamous for running high octane raves out of an airplane hangar. This October
they’re putting on their Halloween show for the first time since 2019. So get planning your costume
as the event this year will feature three different arenas bringing you scarily good lineups, each
dedicated to House, DnB and Bass. In all honesty, you really are spoiled for choice when it comes
to Forbidden Halloween

Huge Drum n Bass favourites Chase and Status will be headlining with a DJ set and a whole host of
other huge names such as Sub Focus, Hybrid Minds and Nathan Dawe will be making appearances.

Alongside all these spectacular names, you can expect one hell of a show to be taking place, a
world class lights show, an unbeatable atmosphere and maybe even some flames on show.
Forbidden Halloween is Forbidden 42’s annual pinnacle and 2021 is going to be their biggest and
best year to date. It’s got something for any raver, and you won’t want to miss this special spooky
evening.

VWM are pleased to be working with the East of England Arena to present this show:
F42 Halloween will have one main room as an indoor space, with two marquess in the outside
space, with the atrium used as a bar area – expected audience 7500.

Sygma Safety & Events Ltd (safetygeeks) are an event safety management and advisory
company led by Brian Cleary DipSM; IIRSM; RSP; Tech IOSH.
Sygma were formed in 2005 and are well respected in the events, exhibitions and theatre market
as practical and pragmatic advisors with regard to H&S.
Sygma will manage this document on behalf of the promoters and ensure that there is version
control and that the most up to date information is always available.

The safetygeek on site will be

1. THE EVENT MANAGEMENT PLAN & CDM REGS

1.1. The purpose of this Event Management Plan is to outline the plans, procedures and
agreements put in place for VW Music’s F42 Halloween event on 30 October 2021.

1.2. The intention is to draw together all matters of safety and logistics, plans, information for

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and from partners and the information that is given to the public. The document and its
appendices includes many operational plans and risk assessments which, together,
provide a method statement for F42 Halloween – from this point known as The Event.

1.3. As this Event Management Plan includes information regarding operations and activities
from a number of partners, its use is restricted and it should not be copied to persons
outside of the circulation initiated by Sygma/VW Music, East of England Showground and
Peterborough City Council (if relevant); it should be treated as a restricted, private
document not for public viewing.

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1.4. CDM 2015

This document must be sent to contractors and designers during the pre-construction phase

2. Project Details
Event Name F42 Halloween

Event Address East of England Arena

East of England Showground
Oundle Road
Peterborough PE2 6XE
Site Specific Risks Other site users
Site Traffic
Existing building restrictions

Arrangements for safety Liaison in pre-construction phase

• Design meetings
• Site visit
• Continued periodic communications
• Pre-construction online induction for all staff and contractors

Liaison in construction phase

• On site toolbox talks
• Daily briefings and discussions
• Safety Advisor on site
• Daily debriefs to plan for each day
• Open door policy from management
• Exchange of information
• CPP, risk assessment, site plan, site rules and contractor pack available to all duty holders
• All contractors and designers to agree to the Safe Working Agreement and submit documents /
licences as required

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3. Roles and Responsibilities

Client VW Music Ltd
Duties:
Ensure suitable arrangements for managing the event are in place. This include making sure sufficient
time and resources are allocated to ensure:
• Relevant information is prepared and provided to other duty holders
• The Principal Designer and Principle Contractor carry out their duties
• There is cooperation and coordination during planning
• Welfare facilities are provided
• HSE notification is actioned if necessary

Principal Contractor VW Music Ltd

Duties:
To plan, manage, monitor and coordinate health and safety in the construction phase of the event.
This includes
• Liaising with the client and the principle designer;
• Organising cooperation between contractors
• Supervising and monitoring contractors to ensure they carry out their duties
Ensures:
• Suitable site inductions are provided
• Reasonable steps are taken to prevent unauthorised access
• Workforce are consulted and engaged in securing their health and safety
• Welfare facilities are provided
• H&S information is shared with all

Principal Designer VW Music Ltd

Duties:
To plan, monitor and coordinate health and safety in the pre- construction phase of the event.
This includes:
• Identifying and eliminating or controlling risks
• Supervising and monitoring designers, and ensuring they carry out their duties
• Preparing and providing information to other duty holders
• Providing relevant information to the Principal Contractor to help them plan, manage, monitor
and coordinate health and safety in the construction phase
Health & Safety Advisor Sygma Safety & Events Ltd on behalf of VW Music Ltd
Duties: Brian Cleary for advance work

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To act in accordance with the instruction of the principal contractor and assist in the planning, for on-site work
managing, monitoring and coordination of health and safety in the construction phase of the event.
This includes
• Liaising with the client and the principal designer
• Preparing the construction phase plan on behalf of the principal contractor
• Encouraging cooperating between contractors and coordinating their work
Ensures:
• Suitable site inductions are provided
Contractors Compact Security
Duties: NW Medical
Plan, manage and monitor construction work under their control so that it is carried out without risks CTM Traffic Management
to health and safety F1 Acoustics Noise Management

To coordinate their activities with other members of the CDM client group and comply with the )
directions given by the principal contractor or principal designer

To provide all relevant safety paperwork

To attend/undertake an induction

To report accidents, incidents and near misses

Designers Any contractor above who is undertaking designing duties as part of their
Duties: overlay installation
Create and disseminate their CP Plan, and manage all construction under their control

Cooperate with principal designer and principal contractor, notifying them of any modifications to
plan

Maintain structures once built (if relevant)

Workforce All staff employed at the event
Duties:
They must
• Be consulted about matters which affect their health safety and welfare
• Take care of their own health and safety and others who may be affected by their actions
• Report anything, they see that may endanger their own or others’ health and safety
• Cooperate with their own employer, fellow workers, contractors and other duty holders

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4. Planning
Construction Phase The construction phase covers the following activities associated with the staging of
the event:
• The installation and construction of site overlay
• Production load-in
• Production load-out
• The dismantling and removal of site overlay

Description of Work The installation and removal of Stage, temporary structures, lighting, sound, power,
decor, and fencing / barriers to enable the event to take place.

The loading and unloading of vehicles including HGVs in relation to the event
construction operation

Key Dates (start/finish/other) BUILD

26 – 29 October
BREAK
30 October – 1 November 2021
Is the work Notifiable to the HSE This work is less than 30 days and is unlikely to exceed 500-person days during the
construction and de-rig. Therefore, this event is: Not-Notifiable

F10 number is: N/A

Site Induction Contractors working on the event will be sent a link to undertake the site induction
before coming to site. It includes a short quiz to test understanding of various
elements. The induction has a link to the crew & contractor guide which explains
what we expect of everyone working on site

On arrival to the site, staff and contractors will be required to report to the Site Office
and sign in and out each day. Additional information will be provided daily regarding
emergency actions, plans for each day and any changes noted.

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5. Arrangements for working on site

Client Contractor Management All companies with receive a copy of Crew & Contractor guide by way of the online
induction for the site. They will submit answers to the quiz in acknowledgement of
the induction. All will be required to submit the following information:
• Proof of Public Liability Insurance
• Company Health & Safety Policy (if relevant)
• Sie Specific Risk Assessments
• Site Specific Method Statements
• Any licenses for Plant Operators
• Any licenses for Access Equipment Operators
• Plans or images of structures, etc

Electricity 3 Phase power will be provided in-house from the venue’s existing supply.

Distribution and balancing of phases will be the responsibility of the Production

Electrician.

No final connection should be made without reference to the designated electrician.

All final circuits will be 30mA RCD/RCBO protected.

Construction tools should be 110v or battery operated.

Fire Portable fire-fighting equipment will be located around the site and suitably signed.

Staff will be aware of the fire evacuation procedure and assembly point following
their on-site briefing and pre-site induction.

Event Control and the Eof E Arena management will be responsible for calling the fire
brigade when on site as required

The site will be kept clear and tidy to reduce combustible materials

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Ingress & Egress to/from site We will agree access to the work area for vehicles and pedestrians with the E of E
Arena Management.
The external work site will be defined by a perimeter fence and all access will be to
within that compound.

Lifting Operations All lifting operations will be coordinated by an appointed person

Lifting plans will be submitted to the Principal Contractor as necessary

Lifting areas will be restricted to the persons involved in the operation only

Lifting contractors will be via a competent company from an approved contractor list

Noise Areas of high noise will be designated as mandatory hearing protection zones for staff
and areas suitably signed.

Staff will have hearing protection available for use.

Overhead Working Any work being undertaken overhead will have the “Clear Below” principle in place
ensuring those working at height take responsibility to warn other contractors

Staff will ensure that appropriate PPE is in use (i.e. hard hats)

Plant Plant will be hired via reputable supply companies and will have evidence of regular
maintenance.

All operators of plant will be required to hold the necessary proof of competence and
training, copies of which will be held by the site office

All operators of plant must ensure they carry out pre-use checks of the equipment
ahead of its use
Temporary Structures All temporary structures will be provided by competent contractors who have been
pre-selected as noted above.

Access to structures is forbidden until deemed complete and signed off by a

competent person

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Copies of certification will be kept by the Production Manager for inspection

During construction, the build area will be restricted to those persons building the
structures
Vehicle Management Vehicle operations to be monitored throughout the tenancy

Vehicles to use dipped headlights when moving on site. Hazard lights must not be
used when vehicles are moving as they pose confusion of direction of vehicle

Vehicles must not reverse without the aid of a banksman

Vehicle Parking There will be designates parking available for production vehicles and they should be
moved to this point when completed with being unloaded/loaded.

Parking for staff will be arranged closer to the event.

Welfare arrangements Toilets, drinking water, hand washing facilities, areas to take shelter during breaks
and adverse weather will be provided on site

Staff should bring their own refreshments where possible – there will be a number of
catering outlets during the event.
Working at Height Any contractor operating at height will be required to ensure a suitable and sufficient
risk assessment is in place and staff have been trained appropriately prior to carrying
out the work

Suitable and sufficient exclusions zones are to be maintained and signage will be in
place to warn others on site
Appropriate fall arrest or work positioning equipment will be in use by trained
operatives
Those working in proximity of working at height activities will use suitable and
sufficient PPE (i.e. hard hats)

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6. The Event

6.1. This is a music event subject to the Licensing Act 2003.

6.2. Entry to the events is by ticket or accreditation/pass only. Our ticket sales will be available through an online ticket provider and linked to our
website.

6.3. The event uses a combination of professional staff and contractors. The safety of all staff and visitors is paramount throughout the build, event
and de-rig.

6.4. The F42 Halloween Event will take place across 3 arenas:

Main Arena - Drum & Bass Arena:

Chase & Status FT Rage
A-Z
Hybrid Minds
Kings of the Rollers FT Inja
SaSaSaS
Sub Focus FT ID
Bou
Benny L B2B Randall
Horizon FT General Levy & Magika

Room 2 – Marquee – CruCast Bass Arena:

A-Z
Darkzy
Flava D
Gentlemens Club
Kanine
Lazcru
MC AD

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Skepsis
Tsuki
Window Kid
Zero
Special Guest: Nathan Dawe
----------------------------------------
Room 3 – Big Top - Defected House Arena:
A-Z
Darius Syrossian
Low Steppa
Mele
Monki
Nic Fanciulli
Sam Divine
MORE TO BE ANNOUNCED!!

6.5. The Arenas will host food outlets and bars.

6.6. The timings for F42 Halloween are 13:00 to 22:00 on 30th October

6.7. The expected audience numbers are 7500.

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7. THE FOUR LICENSING OBJECTIVES

7.1. For F42 Halloween we intend to address the four licensing objectives by engaging
professional staff and contractors throughout and by working with responsible
authorities.

7.2. Our aim is to provide a friendly event site which is sustainable and allows for growth
through exemplary management of all areas and attention to detail.

7.3. This Event Safety & Management Plan demonstrates the various measures we will be
taking in support of the four licensing objectives and how we intend to go beyond what is
expected of us.

7.4. THE PREVENTION OF CRIME & DISORDER

The security management plan in Appendix L will show the company we have engaged to
work with us (Compact Security) and a deployment of their staff. All areas where licensable
activities are taking place will be managed by SIA licensed teams. Other experienced event
stewards will be deployed in FOH and Stewarding roles.
Our Drugs and Alcohol policies are also shown in Appendix G.

Our intention is for this event to be “Police-free” – Security and Stewarding plans should
be sufficient to manage the site without recourse to Police special duties. However, we will
of course work closely with the local Police if required, through the SAG, to ensure there is
scrutiny of all policies and that the latest intelligence available regarding crime, drugs and
CT is factored into our plans. We will work with the local Police through the SAG if arranged
to agree protocols for dealing with illegal behaviour and procedures for arrests and
detention as may be necessary. Police officers will be welcome on the site for inspections
or community engagement at any time.

Our intention throughout is to promote a positive message to customers with regard to

harm reduction and the prevention and detection of crime. Our website will continue to
pass messages and suggestions to visitors regarding safety, crime reduction and other
similar items.

7.5. PUBLIC SAFETY

The safety of public attending the event (as well as staff and contractors) is paramount for
the F42 Halloween event. This also extends to the build and de-rig of the event and to the
wider event footprint, including local travel to the event and local area impact.

VW Music have engaged Sygma Safety & Events Ltd (a specialist Event Safety Company) to
provide risk management strategies, risk assessments and safety advice throughout the
planning of the event. This work is outlined in Part B below and in the Appendix of this
document. Safety is an integral element to all VW Music policies and procedures and is a
consideration at all planning meetings.

Brian Cleary of Sygma was the chair of the ‘Planning & Management’ chapter of
www.thepurpleguide.co.uk and we will use this document as guidance for the festival
alongside experience of staff and contractors and other available guidance for planning and
management of the event.

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We will attend Safety Advisory Groups and multi-agency meetings as necessary and share
our risk management thoughts with those attending and the responsible authorities. We
will listen carefully to advice given and implement it where reasonably practicable or where
a condition of the license.

All contractors working on the festival will be required to submit RA/MS and Public Liability
Insurance details. These will be scrutinised by the safety team and further questions and
investigations completed if there are any queries or omissions.

The site layout has been carefully thought out and aims to utilise the space available in the
safest most efficient way possible. Where possible we will separate pedestrians and
vehicles and, where this becomes difficult will restrict the movement of vehicles and
enforce strict speed limits on site.

We will not use “Health & Safety” as a blunt tool to restrict the creative vision of the
festival; we will use sensible risk assessment, experience and knowledge of structures and
effects to allow the most spectacular event possible (budget permitting) whilst preserving
public safety throughout.

7.6. THE PREVENTION OF PUBLIC NUISANCE

The festival organisers are aware that noise escaping from the site and traffic management
issues in the local area constitute the most likely forms of nuisance that could be generated
by the event.

There will be a drive towards coach travel, public transport, pick up and drop off (PUDO)
and local taxi firms. However, the wealth of parking available at the E of E Showground
means that many groups may travel by private car.

For the F42 Halloween event, our partners Exurbia have an exemplary record of organising,
selling and facilitating travel by coach from a number of areas. Although we are expecting
a large proportion of the audience to be drawn from the local area, we still expect a
significant number will travel by coach from main cities across the UK. Coach drop off and
pick up will be facilitated close to the Main Arena space.

All management of PA and noise emanating from the site will be under the control of the
event management team and their staff.

7.7. THE PROTECTION OF CHILDREN FROM HARM

F42 Halloween is an 18+ only event.

All ticket purchasers will be advised to bring age-appropriate ID to the event as anyone
appearing to be under 18 will not be allowed into the event. We will arrange for a welfare
and eviction team to be based at the entrance to deal with any under-age refusals.

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All SIA staff on site will have been through DBS scrutiny in gaining their license and any
stewards deployed on site will be managed by someone (SIA or other) who has provided a
valid and appropriate DBS certificate.

VW Music & F42 Halloween would like to engage with any Children’s and Social Services
department at the local Council to ensure that local protocols are understood and that
there is a 24/7 contact available (both ways) in case of any incident involving a
child/teenager at the entrance to the event. This could simply be an exchange of policies
and ethos but could also be creating a space on site for Social Services (perhaps alongside
welfare) if deemed reasonable and appropriate.

All bar outlets will operate a Challenge 25 policy (see alcohol policy in Appendix G). Bar
staff will receive on site briefing/training and there will be a refusals log kept behind each
bar available for scrutiny by Responsible Authorities on request.

8. CALENDAR OF WORK
The proposed Production Schedule will follow in a later version of this document.

9. OPERATIONAL TIMES

9.1. Work in preparation for the first event on the site will take place for a number of months
with small scale infrastructure work which will not create any local area impact –
measuring, checking ground conditions, etc.

9.2. The build will initially consist of a number of delivery vehicles bringing equipment to site.
This will include some perimeter fencing being the most urgent first priority.

9.3. Build works will typically be between 08:00 and 20:00 with the last period for snagging
and staff deployment until doors.

9.4. The F42 Halloween Event is on the 30th October with doors at 13:00 and close at 22:00

9.5. From the time that there is any valuable equipment on site there will be a security
presence 24/7 and the doors and fence will be kept locked to prevent unauthorised access.
This will extend to the period of the break of the site with at least 2 SIA guards on duty to
prevent unauthorised access from criminals, vandals or dog-walkers who may not be
aware of the dangers on site.

9.6. The operational times for the event are as above; there is a distinction between the
licensable activities timings, and the site opening times – the site will be open throughout
the event, but licensable activities will be restricted to the times allowed on the license.

9.7. Dispersal of the visitors will be by 23:00 after F42 with technical de-rig starting as soon as
safely possible after the last act has closed. For the de-rig, the same safety rules will be
applied as for the build. This will be non-noisy work only and consists of removing speakers
and lighting from site.

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10. RISK MANAGEMENT METHOD

10.1. In planning to hold this Event, the Management Team at VW Music, their contractors and the
event’s safety advisors Sygma Safety & Events Ltd have used their knowledge and experience of
similar events to ensure that they comply with legal requirements at all times and that, where
possible and applicable, Approved Codes of Practice and Guidance are followed in presenting
the event.

10.2. Certain legal requirements can be found in:

Health & Safety At Work Act 1974
RRO (Fire Safety) Regulations 2005
Management of Health & Safety At Work Regs 1999 (as amended)
RIDDOR 2013
COSHH regs 2002
Lifting Operations and Lifting Equipment Regs 1998
Electricity at Work Regs 1989
Provision and Use of Work Equipment Regs 1998
Equality Act 2010
Working At Height Regs 2005
Licensing Act 2003
CDM2015
Corona Virus Regulations 2021

10.3. Other Guidance used:

www.thepurpleguide.co.uk
HSE Publications: Managing Crowds Safely 1996
Temporary Demountable Structures, Guidance on Procurement, design and use. 2017
HSG65 Managing for H&S
Technical Standards for Places of Entertainment
Government Corona Virus Guidance

10.4. This document can be taken as the method statement for the event

10.5. All staff participating will receive information and briefing as to their responsibilities under
various H&S Laws and Regulations in advance of the event and as a briefing on their induction
to the event site.

10.6. HSG65 as listed above (and the purpleguide.co.uk) refer to the “4Cs” in planning for safety,
which we have adopted for this Event

11. COMPETENCE

11.1. All those involved with the planning are recognised as competent within their field. Their
credentials and experience will be checked and scrutinised as part of the event control

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11.2. All contractors are competent in their field and have been chosen for their experience of similar
events. Contractors will provide VW Music and Sygma with Risk Assessments and Method
Statements prior to the event. These will be scrutinised and, once approved, kept on file at the
site. We shall also check all Public Liability Insurance cover.

11.3. Contractors are deemed to be competent by demonstrating knowledge of their particular

specialization; by their experience of similar events; by their practical ability in their particular
field; and by their record of relevant training. All contractors’ employees will be given, or shall
be deemed to have received previously, relevant training to give them the necessary
competence to perform the tasks they are being asked to complete.

11.4. VW Music (VWM) and the management involved are aware of their duties under the
Management of Health & Safety at Work Regs 1999, Regulation 7 (Health & Safety Assistance)
and have contracted Sygma Safety & Events Ltd to prepare risk assessments and safety advice
towards the safe and successful running of F42 Halloween 2021.

12. CONTROL & CO-OPERATION

12.1. VWM have brought together an Event Planning Team that attends regular meetings to have
input to the planning for the festival and will use the outcomes of these meetings to determine
a hierarchy of control and a set of documents relating to the control of the event. Meetings will
involve and include representatives from partner agencies, some contractors and community
interest groups as necessary.

12.2. VWM has retained Sygma Safety & Events Ltd to carry out, monitor and review risk assessments.
The control documents and the risk assessments will set out the responsibilities of those
involved and will be signed up to by the Event Planning Team. Regular checks of control
measures will be carried out during the build-up, during the event and during the clearance of
the site.

12.3. Regular meetings are held and a consensus reached on the various aspects of risk management,
access control and emergency procedures and provisions. Minutes of the meetings are
circulated along with action points. Risk Assessments have been produced with the co-
operation of all parties.

12.4. We hope there will be co-operation with and from local businesses plus local interest groups.
The views of many interested parties are taken note of and included in planning as appropriate.

13. COMMUNICATION

13.1. Effective communication is seen as the key to controlling the risks for F42 Halloween.
Communication currently takes four forms:
• Communication between the members of the Event Planning Team (and the disseminating
of knowledge throughout the safety chain) by way of minutes from meetings, e-mails,

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 telephone conversations, site meetings, plans and other documents which are regularly
reviewed and agreed.
• Communication with the public and media outlets prior to and during the event by way of
published attendee information, press releases, web-site and other internet outlets.
There is a dedicated press and social media team to communicate to potential visitors
and local residents/businesses.
• Communication during F42 Halloween between contractors, site control and other services
will be primarily by way of two-way digital radios (proven to work across the expanse of
the site) and mobile telephones. The Event Control will be based on site
• Communication with the public on site via the stewards who are informed by radio, The PAs,
clear signage and an increasing ability to use social media for live updates and
information.

14. RISK ASSESSMENTS

14.1. There are many factors of risk affecting the safe and smooth running of this Event. This section
(Appendix B) aims to categorize the varying risks, both general and more site specific, and
explain the control measures and planning that are being put into reducing the risks to the
minimum acceptable in each case.

14.2. The Risk Assessments will continue through the planning and building stages of the event and
will be a significant part of checks and briefings during the event. Any significant changes to the
risks experienced or expected will be noted and included in the post-event draft of this
document for any de-brief.

14.3. Shown below is the method used for giving numerical quantification to specific risks:
For the purposes of this document a risk rating has been used to determine the level of control
measure required. The Risk Rating is calculated by taking the Likelihood of a particular hazard
occurring and multiplying it by the Severity of the potential outcome of that particular hazard.

• Risks with a rating of 15 or more (red) are considered to need immediate remedial action or
an alternative method of provision in that area.
• Risks with a rating of 8 to 12 (amber) require constant monitoring and review.
• Risks with a rating below 8 (green) will be occasionally monitored.
• We are aware of the recent changes to RIDDOR but choose to use the three-day rule as a
guide to how to deal with incidents and injuries.
• The Event Team will be able to provide rapid decision making on site with regard to arising
hazards, incidents and emergencies.

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14.4. Please see Appendix B for Risk Assessments.
15. MANUAL HANDLING

15.1. Manual Handling Operations Regs 1992. All staff and contractors working on this event should
be aware of the high risk of accidents in work where manual handling is used. (30% of all
reported work accidents are as a result of Manual Handling)

15.2. Where possible manual handling should be avoided or reduced as much as possible. The
Production & Site Managers will assist as much as possible by ensuring that equipment can be
delivered as close as possible to the place where it will ultimately be used. Where possible, large
loads will be broken into component parts, mechanical aids will be provided, and equipment
should be delivered in boxes and cases that are on wheels.

15.3. All staff and contractors should be encouraged to use mechanical aids (sack-
barrows/trolleys/etc) when moving equipment around the site. Contractors should produce Risk
Assessments where they feel that Manual Handling is unavoidable.

15.4. Where manual handling is the only course of action, the event management team will call on
additional staff to assist where needed. There will be a pool of staff available on site.

15.5. One of the largest parts of the infrastructure for this event is the deployment of barriers and
perimeter fencing which will involve both mechanical lifting (Forks) and Manual Handling –
taking sections of barrier from the forks. Mechanical handling will also be used to assist in the
building of Temporary Demountable Structures (TDS) on the site.

15.6. Any contractors with manual handling problems should discuss them with the Event H&S
Advisor or the Production/Site Manager

16. WORKING AT HEIGHT

16.1. All work at height by contractors will be kept to a minimum and monitored by the Event Health
& Safety Advisor.

16.2. Where possible, working at height will be avoided, however, where absolutely necessary,
ladders will be inspected for safety before use by the Production/Site Manager or Event H&S
Advisor. Anyone working from a ladder should only do so for as short a period as possible and
be aware of the dangers. All ladder work should involve an additional person to foot the ladder
and, where practicable, tying-off the head of the ladder.

16.3. Moving ladders around the site should be undertaken with great care and be a job for at least 2
persons if the ladder is 10 rungs or more.

16.4. Any contractor erecting an access tower should hold a current, valid PASMA certificate or
equivalent and be able to produce evidence of competence. The Event H&S Advisor can assist
in checking tower erection if required.

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16.5. MEWP operation on site may be necessary in building stages and running festoon. All vehicle
routes will be carefully chosen with terrain and other workers (pedestrians) on site. All MEWP
operators will be able to provide evidence of training which will be scrutinized and collated by
the safety advisor on site.

16.6. The Production/Site Manager and/or Event H&S advisor will be available at all times to assist
with advice and solutions.

16.7. Contractors with more complex rigging or working at height issues should provide the
Production Manager with a separate and specific risk assessment and plan.

17. TEMPORARY DEMOUNTABLE STRUCTURES (TDS)

17.1. There are a number of TDS involved for F42 Halloween – mainly temporary stages, marquees
and a Big Top.

17.2. All temporary demountable structures will be certified as complete by the installing company
and a certificate given to the Production Coordinator or Event H&S Advisor where appropriate.
The Event H&S Advisor will have the necessary theoretical and practical knowledge to check
such structures but certification can only be ratified by the installers.

17.3. All contractors supplying this event will have their H&S documents examined as part of the
tender process and will be required to provide site specific risk assessments and method
statements in advance of any work commencing.

17.4. All structures will be erected in accordance to current health and safety at work best practices.
Detailed risk assessments on their structures, erection and dismantling processes will have been
carried out by the suppliers.

17.5. VWM will work with contractors to monitor the weather, especially wind, around the build and
strike period. Once built most outdoor structures can withstand up to 25ms winds (TDS3/4
guidance), however it is in the build and strike phase that the structures and those working on
them are most vulnerable. Work may be delayed or temporarily suspended to ensure the
structures can be built or de-rigged safely. Fencing can also be particularly vulnerable –
especially when covered by scrim or banners.

18. ELECTRICAL SAFETY

18.1. Although not a legal requirement, PAT testing is a recognized method for demonstrating that a
company carries out planned preventative maintenance on their equipment. The Production
Coordinator and/or Event H&S Advisor will ensure that anyone supplying electrical equipment
to the event understands the requirement for PAT test evidence. This will be backed up on site
by random checks of electrical equipment. Equipment showing evidence of damage, poor repair
or no PAT test will be removed from service.

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18.2. Contractors supplying any power distribution schemes will ensure that the site electrics are
certified and signed off (where required) by a suitably competent person and that a temporary
installation certificate is presented to the Event H&S Advisor to go in the event file in line with
BS7909:2011.

18.3. The power for this event will be provided by the venue’s in-house supply.

18.4. All circuits where members of the public, clients, performers, artists and crew could come into
contact with them, however remote a chance, will be protected by a 30mA, RCD breaker for
safety. The engineer designing the system will sign the Temporary Installation Certificate in the
appropriate place.

PART C: SITE BUILD AND STRIKE

19. SITE PREPARATION

19.1. Prior to commencing any work we will check the sites for debris and other items that might
render the space and/or our work unsafe – if additional work is required for the site to be up to
standard, we will contact the East of England Showground management team. We will plan our
build works to take place after the clearance of the site from any previous events.

19.2. We will mark out the site with water-based marking paint (exterior) and tape (interior). Any
major changes to the site plan due to changes in equipment or, for example, due to areas being
unusable, will be shown on revised site plans which will be updated in site HQ.

19.3. All staff and contractors working on the event will have been sent the 2D plan of the site with
site visits being available as required.

19.4. The initial work on site will be to establish a safe site by erecting a perimeter fence to prevent
public access as necessary to the exterior areas.

19.5. As soon as there is any valuable equipment on site there will be a security presence. Security
and Production will work together to ensure that there is a “gatekeeper” for the site to receive
deliveries and direct them to the correct area.

20. SITE INDUCTION & OPERATION

20.1. All staff, site visitors (not ticket-holders) and contractors working on the event will be sent a
crew & contractor briefing explaining the nature of the event, the hazards and control measures
they may encounter on site, PPE that may be required, standards of dress, essential timings and
emergency plans, etc. This will include a covid induction and health declaration

20.2. This document will form the basis of any site safety inductions to any staff or contractors
expecting to work on the site.

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20.3. Staff will also be given a site briefing/toolbox talk each day on site to pass on any additional
information about the venue and to discuss the day’s work on the project.

20.4. The Production Manager and/or Event Health and Safety Advisor or named deputies will be on
hand at all times to provide assistance and advice and to ensure all control measures noted here
are carried out where practicable.

20.5. Once briefed and any questions have been dealt with, contractors will be allowed to start their
work and will be directed to individual sites as required.

20.6. A full production work schedule will be produced in the coming weeks. This not only looks at
deployment of equipment, but also site breakdown post event.

21. HEALTH AND SAFETY MONITORING

21.1. The Production/Site Manager will advise exactly when the site is ready to open to the public
based on a number of checks to be carried out on equipment, infrastructure and services. Public
safety both on and off the site will be paramount in making decisions and all actions will be
logged in the event diary.

21.2. A sign off to open (SOTO) protocol has been developed and this is replicated in Appendix B.

21.3. Similarly, the arenas will only be opened once the Event Manager is satisfied that they are safe.

21.4. All of the parts of the site that are public thoroughfares will be maintained as accessible as long
as there is no compromise to event safety and security.

21.5. Where vehicles do need to move around in public/pedestrian areas, they will be marshalled by
suitably trained staff and pedestrians given priority at all times except in an emergency.

21.6. Safety checks will be carried out throughout the event as appropriate by the Event Manager and
their team.

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PART D: EVENT FACILITIES

22. TICKETING / INFORMATION

18.1 The event is likely to be sold out – F42 Halloween 7500.

18.2 Tickets can only be purchased on-line.

18.3 Tickets are for 1 day – Saturday 30th October

18.4 Event is over-18 events only

18.5 All ticket purchasers will have their tickets e-mailed to them in advance of the event where
possible.

18.6 Web/Social Media information will include travel details, timings, do’s and don’ts, etc

18.7 Tickets will be checked at the entrance but only VIP tickets will be exchanged for wristbands. A
running total of ticket-holders on site will be tallied through scanning tickets, counting tickets or by
clicker as appropriate – this will include a count of those leaving site.

23. CATERING

19.1 There will be a number of catering outlets on site catering for all tastes.

19.2 All caterer documents will be collected and scrutinised in advance of the events; they will be
available to view on request .

19.3 Any catering outlet with a food hygiene rating of 3 or less will not be booked onto site.

19.4 Staff will check details of caterers on site and will scrutinise hygiene, washing, disposal of waste
(skips and bins provided) and disposal of grey water (containers provided and emptied by our waste
carrier or toilet contractor). All catering structures will be reviewed on site to ensure they are
inherently safe and not prone to collapse in windy conditions.

19.5 We will work to provide appropriate fire separation between units and will stipulate the
extinguishers that all caterers need to bring with them depending on their method of cooking.

19.6 Toilet and handwashing facilities exclusive to caterers will be provided on site.

24. SANITARY FACILITIES

20.1 We will utilise the risk assessment method for calculating toilet numbers from
thepurpleguide.co.uk. There are a number of toilets within the arena complex, but there will be
additional toilets in the external arenas.

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20.2 Toilets will be positioned around the site so that all areas have a provision. All external toilet
blocks will be close to hard standing or trackway to facilitate emptying and cleaning.

20.3 All toilets will include handwash facilities.

20.4 In all places where toilets are grouped together there will be a provision of accessible units for
wheelchair and disabled patrons.

20.5 We are not currently aware of any mains drainage on site, so all waste and waste water will be
transported from site by tankers from a registered waste carrier.

20.6 All water outlets on site that are potable drinking water will be appropriately marked and
regularly sanitised. All taps at public points will be percussion type to prevent waste of water. Catering
areas will have standpipe taps with twist taps to assist in filling vessels for cooking.

25. FIRST AID / MEDICAL

21.1 First Aid and Medical cover is to be provided by North West Event Medical Services (NWEMS).

21.2 Medical provision will be in-line with the purpleguide risk assessment calculator and will
include a base on site for treatment of casualties and a number of vehicles for patient transfer as
required.

21.3 The intention is to minimise the impact on the local NHS service.

21.4 All staff will know how to access first aid assistance.

21.5 The Event Manager will keep an accident log book during build, event and get out and will have
access to a First Aid kit. Any RIDDOR forms will be sent to HSE and the relevant Authority
(Peterborough City Council) for this event.

21.6 Additional Medical information will be shown in Appendix H.

21.7 Our medical supplier will engage with the local NHS Trust in advance of the event to ensure all
protocols are understood and to establish 24 hour contacts for A&E and other relevant services.

26. NEAREST HOSPITAL:

• Peterborough City Hospital – Edith Cavell Campus, Bretton Gate, Peterborough PE3 9GZ

• Hinchingbrooke Hospital – Hinchingbrooke Park, Huntingdon PE29 6NT

• Addenbrookes Hospital – Hills Road, Cambridge CB2 0QQ

• Queen Elizabeth – Gayton Road, Kings Lynn PE30 4ET

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27. FIRE EXTINGUISHERS

27.1. Fire Risk Assessments will appear in Appendix B.

27.2. FFE On site: Each caterer will be required to bring suitable and sufficient fire extinguishers for
their outlet. All contractors will be asked to bring their own FFE commensurate with their risks.

27.3. The highest level of fire risk for this Event will be:
Catering – any open fires, open gas flames to be closely monitored
Electrical fires – all equipment inspections will be carried out.
Arson – security and stewarding will be present at all times.
Stage Pyrotechnics – not currently any booked – RAMS will follow if they are

27.4. Additional Fire extinguishers will be provided depending on changing risk assessments and sited
as Fire Points in areas where staff will have free access to them.

27.5. Vigilance with regard to fire will be reiterated to all staff and contractors during briefings.

27.6. Fire Fighting Equipment: See Fire Extinguisher Schedule in FRA – Appendix B.

28. REFUSE / WASTE

28.1. The waste contractor for F42 Halloween will include bins and skips for the site.

28.2. All VWM contractors, caterers and staff will be asked to bag up waste and leave in strategic
positions across the site for collection by the waste contractor.

28.3. Litter picking of the site will be constant with concentration on arenas after entertainment has
finished, but also taking in regular visits to the car parks and PUDO.

28.4. Where possible, waste will be separated on site for recycling, especially at bars and catering
units with separate spaces for glass (decanted bottles not given to public) and cardboard (from
boxes and deliveries).

28.5. Any unseparated waste will be taken from site and sorted for recycling elsewhere.

28.6. All caterers will be given strict rules for the type of containers, wrappings, and cutlery they can
use on site.

29. MAINTENANCE

29.1. All Contractors for VWM will leave a supervisor and/or crew on duty for the event when their
equipment is show critical. They will be contactable by mobile phone and radio at all times and
will be in contact with the Production Manager.

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29.2. E of E Showground Management will provide maintenance services to the fabric of the sites as
necessary.

29.3. Any routine maintenance to the site or other uses will be postponed during the build, live event
and strike.

29.4. Any essential (and emergency) maintenance will be discussed with all partners before
undertaking any work on site.

30. LOST PROPERTY/FOUND ITEMS

30.1. Any lost items will be logged by security control, collated and set aside for future collection.

30.2. Luggage, bags and suspicious packages will not be collected by stewards. If suspicious packages
are found, the Event Manager will be informed and they will liaise with Security to assess the
risk to the public in the immediate area, and to the event as a whole. See separate section on
emergency planning.

30.3. Anyone who reports lost items should initially be directed to Security Personnel in the first
instance. Personal details may be taken for lost items that turn up at a later date. Members of
the public will be advised to contact VWM offices after the Event, if items have not already been
found.

30.4. Anyone claiming lost items that have been found during the event will be required to give proof
that the item is theirs and details will be logged by the security supervisor during the event.

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PART E: LIVE EVENT OPERATION

31. KEY PERSONNEL / HIERARCHY OF CONTROL

31.1. The Event is organised by VW Music working with partners F42 Halloween.

31.2. A brief organisational plan for the operation is shown below at Appendix K.

31.3. A full list of all event contacts will be found in Appendix E.

31.4. On site management will be the responsibility of VWM Production Manager aided by the
members of the Event Management Team.

31.5. All contractors will provide staff lists and credentials.

31.6. Security will keep a register of all staff deployed at the event.

31.7. There will be a show-stop procedure for the event that can only be triggered by a few key
management staff – see detail in Appendix D.

32. CONTROL AND COOPERATION AT THE EVENT

32.1. The first point for all operational queries should be to Event Control which will be based on site.

32.2. The Safety Advisor will address matters of H&S when on site during the build, live event and de-
rig and support Event Control and other managers with advice towards decision making.

32.3. All partners will be invited to be part of the Event Control area so that communication links are
their shortest (ie face to face).

32.4. Event Control has a radio system that reaches all areas of the site. These radios will be shared
with critical event staff to ensure they are linked in and contactable throughout.

33. CAPACITY & CROWD MANAGEMENT

33.1. Primary people management objectives are:

o To create a joyous and peaceful event that will allow the audience to celebrate or
experience F42 Halloween in their own way
o To provide a pleasant, safe and secure environment within the site
o To promote a relaxed atmosphere where visitors can enjoy the social nature of the event
o To ensure that those not engaging with the event can continue on their daily business
with as little disruption as possible outside of the site.

33.2. The Security & stewarding contractor for VWM is Compact Security.

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33.3. The management and staff shall have many years’ previous experience at ensuring safe and
secure environments at events. The Security Supervisor, Production Manager, Safety Advisor
and Event Manager will meet onsite during the build, break and (if needed/possible) live event;
due to the nature of the build/event/break-down schedule it is unlikely that regular meetings
for the key event management team members and partners will be instigated; instead, avoiding
the peak periods of the live event, control meetings will be organised twice daily to ensure
information is being communicated, to gauge the mood on site and to agree changes; radio
checks and a reporting system will be instigated for all other periods.

33.4. No person under the age of 18 years shall be employed as security or stewarding personnel.

33.5. More information regarding security management is available in Appendix L.

34. ACCESS and EGRESS

34.1. All vehicles and equipment for the build and break will be seen onto site by a banksman and
removed to park elsewhere as soon as they are empty.

34.2. Access to the route is by prior arrangement only – we will have a list of all vehicles expected and
each will be issued with a timed security pass on arrival.

34.3. All staff and contractors present at the event will wear a pass that has been shared with security
to aid in recognition of valid access rights – especially to back of house areas.

34.4. For egress we intend in all normal circumstances to use all routes available

34.5. In an emergency we will decide which may be the best routes away from danger and
communicate this to staff – (see Appendix D for Emergency Plan).

34.6. If, by the time of the event, UBER taxis are a factor in the area, we will liaise with their national
control to set an exclusion area around the site which will direct all pick-ups and drop-offs to
our chosen site to reduce disruption to local traffic. We may also give this out as a What3Words
link.

34.7. As and when needed and appropriate, additional site signage will be added to enhance the event
environment and understanding for the public.

35. ACCESS FOR DISABLED VISITORS

35.1. Parking for Blue Badge holders is available close to the arenas.

35.2. There will be accessible toilets wherever we place other units.

35.3. In an emergency stewards and security will be on hand to assist anyone with mobility issues

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35.4. Assistance dogs will be welcomed across the event.

35.5. Carer tickets are available free of charge if booked in advance.

36. SECURITY

36.1. The F42 Halloween security deployment will be appropriate to the level of risk. The main areas
of risk are:
o Audience profiling according to the line-up
o Anti-Social behaviour
o Flow of attendees around the site
o Focus and density of crowd in certain areas
o Drugs & Alcohol
o Stewarding in the event of an emergency
o Petty crime (eg pick-pockets)

36.2. It should be noted that, despite the section above, it is hoped that the largest role for security
and stewarding staff will be Customer Service – assisting visitors and staff in providing and
enjoying a great event.

36.3. No person under the age of 18 years shall be employed as security or stewarding personnel.

36.4. The Event Manager, along with the Security Manager, shall ensure that an appraisal of all
security and steward requirements is agreed and that the positions, numbers and equipment of
security and stewards shall be to the satisfaction of all parties. This will be shared with the wider
event management team and is likely to be a condition of license.

36.5. Names, addresses and dates of birth for all non-SIA licensed security and stewarding personnel
shall be available to the local Police and the Licensing Authority for checking if requested.

36.6. A register of the security and stewards employed on the site shall be kept. Details recorded in
the register shall include: full name, date of birth, home address, employer, ID number and their
signature. The register will also contain records of the date, times and location during which the
individuals commenced and finished duty. The register shall be retained on site and will be
available for 12 months after the event from the Security Contractors.

36.7. All incidents shall be recorded in an approved incident log. The incident log shall be open to
inspection by agencies at all times in the control area.

36.8. Security staff at entrance points will use magnetic “wands” to scan each person for concealed
weapons and contraband. Bag checks will be carried out as appropriate with regard to the event
risk assessment, threat levels and the advice of the Police through the SAG.

36.9. Drugs detection dogs will be deployed within the entrance lanes.

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36.10. We hope to arrange with the Police (via SAG) for contact with the site to be made on the day of
the event and a contact number passed on for a liaison officer who will be available throughout
the live event. This is to minimise 999 and 101 calls when they are event related.

36.11. We hope that the Local Police will provide Compact Security with evidence bags for their search
area. These will be used to contain any deposits in the Amnesty Boxes or any items taken off
people entering site – for example quantities of drugs that are clearly for supply and any
weapons. Any personal use seizures will be deposited into the Amnesty Boxes; personal use will
still result in a refusal to enter the site, regardless of ticket type.

36.12. Compact will agree with the officer contact on the day a protocol for calling in assistance for
arrests.

37. NOISE MANAGEMENT

37.1. Our event Noise Management Plan is shown in Appendix J.

37.2. All other sources of noise during build and break will be monitored and assessed against the
Control of Noise at Work guidance and hearing protection zones set up as appropriate.

38. RADIOS AND COMMUNICATION

38.1. Radios will be multi-channel Digital two-way units which will be in place for site management
and contractors.

38.2. Chargers will be available; Mobile phones have good service in the area, but coverage is often
affected when there are large crowds.

38.3. There will be a contact list for all event staff.

38.4. All Event staff will have radios and be trained in the use of them, following the appropriate
protocols.

38.5. Radio communication should always be kept to a minimum to allow space for essential
communications.

38.6. To send a message: depress the talk button; speak your name and position and who your
message is for; await response to your call; when asked to send your message please re-state
your name and position and keep the message clear and concise; when your message is
complete, listen carefully for instructions or be prepared to give further information. If someone
is dealing with your call, there may be a short delay whilst facts are checked, or resources are
allocated etc.

38.7. Radios are tested by the providing company and spare batteries are available.

38.8. Where possible, all radios will be provided with an ear-piece; this is important to ensure that

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 sensitive messages are not overheard by members of the public causing misplaced conjecture
and panic and so not as to disturb the event.

38.9. Channel Allocations will be as below (TBC):

∙ Channel 1 – EVENT CONTROL
∙ Channel 2 – SECURITY/COMMAND CHANNEL
∙ Channel 3 – PRODUCTION AND STAGE
∙ Channel 4 – MEDICAL EMERGENCY
∙ Channel 5 – BARS

39. COMPLAINTS/COMPLIMENTS/COMMENTS

39.1. All Event Staff and stewards should be capable and willing of taking complaints, compliments
and comments from customers and of passing them on to the Event Manager. These messages
may assist us in improving the event as we go along or may serve as pointer for any de-brief that
takes place. Staff will have a method for recording these comments.

40. BOMB THREATS / TERRORIST THREAT

40.1. We will use the “gov.uk” website which currently puts the threat level at Substantial for
International terrorism and Severe for Northern Ireland terrorism at the present date – 10th
September 2021.

40.2. If a bomb threat is received staff should contact the event manager immediately.

40.3. In the event that a bomb threat is received, staff will pay attention to:
o Timed to go off at.
o Location of bomb.
o Identity or code word or caller.
o Text of message.
o Details of the caller: sex, age, speech, background noises.

40.4. Should a threat be received the Event Manager will liaise immediately with the Police and be
prepared to invoke the Event Emergency Plans.

40.5. Event Organisers will be in contact with the Police and their CT advisors via the SAG process.

41. EVENT EMERGENCY / EVACUATION PLAN

41.1. The Emergency Plans as stated in Appendix D will be shared with all senior staff at the event

41.2. Elements from the plan will be included in staff and volunteer briefings as necessary

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41.3. Prior to the live event, VWM and partners will follow the emergency plans already in place for
the site and local area.

41.4. All personnel will become resources to whichever emergency service takes primacy in the event
of a major incident

41.5. Our emergency plans will differentiate between incidents which can be dealt with utilising the
resources on site, and major incidents which require mobilization of large numbers of
emergency resources from off-site.

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APPENDICES

APPENDIX 00 – COVID-19 RISK ASSESSMENT

APPENDIX A – SITE PLANS

APPENDIX B - RISK MANAGEMENT CONSIDERATIONS

APPENDIX C – SITE INDUCTION

APPENDIX D – INCIDENT AND EMERGENCY PLANNING

APPENDIX E – CONTACT LIST

APPENDIX F – WASTE MANAGEMENT

APPENDIX G – HARM REDUCTION

Gii Alcohol Policy
Giii Drugs Policy

APPENDIX H – MEDICAL PROVISIONS

APPENDIX J – NOISE MANAGEMENT PLAN

APPENDIX K – ORGANISATIONAL CHART/EVENT CONTROL

APPENDIX L – SECURITY MANAGEMENT

APPENDIX M – TRAFFIC MANAGEMENT PLAN (CTM Drawing up new plan)

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APPENDIX 00 – COVID-19 RSK ASSESSMENT

HALLOWEEN

00

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 F42 COVID-19 Management Plan

HALLOWEEN
30th October 2021

EAST OF ENGLAND SHOWGROUND

C-19 Management Plan

PLANNING, BUILD, LIVE EVENT & DERIG
CONFIDENTIAL
This document is marked confidential and contains
information that may be legally privileged and protected
from disclosure. It is intended solely for the use of the
organisation named above and in all circumstances is not Version 3
for public use. October 2021
All other persons not named here must have the written SYGMA SAFETY & EVENTS LTD
consent of F42 prior to copying, forwarding, disclosing,
distribution or retention of this document

1
 F42 COVID-19 Management Plan

Table of Contents
INTRODUCTION ........................................................................................................................................................3
GOVERNMENT LEGISLATION .....................................................................................................................................3
OVERVIEW ................................................................................................................................................................4
COMMUNICATION ....................................................................................................................................................5
SITE PLAN .................................................................................................................................................................5
OPERATIONS .............................................................................................................................................................6
OVERVIEW OF COVID-19 CONTROLS .........................................................................................................................7
COVID-19 RISK MANAGEMENT FOR F42 ...................................................................................................................7
HEALTH DECLARATION .............................................................................................................................................8
ATTENDEE CODE OF BEHAVIOUR ..............................................................................................................................8
NHS TRACK AND TRACE ............................................................................................................................................8
NHS COVID-19 PASS – NEGATIVE TEST OR PROOF OF FULL VACCINATION OR IMMUNITY ........................................9
FACE COVERINGS .................................................................................................................................................... 10
CROWD MANAGEMENT .......................................................................................................................................... 10
CLEANSING AND HYGIENE ...................................................................................................................................... 11
WORKING GROUPS AND CONSIDERATIONS ............................................................................................................ 11
WORKING BUBBLES ................................................................................................................................................ 11
RISK OVERVIEW ...................................................................................................................................................... 11
RISK ASSESSMENT................................................................................................................................................... 12
SITE CLOSE CONTACT...................................................................................................................................................... 12
SET DESIGN AND CONSTRUCTION ...................................................................................................................................... 14
TALENT LIAISON............................................................................................................................................................. 14
BARS, MERCHANDISE AND TRADERS .................................................................................................................................. 15
SANITATION .................................................................................................................................................................. 17
TICKETING AND ACCREDITATION ........................................................................................................................................ 17
TRANSPORT AND TRAVEL ................................................................................................................................................. 17
MEDICAL AND WELFARE .................................................................................................................................................. 18
SECURITY AND STEWARDS ............................................................................................................................................... 18
APPENDIX A ............................................................................................................................................................ 18
POSITIVE CASE AS PART OF THE WORKFORCE ....................................................................................................................... 18
MANAGING SUSPECTED OR CONFIRMED CASES OF COVID-19 ON SITE ..................................................................................... 20
APPENDIX B ............................................................................................................................................................ 21
PROTOCOLS – WORKERS AND PERFORMERS ......................................................................................................................... 21
APPENDIX C ............................................................................................................................................................ 23
SIGNAGE ...................................................................................................................................................................... 23
APPENDIX D ............................................................................................................................................................ 29
STAFF INDUCTION WITH HEALTH DECLARATION ................................................................................................................... 29

2
 F42 COVID-19 Management Plan

Introduction
This document provides information on F42 event premises and its available activities for F42
events during this period of COVID-19 pandemic. This guidance will ensure that operational
activities surrounding the events are undertaken in a responsible and controlled manner, including
welfare facilities.

As restrictions are lifted, maintaining good habits which minimize transmission will be important,
for both individuals and for businesses. This continues under the headings of ‘hands, face, space,
fresh air’ and includes testing, track, and trace. It is imperative therefore, that F42 integrates
COVID-19 protocols into the daily operational strategies fin the office and/or the planning, build,
live, and derig phases of their events. These protocols will consider PHE, HSE, NHS and government
guidelines in the lead up to each event.

Government Legislation
On 22nd February 2021, the UK government introduced a step system as part of the COVID-19
Spring Response.
Step 4: 19th July – The government has removed all legal limits on social contact and has published
accompanying guidance on how best to reduce the risk of transmission and protect ourselves and
each other in both leisure and working situations. They have enabled large events, including
theatre performances and nightclubs, with no capacity restrictions or social distancing measures
in place.
The Autumn and Winter COVID-19 Response1, published in September 2021, further outlines the
approach employers, and therefore event organisers, should take when planning and operating
events. Mitigation and risk reduction is key to a safe workplace and event space.

1
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1017404/COVID-
19-response-autumn-and-winter-plan-2021.pdf
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 F42 COVID-19 Management Plan

Overview
F42 events will fall under current guidelines that have been updated2, along with the current
working safely guidance3. Overall, F42 aim to integrate required COVID-19 risk mitigation, as is
applicable. This document contains the information of the overall risk assessment and protocols
with focused, specific information to address and reduce the risks for all.

F42 is using guidance from the government and from event bodies such as The Purple Guide and
EIF and AIF to create protocols to keep the risks from COVID-19 transmission as low as is
reasonably practicable for their staff, clients, and attendees.

For any build and break, F42 will put in a series of COVID-19 safety measures, based on risk
assessments, to protect staff and contractors while setting up for the production. All involved
need to understand that the only 100% certainty regarding zero transmission of the virus is to
eliminate the risk by not undertaking the work. The risk assessments and COVID-19 safety risk
management strategies are for those staff attending the site to work and are in the main to
describe how F42 seeks to reduce the incidence and risk of COVID-19 transmission, but also to
breed confidence in the workforce.

F42 is using Sygma Safety and Events Ltd (safetygeeks) for their COVID-19 safety documentation
and COVID-19 coordinating. F42 is confident that, following safetygeek’s track record of COVID-
19 safe events in late Summer 2020 through to step 4 and beyond of this year, they can create
plans and adapt to change to provide a COVID-19 safe environment for any show to go ahead.

For this event, the COVID-19 advisor will be available throughout the planning and build phases.
This role is to assist and advise all when planning for the build and on site regarding best practice,
hygiene, cohort working and testing. The COVID-19 advisor has undertaken specific training for
the role and will support event management on and off-site.

For the attending members of the public, F42 will be building COVID-19 safety measures into the
planning and operational management for the event. The UK government are now emphasising
personal responsibility to consider the associated risks and how to stay safe.4 We understand that
confidence and comfort will be key to encouraging attendance. Our communication strategies will
encourage risk aversion without reducing confidence of attending and enjoyment of the event

To protect staff and attendees F42 will use the following six steps principles:

1. Have a health and safety risk assessment that includes risks from COVID-19
2. Turn people with COVID-19 symptoms away – both workers and attendees
3. Provide adequate ventilation in indoor spaces
4. Clean more often
5. Enable people to check in at the event
6. Communicate and train
7. Improve site flow where possible

2
https://www.gov.uk/guidance/working-safely-during-covid-19/step-4-overview
3
https://www.gov.uk/guidance/working-safely-during-covid-19
4
https://www.gov.uk/guidance/covid-19-coronavirus-restrictions-what-you-can-and-cannot-do#history
4
 F42 COVID-19 Management Plan

8. Require proof of COVID-19 status in the form of either double vaccination, immunity or
proof of negative lateral flow or PCR test within 48 hours of the event for attendees and
proof of LFT or PRC negative within 48 hours for employees.

Communication
Communication between the F42 management team, clients, crew, and attendees, is imperative
to keep the messaging controlled and standardised. A combination of the following methods of
communication can/may be used, depending on suitability of the method of communication for
the type of information, to keep all stakeholders aware of the risks and mitigation methods and
protocols that are in place.

Pre-arrival:
Website FAQ’s Crew & Contractor Information
Email Event T&C’s
Health Declaration Social media posts
Induction

Onsite Information
Health & safety signage Instructional Graphics
Crew Toolbox talks – team briefings Stewards’ verbal instruction
Posters

Daily Updates
PA or loud hailer Phone messages
Social media posts Peer to peer

Site Plan
F42 has identified key crowd flow areas along with key density areas. Please see updated site
plans that will be attached with this document.

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 F42 COVID-19 Management Plan

Operations
The Health & Safety at Work Act 1974 sets out laws for employers, employees, contractors, and
visitors and how they must behave whilst in a place of work. It is important that these laws are
adhered to by all persons and that everyone understands their responsibilities whilst at a
workplace. These expectations also apply to responsibilities for reducing and eliminating
COVID-19. F42 takes all obligations seriously, under each Act and Regulation enacted by
government.
All F42 teams (employees, contractors, suppliers, etc.) will have worked together during the
planning stages, to ensure everyone has top-down understanding of the need to implement
and uphold all protocols relating to eliminating/reducing transmission risks of the virus.
The COVID-19 risk assessment will show the hazards that have been identified and the
mitigation that could be in place. Protocols will be in place for all cohorts that reduce
transmission risks for workers and attendees. F42 will also review all contractor RAMS to
ensure their mitigation is adequate and sufficiently in line with F42 protocols.
F42 will share the risk assessments with all relevant stakeholders and implement the protocols.
Contractors would need to agree to any additional changes required, to ensure alignment with
F42 site policies and procedures.
The F42 team, supported by a COVID-19 Supervisor (or representative) will monitor crew and
contractors whilst working and assist them in upholding the protocols on site.
If any changes to the site protocols occur, they will be communicated to the appropriate people.

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 F42 COVID-19 Management Plan

Overview of COVID-19 Controls

F42 is committed to maintaining a safe environment for all. Health and Safety is of the upmost
importance and the concept is built around guests and crew being able to utilise the space for
the enjoyment of the attendees, whilst maintaining a COVID-19 secure environment.
The core principles will be to:
• Eliminate or minimise opportunity for aerosol transmission
• Eliminate or minimise opportunity for contact transmission

COVID-19 Risk Management for F42

Non-pharmaceutical interventions These do not involve drugs or vaccines but include
measures such as enabling distance between individuals, face coverings, good ventilation, and
increased hygiene protocols for both surfaces and hands. Reducing the number of contacts
between people does limit the transmission of the new coronavirus as with any infectious
disease.
The mitigation measures and controls proposed in any assessments and protocols will be
checked and maintained on site by the staff, under the supervision of the event managers and
the event COVID-19 supervisor (or representative).

The COVID-19 risk assessment includes the following:

• An up-to-date plan on what we will do in the event of a positive case at an event.
• Ensuring that workers, attendees, and visitors who feel unwell do not come to the
workplace/event.
• The employment and operational use of staff/agency workers and any customers who
may have protected characteristics, and to those who are more at risk of being infected
with COVID-19 or have a higher risk of serious illness.
• Control measures to reduce aerosol transmission through maximizing the use of
outdoor spaces
• Ensuring adequate ventilation for any marquees through maximising the opening of the
sides where possible (weather and noise levels permitting).
• To reduce droplet transmission through the recommendation of face coverings in
crowded areas which include office spaces, front of stage, toilets, bars, indoor marquee
areas and queues for catering.
• To reduce surface transmission, we will advise attendees and workers to wash their
hands or use hand sanitiser frequently. This is particularly important before and after
touching shared objects or surfaces that other people touch regularly.

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 F42 COVID-19 Management Plan

Health Declaration
On arrival to the site, all workers, including contractors, will be required to complete a health
declaration.
They will confirm:
• They are not suffering from any of the main symptoms of COVID-19
• That they have not had close contact with anyone with anyone with COVID-19 within
the last 10 days
• That they have not been on holiday to any country not on the UK govt green list within
the last 10 days
• That they have not been asked to quarantine/isolate in the last 10 days
The Health Declaration will be confirmed electronically or in paper form as part of the
registration process for all workers.

Attendee Code of Behaviour

We will issue a code of conduct to attendees, as part of their pre-event communications.
• Follow any relevant guidance on travel –e.g., Peterborough public transport guidance5
• Check for symptoms of Covid-19 and not come to the event if they have symptoms and
to follow NHS guidance on testing
• Not attend the event if they need to self-isolate
• To follow onsite protocols and conditions of entry e.g., covid status, mask wearing and
one way systems,
• To wear masks on travel to and from the venue
• To test post event on day 2 and day 5

NHS Track and Trace

Businesses are encouraged6 to continue to use the QR codes to allow customers wishing to
check in using the NHS app. F42 will supply QR codes at the entrance to the event where the
venue does not already have QR codes available. F42 will be asking all attendees to use QR
codes to scan as they wait in queues for entry. F42 will also have contact details for attendees
through their accreditation system.
F42 will in addition to having the QR code and/or attendee contact details:
- Ask visitors to the site to provide their name and contact details.
- Keep a record of all staff working on the premises and shift times on a given day and their
contact details.
- Ask staff to let them know if they have become covid positive in the ten days post event in
order to let other staff know and to assist NHS with track and trace.
- Ask public to test at day 2 and day 5 post event to assist NHS track and trace and to get details
of any outbreak
- Keep these records of attendees, visitors, and staff for 21 days and provide data to NHS Test
and Trace if requested.

5
https://www.peterborough.gov.uk/healthcare/public-health/coronavirus
6
https://covid19.nhs.uk/venue-check-in-businesses.html

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 F42 COVID-19 Management Plan

- Adhere to General Data Protection Regulations (GDPR).

NHS COVID-19 Pass – Negative Test or proof of full vaccination or immunity

F42 will be using the NHS Covid Pass as part of their conditions of entry. This covid status will
be checked before coach travel by the coach company and during the queuing system for
ingress at the venue but before ticket scanning and searches. F42 understands that not
everyone can take the covid tests or be vaccinated and that they can ask for exemption proof.7
Any person that cannot validate their covid pass will not be admitted for travel on the coaches,
nor will they gain entry at the venue. The coach company will deal with all persons pre coach
travel and our security company will assist with any ejections as necessary at the venue. The
covid pass will be checked by a team on arrival and before any searches or ticket checks. See
plan below.

Any of the following would be acceptable proof or testing, vaccination, or immunity:

For attendees based in England:
• Proof of a negative lateral flow test (LFT) or PCR, reported and demonstrated via the
NHS COVID Pass on the NHS app or a text message or email via NHS test and Trace. This
can be on a device or a printout. The LFT or PCR result needs to have occurred within
48 hours of the time the event opens.
• Or proof of full vaccination. Both doses received at least 14 days prior to the event day.
It must be demonstrated via the NHS app or the English vaccination letter.
• Or proof of natural immunity, demonstrated via the NHS COVID Pass on the NHS app.
For attendees based elsewhere in the UK:
• Proof of negative LFT, reported and demonstrated via a text message or email from NHS
Test and Trace. This can be on a device or a printout. The test needs to be taken within
48 hours of the time the event opens.
• NI, Wales and Scotland only: Or proof of full vaccination – both doses received at least
14 days prior to the event day. It must be demonstrated via the NI, Scottish or Welsh
vaccination record service.
For international attendees from outside the UK:
• Use of the EU, USA or other countries’ Green Pass digital covid pass.
• Proof of a negative LFT, reported and demonstrated via a text message or email. The
test needs to be taken within 48 hours of the event opening time.
• Any other test result e.g., a PCR from a private company, or a vaccination record. A
Covid-19 vaccination record card will not be accepted, and entry will be denied.

7
https://www.nhsx.nhs.uk/covid-19-response/using-the-nhs-covid-pass/#exemptions

9
 F42 COVID-19 Management Plan

Face Coverings
It is no longer mandatory for staff and attendees to wear face coverings, though F42 will have
all staff wearing face coverings whilst in the venue and working. F42 will ask all attendees to
bring their face masks and to wear them inside the venue in congested areas. Face masks will
be available for those that forget to bring theirs. A face covering is defined as something that
covers your mouth and nose and is not required to be a medical grade face mask.

NB – F42 will assist workers and attendees comply with any changes to Govt legislation if ‘Plan
B’ is put into action8. This can include the compulsory use of an updated COVID PASS system
for vaccinated persons and the use of face masks.

Crowd Management
This event is a free flow event once inside the venue space. All attendees will have shown their
covid status to be negative and/or vaccinated/immune to gain entry. All staff will wear masks
and public will be asked to wear masks when inside the venue space. There will be masks
available for those that forget or need to refresh theirs.
Ingress and egress specifically have increased crowds moving through sections of the
event/venue space and these activities need managing for the safety of both workers and
attendees.
Ingress:
• Staff working in this area will wear face masks if ventilation is not sufficient
• Additional face masks and hand sanitiser stations will be available for staff working in
this area and attendees who may wish to wear them
• Space will be used effectively to maximise the area available for ingress
• Marquee sides will be at least 50% open to increase ventilation where applicable
• Production/stewards teams will communicate with queuing attendees to help security
with informing all regarding protocols where applicable
• Pre ticket scanning, the public will have their covid status checked by a team that is
supported by the SIA company. Any persons with an invalid covid status e.g., LFT out of
date or not fully vaccinated will be ejected from the queuing system.
Egress:
• Ingress reconfigured after last entry to enable egress where applicable
• All available exits will be used to enable attendees to leave with minimal crowding
• Stewards used to assist with instructions for attendees
Circulation:
• General circulation routes will be kept clear
• One-way systems will be in place where possible – see updated site plan for site specifics
• Competitive programming in the main entertainment areas will ensure evenly
populated stage areas with capacities not reached in any arena area.
• Security management and the safety advisor will monitor attendees and put in place any
systems to stop any potential overcrowding if it does start to occur.
Congested areas:

8
https://www.gov.uk/government/consultations/proposal-for-mandatory-covid-certification-in-a-plan-b-
scenario-call-for-evidence/proposal-for-mandatory-covid-certification-in-a-plan-b-scenario-call-for-evidence

10
 F42 COVID-19 Management Plan

• Some areas can become congested and F42 will assist in keeping these areas as free
flowing as possible. E.g., queues for bars and toilets – use of queueing systems and
stewards to give instructions. Pre-event comms to let people know how we will be
dealing with this so that the attending public know what to expect.

Cleansing and Hygiene

F42 will, in conjunction with venue hosts, plan enhanced cleansing and hygiene facilities
throughout the event space. This includes:
• Hand sanitiser stations throughout the site and at key points such as by bars, toilets and
catering areas.
• Increased provision of cleaners, litter pickers and toilet attendants across the site for
the event and the build/de-rig.
• Cleaners will sanitise on a regular basis high touch points such as toilet doors and flush
handles and stair banisters
• Allowing additional time for workers to wash their hands whilst working.
This cleansing/hygiene regime will be monitored by the Covid Supervisor (or representative)
and overseen by the cleaning company supervisor.
All caterers and bars will periodically sanitise their work surfaces and FOH areas. This will be
monitored by the Covid Supervisor (or representative) and overseen by the catering manager
and/or bar manager.
All hand sanitiser points will be checked and refilled by the cleansing team. This will be
monitored by the Covid Supervisor (or representative) and overseen by the cleaning company
supervisor.

Working Groups and Considerations

The areas of focus are:
- Talent Liaison - Site Adjustment and Close Contact
- Bars, Merchandise and Traders - Test, Track and Trace
- Communications - Ticketing and Accreditation
- Medical and Welfare - Traffic and Transport
- Sanitation - Attendees
- Security and Stewarding

Working Bubbles
Workers should keep to their working bubble as much as is practically possible. They will refrain
from entering offices, cabins, and indoor areas unless necessary for their work. Keeping risk to
an absolute minimum is everyone’s responsibility.

Risk Overview
General Approach: In order to avoid repeated steps and information within the risk assessment
and protocols, we have used the following approach:

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 F42 COVID-19 Management Plan

• Universal areas of risk (Site Adjustment and Close Contact) are dealt with first – these
apply to almost all areas of operation
• Individual operational, area-specific sections then branch off this.

KEY:

Respiratory transmission Contact transmission

Risk Assessment
Site Close Contact

Risk Area: Worker to Worker Transmission

Example scenarios: arrivals and accreditation checks, crew refreshment area, multi-person build/maintenance tasks,
production and accreditation offices, vehicle/plant/equipment sharing, bar operations, toilet facilities, post work social contact
Mitigation Application Transmission Who is Responsible
Route
Testing regime – evidence of Crew to test before entry to site – either DETECTION F42 discretion –
asymptomatic test home NHS tests within 24 hours or on admin
entry to site. Only entry with negative Contractors
test. Employees
Reduce number of people needed to Minimal staff will be involved by F42
complete build/maintenance tasks simplifying the build. Contractors
Maintenance tasks completed with the
minimum number of crew without
compromising safety
Same crews for load in and load out
Minimised opportunity for infection Order infrastructure from as few suppliers F42
to be brought in from outside as possible for the event. Contractors
Face masks to be worn inside where
applicable
Online meetings will be used where e.g., external agencies, suppliers, on-site F42
possible cohorts
Remove/reduce the need for large Online briefings where possible for large F42
face to face crew gatherings staff groups e.g., stewards. SIA contractor
Load in/load out communication Line manager or safety advisor to give F42 /
toolbox talks to highlight and remind of Contractor
physical distancing, mask wearing and Safety Advisor
hand hygiene before work commences
Bubble working Different crews, offices or disciplines F42
operate as social bubbles for work, eating
and recreation. This includes local crew.
Where possible people in close Change of configuration in office seating F42
proximity should work side by side or plans to allow for change. Minimal SIA contractor
back-to-back rather than facing each people allowed into office areas Bars team
other.
Radio use Increase radio/phone use to remove need F42
WhatsApp groups for face-to-face meetings. Radios to stay

12
 F42 COVID-19 Management Plan

with users for the duration. Battery

exchange to include a sanitation process.
Use WhatsApp groups to share relevant
information
Increased ventilation Offices with more windows. F42
Windows/doors open as much as possible
open
Remove need for staff to physically Line managers to note attendance F42
sign in apart from health declaration
Hand sanitizer availability There will be increased hand sanitizer F42
points. These points will be in high touch
or high traffic areas around the event site
COVID-19 information widely Posters, H&S signage, staff emails and F42
available staff induction, toolbox talks from line
managers and onsite COVID-19 advisor DETECTION
Dedicated staff to monitor and Appointed COVID-19 F42
correct behaviour – e.g., mask Supervisor/representative on the team.
wearing and/or physical distancing DETECTION
Policies and procedures T&C’s relating to behaviour and F42
expectations. Health declaration to be
completed before entry. Info also in DETCETION
induction
Reduced need to share equipment Teams will be avoiding sharing tools, F42
and protocols in place if needed computers, radios etc where possible.
between use Sanitation protocols in place if sharing is
necessary.
Reduce risk of transfer via shared Staff provided with clean uniform. Policy Contractors
uniform communicated to staff on how their
uniforms are to be managed e.g., security
or bars

Risk Area: Attendee to worker/worker to attendee transmission

Example scenarios: arrivals and accreditation checks, bars, hygiene facilities (toilets)
Mitigation Application Transmission Who is Responsible
Route
NHS Covid Pass/proof of All staff and attendees to show negative DETECTION F42 – discretion
test/vaccine, proof of immunity test results or proof of vaccine/immunity Attendees
where applicable. Contractors
Employees
Physical distancing Recommendation. Staff given information F42
and instruction to keep their distance to
2m where possible or 1m+ where this
isn’t possible
Cleaning regimes Increases in cleaning toilets and high F42
touch areas
COVID-19 info widely available to Posters, H&S signage, staff induction, F42
attendees and operational staff toolbox talks by line managers before
start of live event e.g., bar staff, security, DETECTION
stewards
Dedicated staff to monitor and Appointed COVID-19 F42
correct behaviour Supervisor/representative on the team
DETECTION

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 F42 COVID-19 Management Plan

Hand sanitizer availability There will be increased hand sanitizer F42

points. These points will be in high touch
or high traffic areas around the event
space
Face coverings to be available for E.g., stewards, SIA. F42
staff where closer contact may be Contractors
unavoidable
Health declaration Staff to complete a health declaration DETECTION F42
before entry and within 24 hours pre-
arrival

Risk Area: Attendee to attendee transmission

Example scenarios: circulation, ingress/egress, entertainment tents, bars areas, toilets
Mitigation Application Transmission Who is Responsible
Route
NHS Covid Pass/proof of All attendees to show negative test DETECTION Client/F42 discretion
test/vaccine, proof of immunity results or proof of vaccine/immunity as a Attendees
condition of entry.
Increase ventilation Where applicable dependent on the F42
venue systems
Hand sanitiser available around the On entry, at toilet facilities, in high traffic F42
event space areas
Attendee communications can signage, posters, PA’s, social media – F42
include encouragement to limit dependent on govt guidance updates
contact with other groups and for
hand hygiene
Cleaning regimes Increased in toilets areas and bar areas F42
and on high touch areas

Set Design and Construction

Risk Area: Person to person transmission and via cross contamination
Example scenarios: BOH teams mixing with FOH
Mitigation Application Transmission Who is Responsible
Route
Restrict backstage to essential No permitting visitors backstage Client / F42
performers and staff only
Sound and lighting barriers Where the sound desk is positioned close F42
to audience, create a space with mojo or
other similar barriers

Talent Liaison
Risk Area: Talent to attendee transmission
Example scenarios: meet and greet
Mitigation Application Transmission Who is Responsible
Route
NHS Covid Pass/proof of All artists and attendees can show DETECTION F42/Client discretion
test/vaccine, proof of immunity negative test results or proof of Attendees
vaccine/immunity. Artists

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 F42 COVID-19 Management Plan

Reduce talent travel UK talent replacing international talent. Client / F42

Talent complete quarantine if needed.
No close contact opportunities No attendees allowed backstage Client / F42
Talent not allowed FOH contact with
attendees
Contracts to regulate talent Contract to include refrain from audience F42
behaviour contact or encouraging unsafe audience
behaviour
Dedicated staff to monitor and Appointed COVID-19 F42
correct behaviour Supervisor/representative on the team to
monitor and provide information on safe DETECTION
behaviours.

Risk Area: Talent to crew to talent transmission

Example scenarios: arrivals and accreditation checks, artist liaison, stage crew, craft services, technical occupations, post work
social contact
Mitigation Application Transmission Who is Responsible
Route
All opportunities for close contact No BOH bar, no large entourages, no F42
outside of performance will be guest list, reduced time on site
removed
NHS Covid Pass/proof of All artists and crew can show negative DETECTION F42 discretion
test/vaccine, proof of immunity test results or proof of vaccine/immunity. Artists
Artist via declaration by tour manager. Contractors
Hand sanitiser points Dressing room/side of stage or F42
performance area
Avoid sharing of equipment Increase levels of equipment or sanitation F42
protocols in place if sharing is a necessity
Cleaning regimes Increased in areas such as handrails to F42
stage.
Covid-19 info widely available Posters, briefings, crew induction, T&C’s F42
for expected behaviour
Mask wearing for close contact work e.g., Side of stage of FOH undertaking F42
technical operations
Limited interactions between Anyone on standby should be off set. F42
cohorts as possible Staggered call times where possible. ALL
Limit access No entourage, no visitors, essential F42
staff/performers only ALL

Bars, Merchandise and Traders

Risk area: Deliveries
Example scenarios: deliveries of supplies, equipment, infrastructure, and high turnover items such as food and beverage
supplies
Mitigation Application Transmission Who is Responsible
Route
Eliminate deliveries during Have all items on site before the start of F42
operations the live event

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 F42 COVID-19 Management Plan

Reduce contact between delivery Single point of contact, redistribution by F42

staff and site bubbles internal staffing, contactless drop-off
processes
Face coverings where close contact is Manual handling may determine close F42
unavoidable contact and use of more than one person ALL
when loading and unloading
Eliminating unnecessary contact at Where possible and safe, having single F42
ingress and egress points. workers load or unload vehicles. ALL
Where possible, using the same pairs of
people for loads where more than one is
needed
Reduce transmission from drivers Enabling drivers to access welfare F42
facilities when required, consistent with ALL
other guidance.
Encouraging drivers to stay in their
vehicles where this does not compromise
their safety and existing safe working
practice, such as preventing drive-aways.
Providing hand hygiene facilities for
drivers coming onto the site.

Risk Area: Bars/Food areas cleanliness

Example scenarios: all areas for alcohol, food and beverages and merchandise
Food safety in itself is a very important issue for both bars and food service. COVID-19 safety must be fully incorporated within
the unit’s documents. They must have a separate COVID-19 risk assessment that not only covers transmission reduction and
elimination for their workforce, but also for the people there are serving food/drinks to. Each trader/bar/unit will have
variations on taking orders, taking cash, preparing food/drinks, serving food/drinks as well as how they get their food/drinks
deliveries and how the store their food/drinks.
Food: The Food Standards Agency and NCASS have both provided clear guidance on this.

Risk Area: interaction between staff and public at service points

Example scenarios: during bar service, merchandise, food service and table service
Bar and food stall staff should adhere to physical distancing when serving the food and drinks at the event. Hand hygiene and
food hygiene standards as per the FSA are required in all scenarios. Hand washing facilities must be made available to bar
staff. Food traders/caterers will have separate hand wash facilities of their own.

Risk Area: Cash and food handling and transactions

Example scenarios: All areas where items change hands
Mitigation Application Transmission Who is Responsible
Route
Single use serving ware where Dependent on venue systems for F42
possible collecting and cleansing reusable serving
ware
Minimise infection by using non- Bins emptied regularly. Litter collected F42
reusable cups around the site.
Policies and procedures Transaction process communicated to all F42
staff
Covid info widely available Posters, site induction F42

Hand sanitiser available around the near transaction points F42

site

16
 F42 COVID-19 Management Plan

Sanitation
Risk Area: toilets and sanitary facilities
Example scenarios: toilets in entertainment areas
Mitigation Application Transmission Who is Responsible
Route
There will be sufficient sanitising Capacity instigated by ticket sales cap F42
facilities
Anti-microbial surface treatment on On toilet doors and handles F42
high touch areas
Increase on cleaning regimes For general cleaning and high touch areas F42

Public education around hygiene Remind to put lid down before flushing, F42
behaviours in toilets hand hygiene/washing instructions etc
Sufficient toilets to reduce number Toilet area is large and more than F42
of people using facilities sufficient for total people on site
Hand sanitiser on entry/exit to toilet Reduce transmission on high touch points F42
space e.g., ingress door/toilet door

Ticketing and accreditation

Risk Area: Transmission arising from close proximity
Example scenarios: interactions such as wrist banding or ticket checking
Mitigation Application Transmission Who is Responsible
Route
Minimal interactions Reduces interactions with door entry staff F42
and attendees e.g., attendee self wrist-
banding
Digital accreditation Scannable QR or bar codes F42

Increase ventilation Create ventilated space for accreditation F42

or entry – covered area with all sides
open
Structured queues Ensure design allows for physical F42
distancing from workers
No pass outs Reduces interactions with door entry staff F42
and attendees

Transport and Travel

Risk Area: Travel to and from site – workers and performers
Example scenarios: sharing cars, public transport, private hire
Mitigation Application Transmission Who is Responsible
Route
Communicate with staff/performers Advise face coverings and use of hand F42
the risks with sharing transport with sanitiser to use on public transport.
others and relevant mitigations Advise use of regulated private hire taxis
with cleaning regimes in place.
Use own vehicle where practical.
Ventilate and wear masks if sharing.

Risk Area: Travel to and from site for audience

17
 F42 COVID-19 Management Plan

Example scenarios: sharing cars, public transport, private hire

Mitigation Application Transmission Who is Responsible
Route
Capacity set. Minimal impact on Advise face coverings and use of hand F42
transport hubs. sanitiser to use on public transport.
Advise use of regulated private hire taxis
with cleaning regimes in place.
Use own vehicle where practical.
Ventilate and wear masks if in shared
vehicle e.g., coach travel. See additional
policy on coach travel covid rules in
conjunction with the coach company.

Medical and welfare

Risk Area: Transmission to medical staff from presenting injured person, contamination of medical room
Example scenarios: asymptomatic public, person presenting with symptoms
Mitigation Application Transmission Who is Responsible
Route
Medical team to have protocols as The medical team will be trained and able F42
part of their RAMS and training to deal with injured persons in a way to Medical Company
reduce or eliminate transmission.

Security and Stewards

Risk Area: Transmission to security or stewards from audience or workers
Example scenarios: close contact crowd control
Mitigation Application Transmission Who is Responsible
Route
Security team to have protocols as The security team will be trained and able F42
part of their RAMS and training to deal with attendees in a way to reduce Security Company
or eliminate transmission.

Event Organiser: Signature: Date:

Name:

I am satisfied that I have read the above risk assessment and it constitutes a proper and adequate risk assessment in
respect of this production.
Event/Production Manager: Signature: Date:
Name:

I have read the above risk assessment and strict adherence will be observed at all times during the production.

APPENDIX A

Positive Case as part of the workforce

• Any worker or performer displaying symptoms must not go into the workplace and
should request a PCR test from the NHS or from another provider.

18
 F42 COVID-19 Management Plan

• They should not return to the workplace without a negative PCR test and/or have
undergone a 10-day period of isolation.
• Anyone who tests positive must self-isolate from the day the test was taken. If this
positive test result is from lateral flow testing, a confirmatory private or NHS PCR lab
test must be completed.
• If a crew member, contractor or artist shows symptoms or tests positive, there must
be strict protocols in place to protect everyone else.
• If they are at work, they must return home or to their accommodation immediately
(avoiding public transport) and follow government guidance on self-isolation and
testing. There needs to be an isolation space if transport is not immediately
available. This must be deep cleaned if used. Any waste produced whilst cleaning
must be double bagged, sealed and dated and isolated for 72 hours.
• If they are at home, they must remain at home and follow the guidelines for self-
isolation and testing. They must inform their line manager.
• Management must trace all close contacts on site and inform them of the protocols
to follow.
• If the case is unconfirmed, others in their close contact team do not need to self-
isolate, however, they should consider enhanced physical distancing and hygiene
protocols and be more aware of symptoms they may develop, until the test result is
confirmed.
• If a case/outbreak becomes apparent after the event the event management team
will let all workers know so that they can test too.

19
 F42 COVID-19 Management Plan

Managing Suspected or Confirmed Cases of Covid-19 on site

If an attendee or staff presents with symptoms, or we become
aware of a case of suspected or confirmed COVID-19 on-site,
they will not be admitted or will be asked to leave the event,
unless they need to be transported to hospital for treatment.
The customer/staff should be advised to self-isolate in line with
NHS guidelines (https://www.nhs.uk/conditions/coronavirus-
covid- 19/symptoms/) and to take a PCR test.

Where possible, the customer/staff will be assessed on-site by

the Medical team.
Unless they are in need of urgent medical attention and need
to be transported to hospital for treatment, they will be asked
to leave the event.

Any customer/staff returning a positive result from an NHS

lateral flow test on site, must be required to leave the event.
They should be advised to self-isolate in line with NHS
guidelines (https://www.nhs.uk/conditions/coronavirus-covid-
19/symptoms/) and to take a PCR test, unless they need to be
transported to hospital for treatment.

If an attendee/staff member presents on site with COVID-19

symptoms, we will refue entry and this is specified in our terms
and conditions.

20
 F42 COVID-19 Management Plan

APPENDIX B

Protocols – workers and performers

• F42 will ask everyone to take a lateral flow test or PCR test within the 48 hours of arrival
to site. Some self-administered LFT tests will be available for those that forget to do the
test pre-arrival. No admittance without a negative test.
• Schedules for essential services and contractor visits revised to reduce interaction and
overlap between people
• Signage will be visible to help inform workers, visitors, contractors, and the public to
maintain personal responsibility whilst in the event space
• All windows and doors open on in office spaces and to have at least 50% sides open on
any marquees where possible.

GENERAL PROTOCOLS

Production will ask all members of team to commit to an agreement which specifies the rules
for safety that everyone will impose on themselves. This will form part of the health declaration
that all persons involved, crew, contractors, suppliers, performers etc must complete before
entry to site. Examples of rules are as follows:

• Wash your hands with soap and water regularly throughout the day and particularly
after handling equipment. Wash hands for at least 20 seconds
• If you can’t wash your hands use a hand sanitiser (until hand gel is dry)
• If you are wearing gloves, please sanitise before taking off so that you don’t contaminate
yourself.
• Hand sanitiser will be available throughout the event space
• You may be asked to keep your work area clean by wiping down regularly with wipes.
• Keep your own equipment to yourself as much as possible – if lending to someone else
wipe down before and after use.
• When sharing tools please wipe down before and after use.
• Ensure you dispose of all wipes/tissues/masks/gloves etc in the bins provided by F42.
• Masks should be worn inside offices, cabins and marquees. These can be provided by
production but please bring your own supply/reusable ones too.
• When possible, keep windows open and cabins well ventilated.
• During breaks, if possible, do not mix work bubbles. Do not gather in large groups.
Where possible avoid congregating in small areas. Wherever possible breaks and meals
will be staggered; line managers will confirm any break times.
• Overall avoid passing on items from hand to hand as much as possible. Since this
instruction will be impossible to apply full time, regular hand washing/sanitising is a
priority.
• You must plan your own cleaning of technical equipment. Generic cleaning sprays and
other products will be on site but please be aware if you need specialist cleaning
products, these may not be available.

21
 F42 COVID-19 Management Plan

• If at any point you display symptoms of COVID-19 you must inform the Production
Manager/Line Manager or Covid Supervisor immediately.
• Please alert management if you are unhappy about something or feel you are unsafe.
• You can contact the covid supervisor at:

SPECIFIC INSTRUCTIONS PER DEPARTMENT

Production Team
• Prep day by day ahead of event build and live event
• Electronic call-sheets/production schedules
• Use of radios or distanced face to face meetings.
• WhatsApp groups to share info and keep info/issues time stamped

Lights/PA/Decor
• Where possible, organize yourself so that you have one task per crew member or team.
Do not mix teams. Wash/sanitise your hands once the installation is complete.

Stage Management
• For the microphoning of performers, the sound team will have to wash their hands
before and after and wear a mask
• If the performer prefers to equip themselves, they can do so under supervision of Sound
• Crew taking lateral flow tests
• Artist liaison person will try to communicate relevant info in a quieter area
• Stage managers to wear masks and follow hygiene procedures
• If the artiste is really struggling to understand because of noise, then masks can be
temporarily lifted but should be worn at all other times
• Artistes are taking tests prior to coming on site.

Bars staff
• Keep to your own station
• Follow training protocols and instructions – even when busy
• Wash hands regularly
• Sanitise hands regularly
• Card only service

Security and Stewards

• Wearing facemasks for close contact work
• Use of gloves and/or regular hand sanitising for searches
• Maintaining distance where possible

Medical/Welfare
• Good communication between teams
• See medical plan for further instructions and information

22
 F42 COVID-19 Management Plan

Mental health care

• We understand that working during the pandemic is difficult and will work hard to look
after everyone’s health, both physical and mental during this time.
• Communicate with your line manager for assistance or time out during the event.

Catering/rest breaks
• All work bubbles to keep to specified rest areas and not mix.
• Everyone must wash/sanitise hands before and after meals

Deliveries
• Deliveries where the driver must leave the vehicle to carry out works should remain
socially distant.
• Where possible, with smaller items, packages should be left at the entrance to avoid
unnecessary personnel accessing site

APPENDIX C

Signage

Examples of signage that can be used where appropriate

Wall signage work areas/BOH

Hand wash poster for toilets areas

23
F42 COVID-19 Management Plan

24
 F42 COVID-19 Management Plan

Wash hands signage reminder – around the event space in appropriate places

25
 F42 COVID-19 Management Plan

Use hand sanitiser poster for walls next to sanitiser stations

26
 F42 COVID-19 Management Plan

Wear masks inside sign – on entry and around the venue in appropriate places

27
 F42 COVID-19 Management Plan

Potential build signage

28
 F42 COVID-19 Management Plan

Appendix D
Staff Induction with Health Declaration

Introduction
This is the Covid-19 induction and health declaration. Updated guidance will form part of the
accreditation process. This guidance may change as government regulations, advice, and
industry guidance changes.
The last year has been tough for everyone, especially those in the events industry. We are so
excited to welcome you back to F42. We have incorporated some changes to have the
maximum impact on eliminating and/or reducing transmission rate of COVID-19 whilst trying to
have the minimum impact on our events. Our number one priority is keeping you and all our
lovely attendees safe.

Travel to Site
When coming to site and using public transport please wear face masks and regularly use hand
sanitiser. If sharing vehicles, please wear face coverings and keep your windows open for
ventilation.
If you are travelling from outside of England please check and follow the latest government
guidelines:
https://www.gov.uk/guidance/red-amber-and-green-list-rules-for-entering-england

Health Declaration & Testing

F42 want you to provide proof of a negative test result before you enter site. This is for peace
of mind for all on site.

Lateral flow tests are available to all adults free of charge from the NHS, please ensure you have
taken a test no more than 48 hours before coming on site and you have registered the result
with the NHS. We will ask you to show the text message or email that verifies your result as a
condition of entry to site.

NHS Track and Trace

There will be QR codes on the entrances for you to use if you so wish.
Please notify your line manager if you receive a message from NHS app regarding isolation, and
follow any instructions as directed from the NHS.

Covid-19 Symptoms & Feeling Unwell

If you experience Covid-19 symptoms (temperature, new, continuous cough or a loss/change
in smell and taste) before you come to site you will need to isolate contact NHS for guidance
and testing and inform your line manager. If you experience these symptoms whilst you are on
site, please inform your line manager and keep physically distanced from all other persons on
site. Use a face mask. We will need to gather information on who you have been working with
and on which days before you leave site to self-isolate and test

29
 F42 COVID-19 Management Plan

Face Coverings
Throughout your working day, you should consider wearing a face covering when working
indoors. This includes in all production offices, cabins, and temporary structures with more than
50% walls enclosed. If you are exempt from wearing a face covering, you will need to display
your exempt lanyard instead.

PPE
If your role requires you to wear PPE including any specific Covid protection you must abide by
your role specific risk assessment.

Working Bubbles
You will need to keep to your working bubble as much as is practically possible. Please refrain
from entering offices and indoor areas unless absolutely necessary for your work. Ensure you
are maintaining 2m distance from other workers or attendees if possible.
Keeping risk to an absolute minimum is everyone’s responsibility. Think about your working
day, what can you do to keep everyone safe? Can your role be done in a more mindful way?
Are you following the site rules? Speak to your manager if you have any concerns or ideas to
improve things on site.
Every person working on the site is part of the F42 team and represents F42 to our wonderful
clients and their attendees. If you do not think you can abide by the guidance or that you aren’t
ready to return to site this year, please speak to your manager and sit this event out, we will
welcome you back at another event!

Worker Covid Site Rules

• Masks will be available. You should consider using them inside all venues, cabins and
structures, in high customer service roles, in all queues and when 2m social distancing
cannot be maintained
• Regular hand hygiene; especially when entering and leaving the workplace, before and
after eating, using toilets and handling equipment
• Avoid touching eyes, nose, and mouth as much as possible
• Cough/sneeze into a tissue and immediately dispose of the tissue in the bin, then wash
hands or use hand sanitizer
• You must immediately notify your manager if you experience any covid symptoms (a
high temperature, a new/continuous cough, a loss or change in sense of smell or taste).
From here you will need to make arrangements to get a covid test and isolate if needed
• You must leave site and isolate if you test positive for Covid
• Wipe down work surfaces, equipment and vehicles at the start and end of every use
• Do not share tools and equipment if possible. Any shared items should be sanitised
between usage
• Avoid entering enclosed spaces, such as offices, unless entirely necessary
• When inside, focus on ventilation, keeping windows and doors open
• If meetings are unavoidable where possible they must be held virtually or outside
• Read and adhere to your role specific Covid Risk Assessment and additional government
guidance. If you are unsure on this, please speak directly to your manager before
engaging in any work

30
 F42 COVID-19 Management Plan

Worker Declaration
• I agree I will not come to site if I am suffering from any signs or symptoms or COVID- 19
such as high temperature, a new or continuous cough, a loss or change to your sense of
smell or taste.9
• I agree I will not come to site if I have been in close contact with or cared for someone
diagnosed with Covid-19 within 10 days of coming to site and I am not double
vaccinated10
• I agree I will not come to site if I have been contacted by NHS Test & Trace within 10
days of coming to site and instructed to self-isolate11
• I agree to not come onto site if I have returned from a non-green list country within the
last 10 days. I understand I must be double vaccinated to avoid the 10 day quarantine12.
• I understand I will need to show proof of a negative test result before entering site 13.

9
https://www.nhs.uk/conditions/coronavirus-covid-19/symptoms/main-symptoms/
10
https://www.nhs.uk/conditions/coronavirus-covid-19/self-isolation-and-treatment/when-to-self-isolate-and-
what-to-do/
11
https://www.nhs.uk/conditions/coronavirus-covid-19/self-isolation-and-treatment/if-youre-told-to-self-
isolate-by-nhs-test-and-trace-or-the-covid-19-app/
12
https://www.gov.uk/guidance/red-amber-and-green-list-rules-for-entering-england#green-list-rules
13
https://www.nhs.uk/conditions/coronavirus-covid-19/testing/regular-rapid-coronavirus-tests-if-you-do-not-
have-symptoms/

31
F42 – Communication with Ticket Holders re COVID-19 and other policies

COVID-19 POLICY
We want everybody to have a safe and enjoyable time at Forbidden Halloween. The COVID
Pandemic is still ongoing, so we ask that you take note of the information below before
arriving at the venue;
COVID-19 – ENTRY
For entry, you will need to demonstrate your COVID-19 status by providing either:
Proof of a negative NHS Rapid Lateral Flow Test (such test to be taken within 24 hours prior
to attending the event at the venue); or
Proof of full vaccination - both doses received (with the second at least 14 days prior to the
arrival at the venue); or
Proof of natural immunity based upon a positive PCR test within 180 days of arrival at the
venue (and after the 10-day self-isolation period following the result).
Please be ready to show this when you arrive.
HERE’S HOW
PROOF OF A NEGATIVE NHS RAPID LATERAL FLOW TEST
NHS Rapid Lateral Flow tests are free. You can order NHS Rapid Lateral Flow Tests here or
pick them up from any pharmacy or test site.
Please do not bring the home test strip with you.
Follow these instructions for what you need to do:
You must report your COVID-19 NHS Rapid Lateral Flow Test result online, by heading
to www.gov.uk - COVID-19 NHS Rapid Lateral Flow Test result.
If you do not have access to the internet, you can also report your test result by calling the
phone number in your test kit’s instructions, NHS 119.
You will need to demonstrate your negative NHS Lateral Flow Test result by showing us one
of the following:
Text OR email confirmation of your result
OR by using the NHS COVID Pass, available through the NHS App
OR as a letter that can be requested by ringing NHS 119.
PROOF OF FULL VACCINATION – BOTH DOSES RECEIVED
We cannot accept vaccine cards issued at vaccination centres as proof of vaccination.
Please use the NHS COVID Pass to show your vaccination status using the NHS App or the
NHS website to download it as a PDF or get it sent to you in an email.
You can also get a paper version (vaccination status only - not test results - 2 weeks after
having a full course of the vaccine) sent to you in the post. You do not need to be registered
with a GP surgery or have an NHS login for this. You can get a letter (within 5 working days)
by requesting a COVID Pass letter online or calling NHS 119.
Here’s how to get a record of your vaccination status in Scotland,
https://www.nhsinform.scot/covid19status Wales https://gov.wales/get-your-nhs-covid-
pass or Northern Ireland.https://www.nidirect.gov.uk/articles/get-covid-19-vaccination-
northern-ireland
PROOF OF NATURAL IMMUNITY
Please use the NHS COVID Pass to show your positive PCR test within the past 6 months
using the NHS App or the NHS website, after you’ve finished self-isolating and up to 180
days after taking the test.
PLEASE NOTE:
In the event of the Government implementing their Plan B scenario, we will be using the
new rules at the event. This can include mandatory wearing of face masks everywhere. This
can also include only those with full vaccination being able to gain entry.
FACE COVERING
We’d like it if you’d wear a face covering. Whilst it’s no longer a mandatory requirement,
we’d encourage you to be mindful of others, and follow this recommendation and advice
about personal responsibility. All venue staff will be too.
HAVE YOUR TICKET READY
If you have a mobile ticket, then your phone is your ticket, so your tickets will not be
emailed to you or be available for print.
Locate your tickets in your Fest Ticket account
TRAVEL LIGHT
All cloakrooms are currently closed, so only bring what you really need. Security measures
are still in place so we may ask to check your bag.
PLAN YOUR JOURNEY
Before you travel, please check all transport routes for the latest information, services and
timetables. Plan ahead and know how you’re going to get home.
COACH TRAVEL
Please note for Forbidden Halloween Official Coaches you will need to demonstrate your
COVID-19 status by providing either:
Proof of a negative NHS Rapid Lateral Flow Test (such test to be taken within 24 hours prior
to attending the event at the venue); or
Proof of full vaccination - both doses received (with the second at least 14 days prior to the
arrival at the venue); or
Proof of natural immunity based upon a positive PCR test within 180 days of arrival at the
venue (and after the 10-day self-isolation period following the result).
Please be ready to show this when you arrive at the coach stop.
All coaches will be mandatory face mask wearing spaces.
QUEUES
You may need to queue for drinks and toilets – just like at every other event/nightclub etc
you may go to. Please assist us by following instructions from our security team. They are
there to help the flow of people and to keep you safe.
AFTER THE EVENT
Please help us, your fellow ravers and yourselves by testing on day 2 and day 5 after the
event with an NHS LFT. This will assist the NHS with contact tracing if an outbreak occurs at
the event.
FAQS – HELP US TO HELP YOU
Please go through these FAQs It’s important. Everything you need to know will be there,
including how to get in touch with any questions.
Your support and understanding will go a long way if things take a little longer than you’re
used to, so your patience is appreciated.
Enjoy the show!
Tuned in Trave Ltd: Covid-19 Policy
Tuned in Travel are committed to ensuring the wellbeing of all those travelling with us. We continue
to monitor and follow the advice and guidance set out by Public Health England (PHE).

Scope

This COVID-19 policy applies to both staff and passengers.

Passenger Safety Information

All staff and passengers are provided with COVID-19 guidance and safety information prior to travel.
Passengers are also provided with a hot-line number which they can call for advise and information.

Advance COVID-19 safety information includes the following.

Help keep yourself, other passengers and transport staff safe by taking the following precautions:

• Vaccination passes and/or proof of a negative test will be checked prior to passengers being
allowed to board the vehicles.
• Wear a facemask when boarding, moving around, disembarking and throughout the
duration of their travel, unless medically exempt. This is a mandatory requirement.
• Maintain social distancing where possible
• Wash or sanitise your hands regularly
• Avoid touching your face
• Cover your mouth and nose with a tissue or the inside of your elbow when coughing or
sneezing
• Travel side by side or behind other people, rather than facing them, where seating
arrangements allow
• Only touch surfaces where required for safe travel
• Avoid loud talking, shouting or singing
• Dispose of waste safely, including items such as used disposable face coverings

You must not travel at all if you:

• Have been told by the NHS Test and Trace service to self-isolate
• Are experiencing any coronavirus (COVID-19) symptoms, even if they are mild
• Are self-isolating as a result of COVID-19 symptoms or sharing a household with somebody
with symptoms and are not vaccinated

COVID-19 Testing

All staff are subject to regular testing. In the event a staff member receives a positive test, they must
self-isolate, and the relevant precautions be taken by those the infected have been in contact with.

Tuned in Travel Ltd

Unit 4G Beehive Mill,
Jersey Street,
Manchester,
M4 6JG

www.tunedintravel.com
Staff can only return to work after the isolation period is complete and they have received a negative
test result.

Sanitising of Vehicles

All vehicles are thoroughly sanitised before and after use by group travel. Regular cleaning of on-
board wash closets is in place.

General Hygiene

Those travelling with us are requested to wash their hands for 20 seconds, or sanitise, before
boarding the vehicle(s) and after disembarking. Hand sanitiser is generally available onboard
vehicles, although staff and passengers are strongly encouraged to come prepared with their own
supply.

Face-coverings

Staff and passengers are requested to wear face-coverings, covering their nose and mouth, while
boarding, moving around, or disembarking the vehicle, unless medically exempt. Facemasks may be
removed while persons are seated although we strongly encourage passengers to wear face-
coverings throughout the duration of their travel.

www.tunedintravel.com
APPENDIX A – SITE PLANS

HALLOWEEN

37/48
E
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ROOM 2
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904m² = 1808 pax
doors in atrium will be left open and secured TAP TAP
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POST
POST

POST
LP

LP

18
FH
G

TAP MP
FH
BAR
TAP BAR
6 STOCK
POST VAN
BOX
BOX POST
POST
POST

POST
POST
VENT
LP POST
POST
POST
ROOM 3 8 LP

TOILETS 904m² = 1808 pax 6

BOX

G
G TAP
50% of sides of Marquee to be open for Ventilation
LP

TAP
TAP
LP
FP RP
25 FP
POST
POST
BOX
TAP
BOL BOX LP

TAP
LP

FP LP
45
LP

POST FP
BOX

LP
RP

POST LP
FH
SV
G
POST RP
FP LP

FP EARTH TAXI EXIT ROUTE

BOX

RP

FOOD

TAXI DROP OFF

TAP

LP
TAXI PICK UP

RP

FP

Bag Search FP
GA Entrance TAXI DROP OFF
TAP

Advanced Search VIP Entrance

LP

TAP COVID STATUS CHECK WSC

Dog Search

CAR PARKING

COACH EXIT ROUTE

TAP

RP

TAP

RP
TAP

RP CAR PARKING CAR PARKING

BOX

RP

FP
RP
FP
CAR PARKING
RP
STAY
CAR PARKING

RP
COVID TESTING SITE
RP
POST
CAR PARKING

CAR PARKING
FH
RP

RP

CAR PARKING

BOX

POST

VENT
FP RP
FP

FH
RP
CAR PARKING
POST CAR PARKING
POST
POST POST
POST
SV POST
POST
POST

RP

CAR PARKING
COACH DROP OFF

RP COACH DROP OFF

RP

BOX

SV
Site plan with ventilation indicated
 G

BOX

SC G
BOX

TAP TAP
FH
LP
G
BOX

AERIAL
G

G
G
BOX

LP

G
PRODUCTION LP

PARKING
1
5
G PRODUCTION
BOX
BOX
CAM PARKING
SP
BOX

BOX
TAP

G
G
7

POST 3
G

BOX
BOX
LP FH
TAP
SV G
POST TAP
G

G G

G
TAP

BOX
BOX

TAP

BOX
BOX
G

POST BOL
BOL

BOX G

POST POST POST POST POST

POST
POST POST POST POST POSTPOST POST POST POST POST POST POST POST
POST POST
POST
POST TAP
POST BOX G
POST
POST
BOX
G
LP
POST BOX G
TAP
POST
POST
POST
POST
POST
POST TAP
POST
G
POST
POST
POST

FH

TAP
BOX
MP TAP
G
POST TAP

TAP
TAP
G

TAP

TAP
G TAP
G

ARTIST PARKING TAP

TAP
G
TAP
4 SC POST
POST TAP
POST
BOX
G
TAP
POST
RP TAP

TAP

FH
EARTH

LP

G
TOILETS
BOL TAP
G

EARTH G
RP POST POST TAP
POST G
POST
POST RP
POST TAP TAP
1ST AID & WELFARE TAP
TAP
TAP
TAP STUMP
BOL Artist Entrance TAP
TAP TAP
BOL POST EARTH
EARTH
FH TOILETS POST BOL TAP
BOX
POST
LP BOL EARTH
TAP
G
TAP FH
POST
TAP
EARTH
POST TAP

TAP G
POST
POST
RP EARTH TAP
POST TAP G

RP TAP
TAP
G

BAR
TAP

LP
TAP

TAP G

TAP
TAP
Artist Green Room G
ROOM 2
TAP
904m² = 1808 pax TAP TAP
BOX

POST G

RP EARTH BOL TAP

TAP
TAP
BOL
G G

6 G
G
ROOM 1 EARTH
2320m² = 4640 pax
POST

POST
15
EARTH LP
BAR POST
POST
POST POST
BOX
POST POST
TAP

TAP

8
EARTH SC
6 EARTH UP
POST SC BOL
G
BOL BOL
RP POST BOX
LP
G EARTH
G BOX
BOL
POST
LP BOL BOL
G
POST BOL BOL
BOX

EARTH FH
RP POST
RP TOILETS
POST
FOOD LP
TOILETS
EARTH POST BOX

EARTH
BOX
POST
POST FOOD
POST
LP

LP

18
FH
G

TAP MP
FH
BAR
TAP BAR
6 STOCK
POST VAN
BOX
BOX POST
POST
POST

POST
POST
VENT
LP POST
POST
POST
ROOM 3 8 LP

TOILETS 904m² = 1808 pax 6

BOX
G TAP
G LP

TAP
TAP
LP
FP RP
25 FP
POST
POST
BOX
TAP
BOL BOX LP

TAP
LP

FP LP
45
LP

POST FP
BOX

LP
RP

POST LP
FH
SV
G
POST RP
FP LP

FP EARTH TAXI EXIT ROUTE

BOX

RP

FOOD

TAXI DROP OFF

TAP

LP
TAXI PICK UP

RP

FP

Bag Search FP
GA Entrance TAXI DROP OFF
TAP

Advanced Search VIP Entrance

LP

TAP COVID STATUS CHECK WSC

Dog Search

CAR PARKING

COACH EXIT ROUTE

TAP

RP

TAP

RP
TAP

RP CAR PARKING CAR PARKING

BOX

RP

FP
RP
FP
CAR PARKING
RP
STAY
CAR PARKING

RP
COVID TESTING SITE
RP
POST
CAR PARKING

CAR PARKING
FH
RP

RP

CAR PARKING

BOX

POST

VENT
FP RP
FP

FH
RP
CAR PARKING
POST CAR PARKING
POST
POST POST
POST
SV POST
POST
POST

RP

CAR PARKING
COACH DROP OFF

RP COACH DROP OFF

RP

BOX

SV
APPENDIX B – RISK MANAGEMENT CONSIDERATIONS
Bi – Build/Break Risk Assessments
Bii – Operations Risk Assessment
Biii – Fire Risk Assessment
Biv – Sign off to open protocols (SOTO)

HALLOWEEN

38/48
APPENDIX B RISK ASSESSMENT CONSIDERATIONS

F42 Halloween at Peterborough Showground Arena

Bi - Build & Break

Bii - Operations Risk Management

Biii - Fire Risk Assessment

1
 HSE’s- Principles of sensible risk management
Sensible risk management IS about:
Ensuring that workers and the public are properly protected
Providing overall benefit to society by balancing benefits and risks, with a focus on reducing real risks
both those which arise more often and those with serious consequences
Enabling innovation and learning, not stifling them
Ensuring that those who create risks manage them responsibly and understand that failure to manage real risks responsibly
is likely to lead to robust action
Enabling individuals to understand that as well as the right to protection, they also have to exercise responsibility

Sensible risk management is NOT about:

Creating a totally risk free society
Generating useless paperwork mountains
Scaring people by exaggerating or publicising trivial risks
Stopping important recreational and learning activities for individuals where the risks are managed
Reducing the protection of people from risks that cause real harm and suffering
Risk Rating
For the purposes of this document a risk rating has been used to determine the level of control measure required.The Risk rating is
calculated by taking the Likelihood of a particular hazard occurring and multiplying it by the Severity of the potential outcome of that
particular hazard.
X Likelihood Likelihood Measures Severity Measures
Severity 1 2 3 4 5 1 – Unlikely 1 – Minor injury or damage
1 1 2 3 4 5 2 – Possible 2 – Injury or damage to property
2 2 4 6 8 10 3 – Likely 3 – Injury (under 7 days); serious
3 3 6 9 12 15 damage to property
4 4 8 12 16 20 4 – Very likely 4 – Serious Injury (over days)
5 5 10 15 20 25 5 – Constant 5 – Death

Risks with a residual rating of 15 (red) or more are considered to need immediate remedial action or an alternative method of provision in that area.
Risks with a residual rating of 8 to 12 (amber) require constant monitoring and review.
Risks with a residual rating below 8 (green) will be occasionally monitored.

2
Bi BUILD & BREAK RISK ASSESSMENTS – F42 Halloween
No HAZARD PEOPLE AT WHAT MIGHT RATING CURRENT CONTROLS FURTHER RESIDUAL WHO IS
RISK HAPPEN PRECAUTIONS RISK RESPONSIBLE
L S R L/M/H
1 Access All staff Staff become 2 5 10 Staff briefings include Toolbox talks will L VWM
disorientated in annotated site plans and reinforce the Showground
an unfamiliar orientation notes. landmarks around the
environment Time to walk round and site, areas beyond our
familiarize staff with control and use of
layout. annotated plan

2 Deliveries and works Public and Slips, trips falls 4 5 20 Deliver and unload outside Staff briefed to be M VWM
across public pedestrian staff Struck by moving peak hours where possible. aware. Contractors
routes equipment Supervisor/spotter to be Hi-viz clothing when Showground
used. working on roads near
Barriers and signage where entrances.
appropriate. There are no public
Deliver right up to area rights of way across
where equipment is the work area at the
needed. showground and
Showground employees fencing will be
made aware of event space employed to prevent
and timings of works in wandering into F42
order to avoid area or to area.
arrange for access.
3 Vehicle and pedestrian mix Public MOTP or staff 4 5 20 Deliver and unload outside Stewards to encourage M VWM
when loading or unloading struck by moving peak hours where possible. route around the Contractors
vehicle Banksmen used in all working areas. Showground
manoeuvres. There are no public
Showground employees rights of way across
made aware of event space the work area at the
and timings of works in showground and
order to avoid area or to fencing will be
arrange for access.

3
 employed to prevent
wandering.
4 Staff working on and off Staff and Staff loading or 4 5 20 Staff briefed to be aware. Where possible ensure M Contractors
the highway and internal Public unloading all work takes place VWM
roads vehicles moving Hi viz clothing as standard well inside the site
from pavement in roadway. which is public-free for
to road may be the build.
struck by passing
vehicles
5 Emergency Egress All staff and Staff unable to 2 5 10 The site is wide and open. Toolbox talk to identify L VWM
visitors escape in Orientation maps provided. egress routes Showground
emergency Showground to keep
emergency egress
points clear.
6 Access Routes All staff and Slips trip and falls 3 4 12 All Cables and equipment H&S Advisor should L Contractors
visitors due to poorly will be securely fixed. tour the site regularly VWM
managed Where possible cables will to ensure all cables are safetygeeks
equipment be run away from public well routed and
areas; where this is not sensitive areas are
possible cables will be secure.
buried or appropriate cable
management, ramps and
matting will be used.

7 Access / Egress Routes All staff and Routes blocked 3 5 15 Suitable storage will be Waste will be collected L Contractors
visitors by equipment, identified at the start of during build. VWM
dead cases, the build. All dead cases H&S Advisor will check safetygeeks
waste will be removed to storage routes regularly.
or to trucks.

8 Accidents (First Aid) All staff and Any minor 2 4 8 First Aid Provision on site in Contractors may have L VWM
contractors incidents that line with general their own first aid kits. Contractors
may need to be requirements. There will be a system
dealt with on of recording all
site. accidents.
9 Waste/Litter All staff and Waste and litter 4 3 12 All contractors to remove Site cleansing to be L VWM
visitors collecting as a their own waste from site. arranged before, Contractors
fire/trip hazard. during and after by
Attracts vermin. VWM contractor.
10 Major Incident All staff and Panic in the 4 5 20 There will be an agreed Staff will be briefed at M VWM
visitors event of a major evacuation procedure, inc start of work. Showground
incident site specific muster points,
with the showground All on site will be
events team. inducted for safety, inc
There will be agreed site specific muster
marshalling points away points.
from the main work area.
11 Inappropriate behaviour Contractors Rowdy, lewd, 2 4 8 Contractors briefed as to H&S Advisor to L Contractors
unsafe conduct what is expected of them. “patrol” site to ensure VWM
by contractor or Contractors chosen for safe procedures and safetygeeks
staff previous performance or systems of work.
references.

12 Manual Handling Staff & Heavy loads 4 4 16 All areas pre-defined and Crew to start early to M Contractor
Contractors distributed over a appropriately marked to enable early VWM
wide area leading minimise double-handling preparation of all
to injuries and and moving of compounds. areas.
fatigue
13 Work at Heights Contractors Danger of falling 3 5 15 Where possible staff will Ladders provided on M Contractors
or falling objects not work at height for long site or by contractors safetygeeks
periods. will be inspected by
All equipment assembled the H&S Advisor
and tested at low level.

14 Excessive Hours All staff and Overworking 4 5 20 Staff and contractors will Rest areas and M VWM
contractors staff may lead to have a detailed schedule of refreshments provided Contractors
accidents events. This will include on site.
through fatigue many breaks and times for
or may lead to dinner breaks, etc.
 poor decision All contractors will be
making responsible for their own
staff.

15 Fire or other evacuation All staff, Panic or lack of 4 5 20 There will be an agreed Toolbox talks will M VWM
contractors movement from evacuation procedure. confirm emergency
staff in the event There should be agreed procedures.
of an emergency marshalling points away
from the main work area.
16 Noise All staff, Excessive sound 3 3 9 Sound engineer in control HSE Action levels will L VWM
contractors levels damaging of sound levels on PA. be adhered to for all Contractor
and public ears other machinery.
Ear protection
available
17 Communication All staff, Need to relay 3 5 15 Radio system available for Mobile phone M VWM
breakdown contractors messages to staff management and numbers for key
could be contractors; tested across personnel held on file.
compromised whole site.

18 Mechanical Handling All staff, Injury to persons 3 5 15 All drivers to be qualified in Speed limit on site L Contractors
contractors and damage to the equipment they are 10mph – 5mph/dead VWM
and public property from controlling. slow when pedestrians
poorly handled Contractors to supply nearby.
machinery credentials

19 Ladders – climbing All staff Fall of person 3 5 15 Ladders set at correct Competent and L Contractors
involved angle trained staff only to VWM
Ladders footed when in use ladders
use
Only industrial specification
ladders allowed on site

20 Ladders – carrying All staff Fall of materials, 2 5 10 Mechanical use of lifting Operatives will only L Contractors
equipment involved equipment and equipment where possible carry small items in VWM
tools shoulder bag/tool belt
 21 Step Ladders All staff Fall of person 3 5 15 Legs of steps positioned at Knees within stiles and M Contractors
involved maximum width extension below top step at all VWM
as per manufacturers times
guidelines

22 Ladders – working at All staff Fall of person 3 5 15 Trained and competent 3 points of contact M Contractors
height involved staff wherever possible VWM
Ladders used for short Ladders positioned to
term work as per HSE avoid overreaching
Guidance

23 Use of Hand Tools Staff using Damaged or 3 4 12 Correct tool for job to be Only trained staff to L Contractors
tools inappropriate specified use tools VWM
tool leading to Damaged tools rejected
cuts,etc

24 Electrical Hand Tools Staff using Electric shock 3 5 15 Visual inspection before Reduced Voltage and L Contractors
tools use battery tools preferred VWM
Damaged tools rejected

Bii Operations Risk Management

No Hazards What Might People at risk Risk Rating Control Measures Further Controls Residual Responsibility

Happen S L R Risk
25 Crush Crush injury ▪ Public 5 3 15 ▪ Audience monitored to Security in contact with L VWM
detect any problems Event Control
▪ Emergency Action Plan throughout to pass on
(EAP) to deal with such monitoring messages.
issues
 ▪ Security to monitor main MOJO style barrier at
event areas each of the three stage
fronts.

26 Lost/vulnerable Disorientation ▪ Public 4 3 12 ▪ POVA policy being DBS checked staff L VWM
adults or distress developed
▪ Stewards located
throughout venue space
27 Dogs not under Bites, falls, trips ▪ Contractors 3 3 9 ▪ Security to ensure that all Only guidance/assistance L VWM
control or ▪ Performers dogs that enter the sites are dogs allowed
supervision - ▪ Public placed on a lead and remain
Bites, falls, trips ▪ Staff on it whilst in the Event
areas
28 Electricity Electrocution ▪ Contractors 5 3 15 ▪ All individual contractors Cables run away from L VWM
▪ Performers own power supplies to be public areas.
▪ Public checked as appropriate
▪ Staff ▪ All electrical systems should Matting and ramps to
be constructed and prevent trip hazards
maintained in a condition
suitable for use in the open Equipment from
air and will be protected as reputable suppliers.
necessary by 30mA residual
current circuit breakers. All
distribution boxes etc to be
away from public
▪ A competent electrical
contractor will be available
to deal with any problems
should they arise
▪ Electrical installations to be
undertaken and certified by
qualified contractors
▪ Electrical contractor
available to deal with any
issues that arise
 ▪ Portable tests to be
examined and certified
29 Hazards from the Various ▪ Contractors 5 3 15 ▪ EAP developed, agreed and Latest actions advice to M VWM
need to evacuate ▪ Performers communicated (subject to be included in induction
due to a bomb ▪ Public nature of incident) and briefing.
threat, disorderly ▪ Staff ▪ Emergency announcements
behavior, fire, over PA (or loud hailers) to Event to engage with
flood/ storm, give instructions to the Police and emergency
medical, public in event areas Planning through SAG.
overcrowding, ▪ Emergency access/exit
robbery, routes to be stewarded – VWM to discuss threat
restrictions on but these are the normal levels and intel with
access for routes around the Police in lead up to event
tenders, showground via SAG.
structural failure, ▪ Ensure accessible red routes ‘Run, Hide, Tell’ info to
violence and are available to be shared with staff.
assault emergency service
vehicles at all times
▪ Evacuation strategy to be
dependant on nature of
incident (the principle will
be to separate the hazard
from public and staff and
to ensure the exit routes
are available and safe)
30 Illness/injury and/ Various ▪ Contractors 4 4 16 ▪ Each contractor provides Private medical provider L VWM
or lack of welfare ▪ Performers their own first aid provision will have medics, first aid
facilities ▪ Public as per the Health and Safety and patient transport on
▪ Staff (First Aid) Regulations site to reduce burden on
▪ Emergency services called the NHS.
on 999 if required
▪ First aid provision as Deployment will be
detailed in Event based on risk assessment
Management Plan and evidence of previous
VWM events.
 ▪ NHS A & E informed by
medical supplier as detailed
in Event Management Plan
▪ Toilet facilities provided as
detailed in the Event
Management Plan
31 Falls, slips and Various ▪ Contractors 4 4 16 ▪ Cable runs to be minimised There are many good, L VWM
trips depending on ▪ Public ▪ Ground conditions to be hard-standing routes and
outcome of ▪ Staff monitored by Event Safety paths around the site.
hazard Advisor and to cordon off Additional trackway and
slippery/uneven areas matting will be added as
and/or evacuate site if required.
required
32 Collapse of a Muscular ▪ Contractors 5 2 10 ▪ All structures to be erected Each contractor erecting L VWM
temporary skeletal injuries ▪ Performers by approved contractors a structure will provide a
structure ▪ Public who will have provided completion certificate to
▪ Staff method statements and/or the organisers which will
risk assessments and been be held on file – this will
vetted in advance by the include an emergency
Event Safety Coordinator contact number.
▪ Event Safety Coordinator to
monitor to ensure design
limits not exceeded
▪ Site security to prevent
unauthorised access
33 Contamination Damage/ ▪ Contractors 4 3 12 Appropriate waste disposal VWM waste team to L VWM
and fires injuries from ▪ Performers facilities to be provided across provide litter pick and
fire or smoke to ▪ Public the site waste removal facilities
persons and/ or ▪ Staff ▪ Waste to be cleared away
property regularly

Illness from
contamination
34 Violence and Assault, ▪ Contractors 5 2 10 ▪ No lone working at site VWM does not have any M VWM
aggression disturbance and ▪ Performers ▪ Procedure for dealing with significant history of Compact Sec
violence ▪ Public violence and aggression in violent behaviour at its
▪ Staff EAP events.
▪ SIA security on site

35 Adverse or Dehydration, ▪ Contractors 4 3 12 ▪ In the event of adverse or A weather management M VWM

extreme weather fire, heat ▪ Performers extreme weather the Event plan is part of the ESMP
leading to heat, exhaustion, ▪ Public Safety Advisor will assess and it will be updated as
high winds, hypothermia, ▪ Staff the risk to those on site and structures are erected on
lightning, rain sunburn if considered severe will site.
stop all activities until Medics will give advice if
conditions improve there is extreme heat or
▪ Refreshment areas cold.
▪ Regular checks on forecasts Most areas are within
▪ Wind policy to be obtained the main building
from all structure providers
(in the event of high winds
exceeding limits then
structures will be evacuated
and made safe)
36 Catering Outlets Fire, food ▪ All 5 3 15 ▪ All caterers will send in their Names of all caterers will M VWM
on site poisoning, other Food Hygiene certificates be submitted to VWM Catering
accident and submit their HACCP or alongside their borough
associated with equivalent for inspection on of registration and any
poor practice site. food hygiene rating held
▪ All caterers will supply for the unit (4 and 5
details of fire fighting only).
equipment, gas certification, Safety advisor will tour
electrical connections and all stands at the event
an image of their unit if and will have the
available. necessary knowledge to
▪ All units will be inspected on spot poor practice and to
site to ensure they are give practical advice
carrying out safe practices. (Level 3 or higher).
▪ No more than 2 gas bottles
will be allowed operational All information will eb
per stand as these are one available on request.
day events.
▪ Site layout will leave suitable
fire breaks between units.
Bv - FIRE RISK ASSESSMENT

FIRE RISK ASSESSMENT

1 PREMISES PARTICULARS
Premises Name: East of England Showground and Arena Use of Premises:
Events space
Address: Controller of Premises:
Oundle Road, Peterborough PE2 6XE EofE Showground
Date of risk assessment: Date of review:
SEP 2021 Next review OCT 2021 (on site)
Fire Risk Assessment by:

2 GENERAL STATEMENT OF POLICY

The Fire Risk Assessment will be formally reviewed by the local Fire & Rescue Service via
the SAG and licensing process prior to the event and where necessary, recommendations
will be made to the Fire Safety Manager for amendments, improvements etc.

3 MANAGEMENT SYSTEMS
Although having overall responsibility for fire safety matters the organisers have made the
Fire Safety Manager (H&S Advisors) responsible for fire safety matters which include the
fire risk assessment and all matters appertaining to it.

This person will be responsible for: -

• Deciding the fire safety protective and preventative measures
• Informing other responsible persons what those measures are
• Ensuring they are implemented and communicated to other employees
• Ensuring co-ordination between other responsible persons
• Liaison with Local Authority Fire and Rescue
Fire Safety will be an agenda item for the pre-planning and on-site safety meetings.
The Fire Safety Manager will be responsible for monitoring the effectiveness of the fire risk
assessment process and its implementation.
The Fire risk assessment will be completed utilising legislation, guidance, best practice and
experience.

It will identify all of the risks and potential risks and implement measures to remove those
risks or reduce them to an acceptable level of control The Fire safety planning for the event
site will be considered in a number of stages:
• Venue design, selection of workers, selection of contractors and subcontractors,
construction of the stages, marquees, fencing, (the ‘build up’);
• Safe delivery and installation of equipment and services which will be used at the event,
e.g. stage equipment used by the performers, lighting, and the protection of crew, (the
‘load in’);
• Effective fire safety during the event (‘the event’);
• Safe removal of equipment and services, (the ‘breakdown’);
• control fire risks once the event is over and the infrastructure is being dismantled, (the
‘load-out’);

The Fire Safety Manager will have responsibility for all fire related matters and will work
jointly with the Event Manager. Health and safety information will be communicated to
employees via briefing sessions, programmed safety meetings, training, written
correspondence and via radio or telephone communication.
Compliance and effectiveness of the assessment will be continually reviewed prior to,
during and after the event. During the event continual review of the Fire Management plan
will be completed by the Fire Safety Manager and fire team. All incidents and outcomes of
checks on fire precautions will be recorded and any reportable incidents will be notified to
the Local Authority.

4 GENERAL DESCRIPTION OF PREMISES

Description:
VWM – music events
Using main Arena Building and Atrium, and space behind (for a Big Top and Marquee).

The site briefly comprises:

Purpose built entertainment/exhibition arena within a wider showground complex
Additional entertainment in:
45m x 45m Big Top – 50% open sides
45m x 45m Marquee – 50% open sides
Catering Outlets

Occupancy: Size:
Times the Premises are in use: Building footprint (Metres x Metres):
Work hours for 3 days – then a one day Arena rooms plus Marquee and Big Top;
event more than adequate for full attendance.

F42 Halloween expects 7500 Number of floors:

1
Number of Stairs:
0

5 FIRE SAFETY SYSTEMS WITHIN THE EVENT SITE

Fire Warning System: (i.e. automatic fire detection, break-glass system to BS 5839, other):

There is no automatic fire detection system within the exterior areas of the site or in
marquees.
Fire detection is by manual visual means.
Fire warning is by manual means and public address systems.
Emergency Lighting: (i.e. maintained/non-maintained, 1hr/3hr duration to BS 5266):
N/A in the wider landscape
All enclosed structures will have emergency lighting as appropriate for their size.
Lighting around the site will be assessed ahead of the event and additional lighting added if
appropriate.

Other: (i.e. Sprinkler system to LPC rules BS 5306):

TBC – information needed from Arena

6 SITE PLANS
SEE APPENDICES TO THE MAIN DOCUMENT

7 IDENTIFY FIRE HAZARDS

Sources of Ignition:
Identification of ignition Present – Methods in place for control Outcome
sources yes or no
1. Smokers materials Yes As per the Health Act 2006 Smoking is Adequate
not permitted within significantly
enclosed structures and work spaces.
Fire fighting equipment is provided at
Fire Points throughout the venues.
Sand/Butt buckets will be provided for
cigarettes at designated smoking
areas.
2. Naked Flames (non- NO N/A. N/A
performance)
3. Electrical Equipment Yes Signed off by contractor to BS:7909 Good
All generators earthed
30ma RCDs throughout
PAT testing on appliances
4. Hot Processes Unlikely Welding and metal grinding during the Permit
build – managed by site team, fire required
fighting equipment available
Competent staff, safe systems of
work, safe equipment.
5. Cooking / Caterers Yes All concessions carry FFE. Inspect
All LPG installations certified.
All storage areas must be well
ventilated.
6. Engines Yes Diesel generators only on site and Good
used wherever possible for tower
lights if required.
7. Machinery and Plant Yes Fit for purpose and in good Good
mechanical order. Audit trail of
 inspection, only diesel fuelled vehicles
and plant unless venue has gas ones
inside.
8. Lighting Equipment Yes Installed by competent contractor – Good
someone with Knowledge, Experience,
practical Ability and Training.
Correct equipment used
No flammable material on stage lights
9. Arson Unknown Security patrols Good
10. Naked Flames during Possible Any show utilising flame or pyro will TBC
show submit a separate FRA.

7 IDENTIFY FIRE HAZARDS

Sources of Fuel:
Identification of fuel Present Methods in place for control Effectiveness
sources – yes or
no
1. Flammable liquid Possible COSHH store, no smoking, controlled Adequate
based paints, thinners, use.
varnishes, etc.
2. Petrol Possibly Petrol generators not favoured on Monitor
site; on the rare occasional use
storage of petrol will be in a suitable
container kept in a secure area away
from the generator. These will be
turned off prior to refuelling.
3. Diesel Unlikely All generators have internal bunded Good if used
fuel tanks;.
No smoking and other signs.
No re-fuelling required unless by
contractors.
4. Paper/card/other Waste management schedule to Good
combustible material Yes prevent build-up of waste material.
Waste storage area segregated from
public areas. We will segregate
combustible waste from other
waste.
Site patrols to monitor waste
management.
5. Plastics Yes All tents/marquees of plastic Adequate
laminate construction all to relevant
BS; MUTA reg, etc and to be flame
retardant
6. Foam Unlikely Furniture all to BS EN 7176 and to be
flame retardant.
7. LPG (caterers) Yes Present in catering units, only a Good -
maximum of 2 cylinders permitted inspect
per unit. Secured but not locked and
remote from sources of ignition/fuel
and public access
Gas Safe certs required.
8. LPG (Flame effects) None If added, installers to provide risk N/A
assessments and method
statements.
9. Other Gases Yes O2 by medics, no smoking, correct Adequate
storage.
10. Furniture/textiles Yes To BS EN 5852 Adequate
11. Construction Yes Class 0/1 or Adequate
materials (hardboard/ Timber <25mm
chipboard, etc) for Ply/MDF <18mm
construction

8 IDENTIFY PEOPLE AT RISK

People at risk:
Employees
Members of the public
Artists/Participants

Employees are distributed throughout the event site.

Public free and open access to public areas only

Participants and contractors are briefed on the fire evacuation procedures and site safety
procedures.

Where visitors are identified as having disabilities that would prejudice their evacuation,
their carer will ensure that they are assisted, members of security will also assist where
required and measures will be put in place to ensure their evacuation in the event of fire.

At the present time there are no employees with disabilities that would prejudice their
escape in the event of fire.

Some employees work late and may find themselves isolated in areas of the event site,
under these circumstances they will work in pairs whenever possible.

Performers using fire as part of their act will provide risk assessments and method
statements to mitigate the risk.
9 HORIZONTAL MEANS OF ESCAPE
All employees are briefed in what actions to take on hearing the alert over their radio or
discovering a fire. There are no employees with disabilities that would prejudice their
evacuation from the premises.
Any full or partial evacuation of the site will be managed by trained security staff and, in
addition, the public may be notified by use of the Public Address system, PA systems are
often powered by twin generators in case of power failure, however, battery powered loud
hailers will be available as a secondary means of communication as we are likely to be
using the on-site power.
There are sufficient fire exits of suitable width from the site that will allow all persons
resorting to the area to evacuate in the event of fire. There are no dead-end conditions –
all routes will lead to an exit to a place of relative safety outside the site.
All enclosed structures have adequate exit width; there are no single route exits and travel
distances are within the accepted limits.

It is anticipated that a fire within a structure would be a slow to medium growth fire
involving carbonaceous materials. It is also anticipated that any fire would be noticed fairly
soon after ignition by employees or due to the attendance of security. Areas behind
marquees and fairground rides will be regularly checked by staff and for signs of fire or any
other inappropriate storage, cooking, waste piles, etc.

Any fire within the site will be restricted in spread due to the spacing of structures,
catering unit’s and separation of stalls etc which will maintain an adequate fire break
between blocks of units. The structure and layout of catering areas will be shown on the
final site plans. For clarity we will treat each block of caterers or traders as one fire risk –
therefore a fire in one unit will lead to evacuation of all in that block.

It is anticipated that all employees and persons resorting to the event would have
evacuated any structure before any escape route becomes untenable.
All escape routes from site are suitable for disabled evacuation and assistance is available
at all times.
All main emergency egress routes are continually manned by security staff

If it should become necessary to evacuate an area a system of progressive staged

horizontal evacuation would take place leading all persons to a place of safety.

All combustibles will be closely controlled and kept away from escape routes, a regular site
cleaning protocol will be in force.

Regular fire patrols will ensure the availability and operability of escape routes, fire lanes
etc.

10 VERTICAL MEANS OF ESCAPE

The only vertical evacuation will be from the stages down a short flight of steps or the
backstage ramp.
11 FIRE SAFETY SIGNS & NOTICES
There will be adequate fire safety signs and notices in enclosed premises
All fire safety signs, notices and graphic symbols will conform to the Health and Safety
(Safety Signs and Signals) Regulations 1996.
Exit signs will take the form of a pictogram symbol and may also be supplemented by text
bearing the words “EXIT” or “FIRE EXIT”, in conspicuous lettering.

12 FIRE WARNING SYSTEM

Spotters and patrols will be operating for the duration of the event as part of the security
team.
During the event, Event Control will be in operation and Fire warning will be given by radio
messages and utilising our Incident Plan.
The method for contacting Fire & Rescue will be a 999 call from VWM Event Control
although a representative from EofE Showground is welcome in the Event Control space at
any time.
The trigger points for mobilising Fire & Rescue will be that any Fire incident involving
insurable property and life risk.

This is likely to include:

• Fire involving a motor vehicle

• Fire involving a stage
• Fire involving any solid structure, i.e. Building, marquee, etc
• Fire involving any risk to life
• Structural collapse of any structure.
• Any incident beyond the capability of the on-site team.

13 EMERGENCY LIGHTING SYSTEMS

N/A.

14 FIRE FIGHTING EQUIPMENT

Sufficient Fire-fighting equipment will be provided that is appropriate to the risks, the type
and location is indicated on the fire-fighting equipment schedule below.
All extinguishers will conform to BS EN 3: 1996 and be colour coded in accordance with BS
7863:1996 and BS 5306: 1985

Staff will only extinguish small fires, attack fires in the early stages, secure escape routes
and prevent fire spread and escalation. They are not equipped for structural Fire fighting
and therefore will not commit internally to structural fire fighting.

Stewards who may be called upon to use fire-fighting equipment will be trained to a
suitable standard. The use of Fire-fighting equipment by stewards or others employed on
the site will be an emergency first response measure only.
 Fire Fighting Equipment will be located in secure positions easily accessible by stewards, to
prevent malicious use, damage or theft.

Fire and Rescue Service access to the site will be via the main routes available – the road
traffic scheme will be shared with emergency services through the SAG meetings – any
closures or restrictions will be removable for emergency access and manned at all times.

The access roads are all substantial and should be passable in all weathers.

Appliances / officers attending will be met by stewards and whenever possible a member
of the Event Management Team; they will be identifiable by a Hi-Viz tabard and will
approach the appliance on arrival.
Appliances/Officers will be directed/escorted to the incident location where they will be
met and briefed by the area manager.

Should Fire & Rescue Service fire control receive a call to the event from a source other
than the event organisers, they may wish to contact Event Control to ensure they are
aware of the incident.

The Fire & Rescue Service will receive a call from the event control who will identify
themselves as “The VWM Event Control Manager”

Fire Extinguisher Schedule

Each of the Fire Points marked on the plans below will consist of a Water or Foam
extinguisher and a CO2 extinguisher where electrics are involved (most areas).

Close to any generators (if used on site) there will be a number of Dry Powder
extinguishers in case of diesel fire.
F42 – APPENDIX Biv - SOTO

SIGN OFF TO OPEN PROCEDURE (SOTO)

The purpose of this plan is to ensure the communication of a clear procedure for the sign-off of the site
being fit for opening to the public in the interests of safety.
This plan is applicable to Event Control and key staff noted within this document. There are no
exclusions to the procedures outlined within this document.
For F42 Halloween:

1. The site is due to open to customers on Saturday 30th October at 13:00.

2. The initial Internal Inspection on Friday 29th October 2021 at 12:00 will be aimed at identifying a
safety snagging list to be actioned prior to the Final Inspection leading to SOTO.
Focussing on, but not limited to, the following:
✓ Structures
✓ Fencing
✓ Lighting
✓ Signage
✓ FSE
✓ EMX Routes
✓ Ground/floor conditions
✓ Waste
The Event Manager, Event Safety Advisor or the Production Manager may be responsible for the
actioning of items on the snagging list with relevant parties depending on the nature of the issues that
requires resolution.

3. Final Inspection
The Final Inspection will take place on Saturday 30th October 2021 at 11:00 (2 hours before the site is
due to open).
The following personnel will be in attendance:

• Event Manager
• Event Safety Advisor
• Production Manager
• Security Manager
This Follow Up Inspection will be aimed at reporting on the status of the snagging list from the Initial
Inspection identifying a remaining safety snagging list to be actioned prior to site opening focussing on
issues that may prevent the site from opening as scheduled.
F42 – APPENDIX Biv - SOTO

The Event Manager, Event Safety Advisor or the Production Manager and Security Manager may be
responsible for the actioning of items on the snagging list with relevant parties depending on the nature
of the issues that requires resolution.
Event Control will be responsible for liaising with this group and/or relevant parties to ensure that issues
have been resolved and are logged in advance of conducting the site sign off to open.
Event Control will be responsible for reporting back to EM on the status of the snagging list, identifying
cause for potential delay as early as possible.

4. Sign Off To Open (SOTO)

Event Control will liaise with Traffic Management to ensure that all traffic control measures are in place.
Sign Off To Open will take place on Saturday 30th October at 12:30 (30 minutes before the site is due to
open).
This will be conducted via radio by Event Control, led by the following checklist:
✓ Production Manager – confirm that all tech and infrastructure is safely in place, and Stage
Managers are in position
✓ Event Safety Advisor – confirm that all risk control measures are in place
✓ Event Safety Advisor - confirm that ground/floor conditions do not pose safety risk
✓ Event Safety Advisor – confirm that all FFE is in place, and emergency exit routes are clear
✓ Head of Security – confirm that all security are in position
✓ Head of Security – confirm that queuing infrastructure is safely in place
✓ Head of Security – confirm that there are no vehicles on-site
✓ Head of Medical – confirm that all medical resources are in place
✓ Head of Bars & Concessions – confirm that all bar / concession infrastructure is in place and
operational
✓ FOH Manager – confirm that entry systems are in place and operational
Once Event Control have confirmation from ALL of the above that the necessary resources are in place,
they will give FOH Manager and Security the all-clear to open the site to customers at 13:00. Should
there be notable queues and the sign off to open procedure has been completed prior to 13:00, Event
Management may instruct an early opening to ease pressure and reduce risks to safety.
The Event Safety Advisor and Production Manager will be carrying out ongoing monitoring of risk control
measures to ensure that standards are maintained throughout the events.
APPENDIX C – SITE INDUCTION

HALLOWEEN

39/48
 Thursday, October 21, 2021

F42 Halloween at East of England Showground

GENERAL SAFETY
The most important aspect of Venue H&S is to look after yourself and others around you. This is a
legal requirement but also great common sense!
Make sure you attend promptly for daily brie ngs: this will give you the information about where work
is happening, who is supervising, and what to look out for.
Please stay alert and watch out for moving vehicles and plant, people working above you, wandering
public/clients and the times for breaks.
Take a break away from your work area. This can help you keep mind and body together, along with
staying hydrated and connecting with those around you. Please maintain social distancing when on a
break - and wash your hands.
If you see something dangerous or something that just doesn’t look right, tell someone on site: your
line manager, supervisor, H&S Advisor, or Production O ce. That’s a legal duty too!
Please help us keep the site tidy by using the appropriate bins forr any waste generated. Help us
recycle wherever possible.
We run a three-strike rule for those who persistently ignore the site rules in an unsafe manner — please
respect the safety rules which protect all staff.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
The whole of our area in use is a construction site for the full duration of the build and the break. You
must therefore follow site rules and wear appropriate PPE at all times except in welfare and o ces.
Our risk assessments have identi ed hazards on site that we feel PPE will be appropriate to mitigate.
We operate a minimum 3 points of PPE.
HARD HAT

Minimum Standard EN397.

Industrial safety helmets that comply with standard DIN EN 397 generally meet the following safety
requirements:
· Shock absorption, vertical
· Penetration resistance (against sharp and pointed objects)
· Flame resistance
· Chin strap attachment: chin strap releases at minimum 150N and maximum 250N
Don’t decorate them, don’t add stickers, and make sure your hat is comfortable
HI-VIZ

Minimum Standard ISO 20471.

Visibility is achieved by making a sharp contrast between the clothing and the background against
which it is seen. High-visibility clothing generally consists of a basic uorescent material and a retro-
re ective material. So Black Hi-Viz are not ideal and we would prefer you to have yellow or orange!
SAFETY BOOTS/SHOES

Minimum Standard EN ISO 20345.

1
Additional standards relating to individual activities deal with risks in relation to footwear with
electrical insulation, for example, and shoes to protect against chemicals, etc. But basically, they are to
protect your toes!
The hard hat rule may be relaxed once overhead works are completed, but this will be a decision for
production management and site safety. Please listen to all brie ngs and instructions on site.
MANUAL HANDLING
Please take care of your back and ask for help with heavy or awkward loads.
Use site equipment, plant and vehicles to move heavy items where necessary.
Wear gloves to help with grip and to avoid splinters and burrs

2
WORK AT HEIGHT
All work at height must be pre-planned and assessed.
Whether using ladders, scaffold, MEWPs or access towers you must be able to prove your competence.
The best way to do this is to show your IPAF card or equivalent.
You need to be mindful of open edge working and specify full-body harnesses and other PPE when
assessments dictate - please take care on un nished stages and platforms.
3
All ladders must be industrial class and in good condition. Please ensure your ladder is footed by a
colleague and that you keep yourself within the width of the stiles – don’t lean out. You should stay
below the top 3 rungs at all times. Ladders are for short duration work and access only.
Step ladders should be fully opened with stays put down across the frame. Do not use the top as a
step. You should turn the ladder to face the direction you are working – turning through 90 degrees
makes the ladder unstable.
Contact the safety team or Production Manager to discuss your work at height needs.
FIRST AID
No matter how good the risk assessments and no matter how careful you are, there will always be a
few minor accidents — please make sure you get appropriate rst aid.
There is a rst aid kit in the production o ce or ask the Production Manager as it may have moved for
construction reasons. Just because the kit is freely available does not mean you can ignore your legal
duty to make a note of the accident in the relevant book – see your supervisor or the safety team.
VEHICLE MOVEMENT
Please be aware there will be constant and regular movements of vehicles during the build in and
around the access points to the site, and possibly plant/MEWP movements for work at height right up
to show time.
We will try to segregate pedestrian areas, but this is not always possible.
Stay alert and remember to check your surroundings.
You must have the appropriate competency card or certi cate for the type of vehicle or plant you wish
to drive in or around the venue.
FIRE SAFETY
There are a number of work activities that could pose a risk of re — there will be the appropriate
number and type of re extinguisher for these risks.
Don’t worry about code words: tell it like it is!
Raise the alarm with all those nearby by clearly shouting ‘FIRE!’ Encourage them to move to a place of
safety.
If you have a clear route away from danger and have been trained in their use, you may wish to attack a
small re with a re extinguisher (see images below).
One re extinguisher should be your limit. If the re is still alight, get away to a place of safety, leaving
all belongings and tools: they can be replaced, you can’t.
Go straight to the assembly point identi ed to you during your daily brie ng. You may be directed
elsewhere if the issue makes one area not viable. Please stay there until you are told it is safe to come
back in by the Fire Service or a senior member of staff.

DRUGS & ALCOHOL

Consumption of alcohol and drugs immediately before and during work periods is prohibited — drugs
are illegal here too! Any breach of this rule will result in immediate removal from site. Even if you are a
volunteer you are classed as “at work” when on the site — make sure you are ready for work.
A hangover is no way to get through the day and you will be more susceptible to accident and injury if
you are drunk, stoned or under the in uence. You may still fail a breath test the morning after.
Prescription drugs can have dangerous side effects — if you are in any way concerned, contact H&S,
who are there to help.

4
Please note that, if you are sent away from work for being under the influence, you will forfeit any pay
or benefits that may have accrued as you will be in breach of contract.
WORK SAFE, PLAY SAFE
SECURITY
Much of the surrounding area of the venue is occasionally open to the public or vulnerable to
wandering pedestrians. The security of tools and equipment is your responsibility. Speak to the
Production Manager to arrange lock-up storage.
We rely on your eyes and ears to help us keep on top of many security issues.
Your instincts are normally excellent — if something looks dodgy, it probably is!
Don’t be afraid of mis-reporting something — we’d rather you said something than nothing.
SUSPECT PACKAGES
There is a difference between an unattended package and a suspect package - there are many
unattended packages across the UK every day:
THINK H.O.T.
H – Has the item been Hidden?
O – Is the item Obviously suspicious?
T – Is the item Typical or, more likely, not typical of the environment?
If you discover a suspicious package let the Production O ce know immediately and move to a safe
distance:
Briefcase 100m
Suitcase 200m
Car 400m
Lorry 800m
SUSPICIOUS PEOPLE/ACTIVITY
If you see anyone acting suspiciously in or around the event site, please let Event Control know.
Be prepared to give them a detailed description of what you have seen and why you think it’s
suspicious.
TERRORIST INCIDENT
If the site is attacked, follow the advice below:

I have read and understood the safety YES

brie ng above:

COVID 19
For anyone wishing to work at either venue a negative NHS Lateral Flow Test less than 24 hours before
coming on site is mandatory - you must be able to prove this. This is over and above a COVID pass for
double vaccine which is recommended but not mandatory.
You can get free tests from: https://www.gov.uk/order-coronavirus-rapid-lateral- ow-tests
5
Physical Distancing
All on site should follow the guidance on Staying Alert and Safe (Social/Physical Distancing). You
should all by now be familiar with staying 2m or more apart from others. However, where this is not
possible on site we look to the 1m+ strategy. This means trying to stay at least 1m apart, but
employing other mitigations to reduce risk, such as facing away from each other, wearing
facecoverings, etc.
We're aware the rules have been relaxed but it still makes good sense to keep your distance.
Facecoverings
A face covering is something which safely covers the nose and mouth. You can buy reusable or single-
use face coverings. You may also use a scarf, bandana, religious garment or hand-made cloth covering
but these must securely t round the side of the face.
We are aware that many of you have been away from work for over a year and this is your oppotunity to
"get back at it!!".
However, more important is that we protect each other as much as possible so we have a few further
requests.
Facecoverings inside the venue or if you can't stay 2m apart outside are required for all staff.
We will continue to remind you about Hands/Face/Space - these three items have saved many lives and
continue to - think carefully about each situation and wear a mask if you think you can keep yourself
and someone else safe. Hand Sanitiser stations will be available around the site and we have arranged
enhanced cleaning of all facilities.

Health Declaration
All workers, including contractors, are required to complete this health declaration:
I am not suffering from any of the main symptoms of COVID-19
I have not had close contact with anyone with anyone with COVID-19 within the last 10 days
I have not been on holiday to any country not on the UK govt green list within the last 10 days
I have not been asked to quarantine/isolate in the last 10 days

By signing below you declare that the information you have given is accurate at the time of submission
and, should you develop COVID19 symptoms or come into contact with a person who is already
infected, you will inform us and stay away from all work sites.

6
First Name

Last Name

Company

Phone Number

Signature

7
APPENDIX D – INCIDENT & EMERGENCY PLANNING

HALLOWEEN

40/48
APPENDIX D – INCIDENT & EMERGENCY PLANS

Introduction
Security and stewards will be positioned in various areas: at static points and within the site
to comply with the risk assessment carried out by the security contractor (Compact Security)
after liaison with the Event Production Team.

Their risk assessment will take into account:

• The nature of the site

• The nature and size of the expected audience
• The license and performance programme
• The stewarding of exit points and fire controls

Compact will appoint a security manager whose sole role is to ensure that security and
stewarding arrangements are adequate and that there is effective communication with, and
full cooperation is given to the Event Management Team. This manager or a nominated
representative will be located in event control for the duration of the event.

Security zone supervisors will be appointed to separate areas for command and control
purposes. The supervisors will have been briefed upon the routes around site and the layout
of the infrastructure in general, and their working area in detail.

All security officers and stewards will be identified by wearing uniforms.

Those positioned on roadways will wear high visibility vests or jackets.
SIA registered staff will wear ID badges in keeping with the SIA rules.
All stewards and security staff will be identifiable as such at all times they are on duty.

Each security officer will have direct radio contact with security control (in event control).

Each security officer/steward will be fully briefed on their duties and carry a briefing pack
that will include radio frequencies, command structure and a plan of the site showing
infrastructure and exits.

The Event will employ an experienced management team to supervise different areas of and
aspects of the event for command and control, and to ensure that incidents can be dealt with
quickly and efficiently.
Method of Operation

Condition Green - No major problems but staff to remain vigilant at all times to potential
problems.

Condition Amber - Staff to be aware that there is a potential major problem and to be
standing by to put into effect the operational above.

Condition Red - All staff to implement the emergency action plan and carry out any
instructions issued to them by a member of the ELT or members of the emergency services
as appropriate.

The authority to change the alert status shall be a joint decision between those present in
Event Control.

Operational Actions

Condition Amber

Radio control shall be instructed to broadcast the following announcement:

“CODE 2021 FOR EVENT CONTROL AMBER AMBER” (repeat)

The following procedures shall be implemented

• The ELT shall assemble at Event Control as a forward RV or any other designated and
identified space for larger incidents.
• All staff to observe radio silence unless passing an urgent and relevant message.
• Senior security supervisor to proceed to the location of the incident, assess the
problem and report back via radio to the ELT
• If appropriate, designated members of the ELT will go to the area to further assess
the situation.
• Event Director to ensure, via stage management, that the entertainment is ready to
stop and PAs ready to be used to make announcements.
• Stewards to be on standby to remove any barriers or other obstacles from exits.
• Access onto site kept clear for emergency vehicles.

Condition Red

Radio control shall be instructed to broadcast the following radio announcement:

“CODE 2021 URGENT MESSAGE EVENT CONTROL RED RED”

The following procedures shall be implemented

• The area immediately surrounding the incident to be secured by security.

• Radio silence to be observed unless passing an urgent and relevant message.
 • Security and stewards to ensure that the only vehicle movements are emergency
vehicles.
• Security and stewards to ensure no vehicle movements unless removing vehicles for
access/egress.
• All security and stewards to stand by for the instructions for evacuation of sections of
the site.

NB: In reality, although there may be an evacuation of some spaces from the site, the action
would be a dispersal of the crowd in that area and movement to another area during an
incident; moving them to a safe place away from the incident as soon as possible.

Should an evacuation occur, it would be unlikely that the whole site would evacuate, just an
isolated section. A full evacuation would see further adjacent land/areas brought into play to
corral public and staff while waiting for a decision on a major incident plan for that moment.
Clearly there are certain incidents that would require a larger evacuation than others – bin
fire = move people away; catering unit with LPG = minimum 200m cordon.

Standing down from condition RED or AMBER

Radio control shall be instructed to broadcast the following radio announcement:

“CODE 2021 FOR EVENT CONTROL IS CANCELLED”

“EVENT IS NOW CONDITION GREEN”

Code Words
Alarms or threats will be evaluated on their merits, but in circumstances where the first
response is to investigate further, specific instructions or coded announcements (that are
understood by staff/workers) may be used to alert those staff having an emergency role.
Coded announcements should take the form of a distinctive phrase shared in advance with
all agencies but be unlikely to alarm or alert the audience. All personnel involved should
stand by at designated emergency positions and await further instruction.

The following code words are proposed:

Suspect package/ Item of interest.

Suspect fire / Fire.
Suspect serious crowd disorder.
Medical Assistance.
Suspect drugs, search required.
Possible evac situation.

Notwithstanding the above detail, it is often difficult to ensure casual staff and volunteers
understand and remember code words, even if they have a prompt card handed out.
Therefore Event Control will be more than willing to take calls that are straight and to the
point – a fire called as such – for clarity.
Evacuation Procedure overview.
Any evacuation will be managed by security and site staff (unless the police or other
emergency service have to take charge of the situation – Major Incident).

Access change for emergency access

Depending on the incident’s location, the emergency services will be called and notified of
the RV point via Event Control and will be met by a member of the management team.

Access point for emergency services will be decided dependant on location of incident –
wherever possible VWM will use the existing site protocols that Emergency Services may be
familiar with.

There will be an open invitation to the SAG in the days immediately preceding the event to
visit and understand the layout; NHS crews and Fire & Rescue Services watches will have an
open invitation to drive around site for familiarization.

Inclement Weather
If the event is temporarily affected, halted or cancelled due to inclement weather, PA
announcements will be made to inform MOTP to leave the event site and proceed to a place
of safety. Continual announcements will be made over all pa systems/loud hailers to inform
when the event site is safe to return to. VWM (and if appropriate Council and Emergency
Services comms teams) to use social media and internal and external channels to
communicate any messaging (as appropriate).

In reality, the whole audience for either event can be housed in the arenas which will protect
them from the worst weather.

The decision to permit re-admission to the incident area and the restarting of the event will
be made by the ELT. However, after any mass evacuation of the whole site it is likely that the
order will be for dispersal and the event will not be re-started. This will depend on the
number attending, the feasibility of continuing with a full-scale event and the mood of those
attending.

Evacuation
The purpose of this plan is to prepare and organise for event managers to be able to conduct
a time sensitive, safe, secure, orderly and efficient evacuation of the site, whilst providing an
overall view of the event management on site.

Potential emergencies, such as fires, explosions, bomb threats, chemical releases, stage
collapse etc. will require some or all of the staff, performers etc and spectators to evacuate
the site or parts of it. This plan will provide guidance for the management, staff and
spectators, and will minimize threats to life and property.

This plan will apply to all potential emergencies on the site that may require evacuation of
staff, performers, VIPs and audience to a place of safety. This plan relates to all persons
around the site that we can reasonably influence.
With such a large site and the surrounding roads, any emergency evacuation, planned with
the advice of Emergency Services, would be, most likely, of only part of the site.
In most foreseeable events this would not involve the audience leaving en-masse in one
direction and the possibility of congestion that could involve. For most areas there are
several large spaces on the perimeter of the site which public could be evacuated to if
needed, including the rest of the showground.

In the event that a situation developed whilst members of the public were in attendance at
the event that meant the event had to be cancelled and could not continue, depending on
the developing scenario the response could be to ask members of the public to disperse
gradually or there may be a requirement to implement an immediate full-site evacuation and
move everybody off of the festival footprint quickly in an acceptable period of time.

For an immediate full site evacuation, it is deemed that a time 2.5 to 3 minutes (under RRO
FRA guidance) is an acceptable period of time to evacuate the total site capacity off the event
footprint. In the event of a full site evacuation members of the public would be stewarded
away from the location of the incident and would exit the site using the most appropriate route
for the scenario that is developing.

Participants would follow the route to the nearest exit point, or an exit would be created by
removing barriers and infrastructure.

For partial evacuation of outdoor areas within the event footprint it is deemed a time of 6-8
minutes to be an acceptable period of time to evacuate part of the site capacity away from an
area of danger.

We would avoid evacuating people onto adjacent roads unless absolutely necessary as this
causes other dangers to them. For this reason, we would primarily look to evacuate the
audience into the wider showground landscape.

Rendezvous Points (RVP)

To facilitate vehicle access onto the event site the ELT will liaise and instruct the emergency
services as to the best access to be used. These points will be a place to muster response
vehicles rather than immediately approaching any incident.

Points will be labelled with RVP and a letter on the site maps which will be in the event plan.
It may be that emergency service response will come from outside the District and security
staff will be briefed to expect that any access point may be used.
All staff working on the event will be asked to come to a designated rendezvous point post
any incident so everyone can be accounted for.
Evacuation of the Event site
If a major incident was to happen whilst participants and public were on the site then the
event manager will immediately contact the event control and report the incident. They will
also convene with security manager to discuss the situation and decide on the best course of
action. If the situation requires immediate action then the event manager/ security manager
would put immediate plans in action feeding back to control at all times. If the nature of the
event allows then the ELT representatives will attend site to discuss the course of action.

EVENT CANCELLATION PRIOR TO THE DAY

Whilst it is highly unlikely that the event would need to be cancelled in the days running up to
the event it is possible. Possible reasons for cancellation would be that; the event site is for
some reason not ready to accommodate the event; severe weather forecast; or that the
organisers have been advised that the prevailing security situation is such, or that problems
around the site have arisen to a degree, that it would be unwise to proceed with the event.

VWM, Showground, Council and other websites and media contacts can also be used to
advise members of the public that the event has been cancelled. Since members of the public
will not have already started their journey this gives ample time for the message to be put
over. Any persons unaware of the cancellation would be advised on their arrival at the site by
appropriate signage and a small event staff presence. Persons can then make their way back
home via their own, or public transport.

EVENT CANCELLATION PRIOR TO THE OPENING OF THE EVENT SITE

The likelihood of a cancellation at this scenario is considered to be lower than cancellations in
the days prior to the event unless this was as a result of a direct specific threat to the event;
the loss of a major section of the site; or a specific threat to the locality as a whole.

In these circumstances it is likely that many members of the public may have started their
journey to the event and can therefore only be contacted via the media and signage on route.
(Social) Media contacts will be used to put out the message that the event has been cancelled.
As some of the people will arrive to the event via train and coach, transport providers will be
asked if advisory signage can be displayed at appropriate transport hubs and verbal
announcements made. Security may be redeployed to the stations if appropriate and transport
hubs around the area to inform the public that the event is cancelled.
Those arriving at the event site unaware of the cancellation will be advised of the cancellation
by signage and a staff presence at the entrances.

EVENT CANCELLATION AFTER EVENT STARTS

(NOT REQUIRING EVENT SITE EVACUATION)
This scenario is also considered to be unlikely. Possible causes would be a last minute major
incident occurring or a specific threat, which would significantly affect the event or un-
forecasted thunderstorms or other adverse weather which may affect the event or an
element of the event; loss of artists; COVID outbreak, etc.
At this stage most people will either be already at the event site or in the latter parts of their
journey to it.
Media contacts will be used where possible to put out the message that the event has been
cancelled, local transport providers will be asked to display advisory signage at appropriate
transport hubs to help stop those who have not yet arrived, continuing to the event site. Event
staff on the approaches to the event site would turn around those continuing to arrive. Security
will be redeployed to the stations and transport hubs around the area to inform the public that
the event is cancelled.

EVENT SITE EVACUATION AFTER EVENT IS OPEN

In most cases incidents would only require an evacuation of the immediate area around the
incident location to create a safety zone and operational zone for an emergency response
rather than a full evacuation of the whole site. There are a number of scenarios requiring the
evacuation of the event site, including fire, structural collapse, terrorist threat or terrorist
action to the event are considered to be the only reason for immediate evacuation of all
parts of the site. It is debatable that if a full site evacuation were to be required that the
event would restart and members of the public allowed back into the site.

The Event Liaison Team will consider alternative routes away and around the site and instruct
security to use the most appropriate routes through which to evacuate based on the prevailing
circumstances. In the event of a significant incident that requires Multi Agency response from
outside, the Command and Control will revert to tried and tested procedures as per the
Resilience protocol for the Local Authorities. Once dealt with it may be handed back if the
event can continue (unlikely and dispersal is most likely outcome).

IDENTIFYING AND COMMUNICATING MAJOR INCIDENTS

The Command/ ELT will meet if required to be formed. For all major incidents and
emergencies, the existing procedure is that the Event will contact the Duty Emergency
Planning Officer to assist accordingly and liaise between Emergency Response Organisations
and those organisations and services already represented on site to co-ordinate the response
to the incident. It may be that, in advance of this contact the emergency service responding
will have contacted the Duty Officer as above.

The ELT group will evaluate situations as they arise and progress, taking radio and telephone
communications. Site Security and First Aid will be deployed as appropriate to identify
potential and actual problems, contain incidents supported by other onsite team members,
and where necessary outside agencies, and to prevent further injury or loss of life.
In the event that an incident (e.g. medical emergency, significant overcrowding or crushing,
temporary structure collapse, fires or bomb alert etc) occurs:

Area managers and clearly identifiable security personnel working in close co-operation at
key locations and patrolling the event will either identify or be informed of problems. The
security personnel through the Security Manager who will report this to Silver (within the
Events Control/ELT) and call for assistance as required (e.g. First Aid). The manager for the
area where an incident occurs will take control of the situation advising the ELT as needed.
Notifications made by members of the public will be routed via security or stewarding
personnel or the emergency services to the same location.
All notifications received externally by the emergency services should be routed through the
relevant agencies’ officers on site, or to the Event Control external number as shared in
advance of the event.

In order to facilitate communication of any incident a plan covering the site and its environs
will be issued. The plan will show the key features of the site, including exits and emergency
access and egress routes. Each security person, key members of the event team and first aid
will be issued with site maps. Copies of these plans will also be made available to the
emergency services as requested. Large gridded scale plans of the site will be on display in
the event control office.

Persons reporting incidents will be briefed to state the precise location of the incident quoting
the grid reference if they are aware of it.

The Emergency Liaison Team on site will evaluate the information and decide on the most
appropriate course of action in the circumstances, which will allow for the best use of all
resources.

The situation will be communicated to key staff over the radio system and messages
appropriate to the situation given over the main PA system from the stage and from the other
stages and venues. The messages will be communicated by the MCs as this is deemed more
appropriate and members of the public are more likely to respond. In the event that the PA
system is disabled/incident is remote from the PA system. Loud hailers will be used to issue
the messages.

SITE EMERGENCY RESPONSE

Having received notification of an incident or situation the notification will be passed to the
appropriate team for action. As all key teams and emergency services will be in
communication with Event Control, all will therefore be aware of problems as they arise and
develop, and will be able to give input, offer assistance or facilitate co-ordination as the
situation dictates.

In all circumstances where the attendance of the emergency services would be required the
nominated event representative will make a call through their own network and request
assistance. A call should also be made to alert the Duty Emergency Planning Officer of the
incident. Should comms not be available for the emergency services, a 999 call will be placed
by the Event Controller.

MEDICAL EMERGENCY

In the event of notification of a medical emergency the medical response team North West
Event Medical Services (NWEMS) will be advised of the location and nature of the incident
and will deploy staff. Security personnel co-ordinated through security control will secure as
necessary clear routes for any ambulance access and egress.

If it was deemed appropriate for ELT to form, the Silver Command members will evaluate the
information being received, advise any relevant agency, deploy security personnel, identify
the extent of the area which may need to be evacuated and the routes by which this should
take place and the routes via which emergency vehicles will approach.

If the medical response team do not have sufficient resource to handle the situation, then an
NHS Trust response will be requested through a 999 call. If the call has been made prior to the
ELT forming all relevant members of event staff and security personnel will be informed.

An Emergency Access Point (EAP) will be designated and a member of security staff will be
deployed to meet the incoming emergency vehicles to direct them to the appropriate incident
area either via the RV Points or a chosen EAP closest to the incident. Additional security will be
deployed as appropriate to establish an access route through the event.

FIRE

It has been found that in most cases of fire or emergencies that occur during publicly
attended events, the emergency services are called by members of the public by mobile
telephones. Therefore, if any such events occur, staff should prepare for the arrival of
emergency service crews, irrespective of whether or not staff have made a call.

Every occurrence of a fire or dangerous event should be reported to the Fire Service via the
Event Control or 999 system. Full and specific information should be provided to the fire
control operator and then an assessment will be made by them as to the level of Fire Service
response. If a member of the public calls for assistance via the 999 system, fire appliances will
be dispatched and this attendance cannot not be subsequently cancelled.

Further to this, any fire that occurs and is subsequently extinguished by on site staff, should
be immediately reported to the Fire Service via the Event Control or 999 system. This call
should be started with the statement that it is a ‘Fire All Out’. The exact nature of the event
should then be explained to the control operator and a local Fire Officer will make a decision
as to, if or when, an attendance will be made.

The Fire Authority should be notified of all events resulting in a fire or suspected fire so as to
allow them to pursue their legislative responsibilities to investigate and statistically record
fire events. If the on-site provisions are not adequate and external resources are required the
on-site event control team will initiate a fire service response via the 999 system. All
messages must include the precise location and the scale of the fire identified.

Security personnel deployed in the area having notified the situation to Security Control will
immediately commence evacuation of the immediate area affected by the fire, their actions
co-ordinated with other security personnel in the vicinity through Security Control. On
confirmation that a fire is occurring the Event Safety Manager and marshals, who are trained
in the use of fire-fighting equipment will be deployed to the location of the site to fight the fire.
Depending upon the prevailing situation the persons will be evacuated to a suitably safe
distance and the arrival of the fire service awaited.

Silver Command having evaluated the information being received, will advise any relevant
agency, deploy as necessary further resources, identify the extent of the area needed to be
evacuated, the routes by which this should take place and the route via which emergency
vehicles will approach. The Emergency Liaison team / Silver Event Team will only perform this
role until arrival of Emergency Response Organisations (ERO’s) who will then take command of
the incident in conjunction other services on site.

Instructions will be passed to the relevant security personnel for action in securing the
evacuation by the required routes, clearing routes for emergency vehicles or other action
required.

The Emergency Access Point (EAP) will be designated and a member of security staff will be
deployed to meet the incoming emergency vehicles to direct them to the appropriate incident
area. Additional security will be deployed as appropriate to establish an access route through
the event.

BOMB OR TERRORIST THREAT

It is unlikely that any bomb or terrorist threat would be advised directly to the event site. Such
a message would be more likely received directly, or indirectly, by the Emergency Services.
Event staff will however be briefed to take any such call seriously, to take as much detail as
possible including: background noise, accent and any specific details of where the bomb may
be planted, time of detonation or any code word given. In the event that such a message is
received Silver Command will be informed immediately.

The “Run, Hide, Tell” picture/statement regarding a terrorist knife or gun attack will be shown
to all staff and contractors to ensure that actions in the event of an attack are uppermost in
their thinking.

Event or security staff identifying suspect packages should ensure that, where possible the
package remains under surveillance and is not disturbed, whilst a message is relayed to security
control. Persons notifying suspect packages to Security and Event Staff should not use their
radios or mobile phones to make the notification within 25m of the package.

Once a notification has been received the Police will be notified and asked to consider the
validity of warning message received and advise on action before an evacuation is considered.
Security will be deployed as necessary to support the Police in locating suspect packages and
alerted to radio use restriction around the package.

Silver Command having evaluated the information being received, will advise any relevant
agency, deploy security personnel, and identify the extent of the area needed to be evacuated,
the routes by which this should take place and the routes via which emergency vehicles will
approach. The Event Liaison team / Silver Event Team will only perform this role until arrival of
Emergency Response Organisations (ERO’s) who will then take command of the incident in
conjunction with the other services on site.

Evacuation radii for suspect devices are as follows:

Suspect device Cordon size

Briefcase 100m
Suitcase 200m
Car 400m
Lorry 800m
RUN HIDE TELL
•If there is a safe route •If you can’t run, hide •Dial 999 when you are
run, if not hide. •Find cover from gunfire safe
•Insist others go with you •Be aware of your exits • Give your location
•Don’t let them slow you •Try not to get trapped •Give the direction the
down •Lock yourself in a room if attacker is moving
•Leave belongings behind you can •Describe the attacker
•Move away from the •Give any further
door information
•Be very quiet, silence •Can you safely stop
your phone others from entering the
•Barricade yourself in area?

Staff will also be informed:

During the build/derig and the events, if you see anything suspicious or out of character from
anyone within or close to the event arenas, or spot any equipment or
baggage/luggage/rucksacks etc. left anywhere during the build/derig or at the event that
cannot be accounted for, please report it to your primary Event contact immediately either
by radio or in person.
ACTING ON SUSPICIOUS BEHAVIOUR

Please be mindful of the following information and ensure this is passed on to any staff or
volunteers you are responsible for;

SAFETY: Think about your own and the public’s safety.

SEE: What’s happening and where is it happening?
TELL: Contact event management, the event control by radio or the Police
Immediately. Tell them what’s happening and where it’s happening.

Use hand-held radios or mobile phones away from the immediate vicinity of a suspect item,
remaining out of line of sight and behind hard cover.

ACT: Stay safe, observe what’s happening without placing yourself in danger and (if safe to
do so) update the Police.

If you find a suspicious package;

Do not touch it
Move away to a safe distance

Contact Event Control (during the event), event management or primary contact (during
build and breakdown) or if not available the police directly.

Prevent others from approaching

UNATTENDED ITEM
An unattended item can be characterised as follows:
‘An object without a discernible owner but which is, in other respects, typical of what might
be found legitimately at that location.’

Unattended items should be reported to event control, however please do not treat as
suspicious automatically. Hundreds of bags etc. are left unattended daily and do not pose any
threat.

SUSPICIOUS ITEM
H - Has the item been hidden?
O - Is the item obviously suspicious?
T – Is the item typical (or more likely) not typical of the environment?

Key Information you should collect for Event Control and Police: WHAT, WHERE, WHEN.
WHY, WHO
TO REPORT, CONTACT THE EVENT CONTROL, VENUE MANAGEMENT OR PRIMARY EVENT
CONTACT OR POLICE DIRECTLY
Police – 101 or 999
Confidential Anti-Terrorist Hotline - 0800 789 321
APPENDIX E – CONTACT LIST (inc Contractors & Caterers) (not this draft)

HALLOWEEN

E
Promoter
Event manager Simon Oates 07939260006
Production Manager
Site Manager
Safety Advisor
Head of Security Lee Hazeldine 07554 420882
Medical lead Dale Ingle 07496592780
Noise Monitoring Rob Miller 07771 602812
Cleaning supervisor
Venue Contact
Event control

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APPENDIX F – WASTE MANAGEMENT

HALLOWEEN

42/48
WASTE MANAGEMENT

A number of bins will be deployed around site.

Waste from the events and patrons will be disposed into skips which will be arranged by
VW Music.
Issues in relation to waste management or spillages should be passed to event control. A
cleaner will then be dispatched to resolve the situation. If the issue is not dealt within a
reasonable time frame (10 mins) the control room should be updated accordingly. VW
Music will employ a team dedicated to the management of any litter problems.
Cleaners will be patrolling the Site throughout the full duration of the event and will also
regularly sweep the arenas, car parks and side roads.
Following the close of the event, Cleaners will clear site and surrounding routes from
egress, and be last to leave site once the arenas are agreed to be spotless by VWM and
East of England Showground representatives.
APPENDIX G – HARM REDUCTION
Gi – Alcohol Policy
Gii – Drugs Policy

HALLOWEEN

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 APPENDIX Gi
ALCOHOL POLICY

Designated Premises Supervisor

is the Designated Premises Supervisor for F42 Halloween 2021.
is the bars manager
will run, staff and manage all bars on site on behalf of VW Music.

Their experience spans pubs, restaurants and green field events across single and multiple
days and venues around the UK.

Four main bars will be located at the venue, three at 18m and one at 10m. There will be no
roaming bars.

Alcohol & Social Responsibility Policy

VWM are committed to operating all of the bars on the licensed premises responsibly, safely
and within the law and fully support the four prime objectives of the Licensing Act 2003;

➢ The prevention of crime and disorder

➢ Ensuring public safety
➢ The prevention of public nuisance
➢ The protection of children from harm

1
The DPS shall seek to work closely and constructively with the Responsible Authorities,
including Local Constabulary, Fire & Rescue Service, Trading Standards and Environmental
Health and Licensing Officers in pursuit of these objectives as requested.

We support regional Crime & Disorder partnerships and aim to participate fully in the drive
against 'binge drinking' and its related effects, as outlined in the Alcohol Harm Reduction
Strategy for England.

VWM shall at all times observe the law with regard to the sale of alcohol and all other
products by;

➢ Not serving customers who are intoxicated;

➢ Not serving alcohol to people who appear to be under 25 and
cannot prove they are 18 or over,
➢ Supporting 'test purchasing' as a way of helping to enforce the law
➢ Observing all other conditions of licensing law

VWM will operate a responsible pricing and promotions policy for all alcoholic drinks, the
guiding principles of which are;

➢ To offer guests real service and real value at competitive prices

➢ To seek to encourage increasing numbers of guests to visit and return to
our events, rather than to seek to encourage increased consumption by
individual guests during any one visit
➢ To ensure guests are offered choice and value without inducements to
drink to excess

In relation to the drinks we serve;

➢ We will communicate the unit alcoholic content

➢ Designated driver and other anti-drink/drive activities will be encouraged
and supported
➢ Tap/Drinking water will always be provided free with mains water
available close to the bars, as well as a range of soft drinks as alternatives
to alcohol
➢ Bars shall only use line stamped plastic cups for draft
➢ Cans will be handed to public but will all be opened
➢ No glass will be issued to public
➢ All of our event bars will serve 175ml measures of wine
➢ Our standard spirit measure is a single, either 25ml or 35ml.
➢ All bars will close 30 minutes before the venue, with last orders called 10
minutes prior to this, to allow for “drinking up time”
➢ There will be at least one SIA security assigned close to every bar

VWM are committed to educating, training and supporting event Bar Managers and staff so
that they are able to carry out their duties under this policy and the law.
2
All promotional activity will avoid;

➢ Association with anti-social behaviour

➢ Appealing particularly to under-18s rather than to adults
➢ Suggestion of sexual success or prowess
➢ Association with illicit drugs
➢ Encouragement of illegal, irresponsible or immoderate consumption
➢ Not allowing stockpiling of drinks for later consumption at the end of the
licensed bar hours

In addition, we will not undertake;

➢ Promotions which involve driving in any way, including cars as prizes

➢ Promotions which involve drinking games, such as 'yard of ale'

Any promotional activity must also observe the following company guidelines;

➢ No single glass should contain more than 4 units of alcohol

➢ No 'free' alcohol inducements
➢ No customer should receive additional drink without asking for it and
paying for it
For example:
➢ No '2 for 1s', '3 for 2s', or 'buy 2 glasses, get the rest of the bottle free'
➢ Free drink vouchers are acceptable only if redemption is limited to one
per person and bar staff are fully briefed in advance to be vigilant for any
perceived abuse of the offer's terms and conditions
➢ No unreasonable price-based volume inducements.
For example:
➢ No volume purchase should exceed four serves of a normal measure.

For example:
➢ No pitchers (for sharing).
➢ A double measure of spirits for £1 more than a single measure is
acceptable. A double represents around 2 units of alcohol, about the
same as a standard pint of lager.

Operational Guidelines for Under 18’s

VWM will at all times observe the law and ensure that alcohol is not served to people who
are under 18 years old.

All bar service is strictly over 18s only. Acceptable forms of ID will be listed in the Essential
Information section on the website. ID will be checked at the entrance to the event site; the
Accreditation Gate.

However, bar staff will still operate a Challenge 25 scheme, supported by signage.
3
If a ticket holder appears to e under 25 then we require proof that he/she is over 18. In
these circumstances staff are required to;
➢ Explain that it is against the law to serve alcohol to Under 18s
➢ Ask for identification.

Explain the types of identification that are acceptable;

• EU PASSPORT
• FULL OR PROVISIONAL DRIVING LICENSE ISSUED BY THE DVLA
• CITIZEN CARD
• VALIDATE_UK
• VALID UK CARD BEARING PASS HOLOGRAM
• PASS CARD
• MILITARY ID

All bar staff will receive training and a full briefing prior to opening including;
➢ If a ticket holder does not have identification ask if they are able to return
with some and then you will be legally able to serve them
➢ Be polite and tactful but firm when asking for identification
➢ Do not antagonise the situation if a guest becomes aggressive and/or
refuses to leave inform the designated security operative at your bar
A register of refusals will be kept by bar staff.

'Challenge 25' posters will be displayed at every location where alcohol is sold; the posters
will be sited where they can be clearly seen by ticket holders; i.e. at eye level.

As a matter of course, all bar staff and team members, including security staff, are to be
made aware of legal and social obligations, and of the need for proof of age. Where
necessary, new team members are to be trained and must sign the relevant documentation
to confirm their training.

Alcohol & Social Responsibility - Staff Training

VWM are committed to thorough and comprehensive training and development
programmes.

4
APPENDIX Gii - DRUGS POLICY VWM 2021

This policy on drugs shall be ratified in consultation with the local Police and other
responsible authorities via the SAG and is based on three core messages:
• prevention
• drug dealers and users
• welfare and treatment

PREVENTION

Information
VWM does not condone the use of, or the dealing in, illegal drugs on site. The message, to
actively discourage dealers and users, is already published in the following ways:
➢ Policy distilled on websites and social media
➢ Other forms of media may be used for individual campaigns
➢ Note Included in any programme for the event
➢ Signage at entrances

DRUG DEALERS AND USERS

Security shall take an active role monitoring for drug dealing and shall work in full co-
operation with Police if they are on site. Security may conduct targeted searches for drugs
and shall record details of ongoing activity with regards to searching and the number of
people that are stopped as a result.

Security shall seize any drugs which may be required for evidential purposes, shall provide a
suitable receptacle for the safe retention of illegal substances and shall inform the local
Police so that appropriate collection/disposal can be arranged. When there is a strong
suspicion of drug dealing, security shall inform and assist the local Police in every way
possible.

AMNESTY BINS
At the entrance to the site there will be clear messaging regarding the use of and dealing of
drugs on the site. Immediately following these signs and prior to the search lanes there will
be amnesty bins where customers may deposit drugs and other substances. Anyone doing
so will not be unduly targeted by security and will be allowed to enter the festival site,
following a full search as per all other customers.

The Amnesty bins will be secured from tampering and will not be easy to move. We will
agree a methodology for removing, registering and surrendering any drugs deposited in the
amnesty bins with the appropriate authorities.

DRUG DETECTION DOGS

Dogs will be deployed within the entrance lanes to the site.
WELFARE AND TREATMENT
Many of the security personnel and some of the stewards are trained in emergency first aid
and are fully informed about the welfare and drugs advisory facilities. They can direct
individuals to the following services, all of which work closely to provide a comprehensive
and integrated service throughout the event.

➢ Welfare provision is the main centre for practical welfare support. Drug service
provision, with a focus on harm reduction and minimisation, is an integral part of
welfare and includes a needle disposal facility (sharps bin). The service will be
staffed by experienced and qualified staff. Up-to-date information about drugs, drug
trends and drug service provision underpins the work of welfare.
➢ A key element of drug service provision in welfare is in preventative work and
guidance and educational information about drugs, including alcohol, is given as
appropriate. This welfare team will be linked to and managed by our medical
provider
➢ There will be first aiders and paramedics on site. Some stewards and security will be
first aiders and shall support the medical provision on site.

This policy should be read alongside our eviction policy.

APPENDIX H – MEDICAL PROVISION – NWEMS

HALLOWEEN

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EVENT MEDICAL AND
SAFEGUARDING PLAN
Victoria Warehouse Music
External Event Plan
East Of England Showground
‘F42 Halloween’ Music Event Day 2

Recommended by Event Organisers

Approved by Dale Ingall - Clinical Director

Approval date 10th August 2021

Version number 1.1

Review date August 2022

Responsible event manager Dale Ingall

1
1. Introduction

This document outlines the parameters of all services covered, as the stakeholders mutually understand them.
This document does not supersede current processes and procedures unless explicitly stated herein. This
document outlines the Event Medical Plan for the Victoria Warehouse Events FestEvil ‘East of England
Showground’ music event – Day 2

2. Objective & Goals

The objective of this document is to provide a clear understanding of the Event Medical Plan for the event.
This plan is to be followed and implemented by the Event Management Team.

The goals of this document are to:

• Provide clear reference to accountability, roles and/or responsibilities.

• Present a clear, concise and measurable description of service provision to the customer.
• Provide a clear and concise management structure to the event.
• Provide clear and concise safety procedures and protocols for staff & customers.

3. Periodic Review

This document is valid from the Effective Date outlined herein and is valid until further notice. This document
should be reviewed at a minimum one month prior to the event; however, in lieu of a review during any period
specified, the current document will remain in effect.

This document forms the event medical plan for Victoria Warehouse ‘East of England Showground’ music
event and is based on a NARU score of 29 – this event has been risk assessed on its own merit and medical
cover levels adjusted accordingly.

The Business Relationship Manager (“Document Owner”) is responsible for facilitating regular reviews of
this document. Contents of this document may be amended as required and communicated to all affected
parties. The Document Owner will incorporate all subsequent revisions and obtain mutual agreements /
approvals as required.

Business Relationship Manager: Dale Ingall

Review Period: August 2021
Previous Review Date: N/A
Next Review Date: August 2022

4. Management Structure

Medical Operations Manager – Dale Ingall

Dale will be responsible for co-ordinating all Medical Staff on the event.
Dale or an alternative designated manager will be the direct contact for Emergency Medical Services on the event.

Clinical Manager & Paramedic -

Clinical Manager will be responsible for all aspects of the medical team’s triage, assessment and treatment of
patients.
Clinical Manager will be the Clinical Lead on the event and will be the responsible manager when it comes to
making any 999 calls to East Midlands Ambulance Service.

5. Co-Ordination
Hourly log are to be maintained by Event Control.
This information will be viewed by the designated Event Manager who will relay that information to North West
Event Medical Solutions Ltd if relevant. This is to be relayed to the following people:

2
Event Operations Manager
Clinical Manager & Team Leaders

Should an employee/volunteer have an issue, concern or are unsure on anything they are to speak with a team
leader/manager who will advise on and/or log the issue. Should they be unable to assist, they will refer the issue
to a senior member of event staff who will endeavour to solve the problem.

6. Information and Induction

All staff working the event are suitably trained, qualified and reviewed to carry out all tasks required on the day.
All staff are to attend a medical briefing 30 minutes prior to the commencement of their shift. During this briefing
all staff will be given details on all Health and Safety aspects and Management Structures as well as a full
induction of the site.

Team Leaders, Supervisors and Senior Managers will be onsite throughout the event supervising all works
carried out by staff, thus ensuring staff safety throughout the event.

Should a member of staff injure themselves on the event they should first attend the Medical Treatment Centre
or Radio for Medical Assistance if unable to move.
Event control will then log the incident in the Operations Log and inform a member of the Management Team.
Staff accident report forms are to be stored by Dale Ingall, Operations Manager if needed along will the
companies Employer’s Liability Insurance Documents.

7. Venue
Venue address:
East of England Showground
Oundle Road
Peterborough
PE2 6EX

Emergency Service access will be gained off Oundle Road and escorted by Stewards/Security Personnel.

8. Welfare
The Event Medical Team on site will also operate a welfare service. Potential welfare patients will be triaged by
senior medical staff and where deemed appropriate guided to the welfare area whereby they will be monitored
for deterioration by medical staff until they feel well enough to be discharged. Examples of welfare patients
include anxiety attacks, mild drug misuse or too intoxicated to leave the event safely.

9. Communication Arrangements
All event staff will be on fixed channel secure radio communication throughout the event.
Should a member of staff’s radio fail, we will have a number of spare units on site to ensure communication is
maintainable throughout the event.
A Site visit and test of radio equipment has been carried out and will be carried out again prior to the event to
ensure that communication is obtainable throughout the site.
All radio messages will be run through a central control centre who will log every message, therefore leaving an
audit trail if needed.
A back up plan to this is that all members of staff will have a list of telephone contact numbers if radio
communication fails.

Any emergency service calls (999) will be authorised by Dale Ingall or the designated Event Operations
Manager and will be logged with control and given an individual incident reference number.

3
10. Event Medical Cover
Event Medical Cover will be provided by North West Event Medical Solutions Ltd.

Minimum resources to be provided on the event field are:

1 x Emergency Ambulance

1 x HCPC Paramedic
3 x Emergency Medical Technician
4 x First Responders
3 x Welfare staff – Advanced First Aid Qualified

2 x Lifepak 12 Defibrillator/Monitor
2 x AED
5 x Immediate Response Bags
2 x Emergency Drugs Bags
1 x Entonox Cylinders
4 x Oxygen Cylinders

All Medical incidents will be reported to the medical team via radio communication. This will be done from an
event steward or security via control.

Ambulance movement on the event site will be escorted by Event Safety Stewards and Security to ensure public
safety at all times. This will be done at a maximum of 5mph with emergency lighting (blues) and hazard lights.

Resilience … Any patient deemed ‘time critical’ shall be transported to the nearest receiving appropriate A&E
department with pre-alert given via telephone using North West Event Medical Solutions vehicle

Non-life threatening journeys will be via 999 / direct clinician transport request line to East Midlands Ambulance
Service to ensure NWEMS event resilience for potentially life threatening cases.
NOTE : this option WILL ONLY be utilised where a patient is immobile or as a very last resort whereby all other
resources investigated are exhausted - examples of this would be where the patient is unable to travel in a taxi
or in friends / relatives vehicles, unable to travel in alternative NWEMS available vehicles (RRV), significant
safeguard issues, significant mental health issues.

The nearest Accident and Emergency hospital is:

Peterborough City Hospital
Edith Cavell Campus
Bretton Gate
Peterborough
PE3 9GZ

Distance from event – 5.2 miles (Approx 9 minutes)

11. Safeguarding

Safeguarding lead for the event will be provided by North West Event Medical Solutions Ltd. The safeguarding
lead will address any safeguarding issues as per national safeguarding protocols and report to NHS Adult / Child
safeguarding teams where appropriate.

The safeguarding lead for this event will be Dale Ingall –North West Event Medical Solutions Clinical Director.

All North West Event Medical Solutions staff coming into direct contact with members of the public must possess
a current Enhanced Disclosure Barring Service (DBS) which will be logged with the safeguarding lead.

4
 Event Medical & Safeguarding Plan

Created by:
Dale Ingall, Event Operations Manager

5
APPENDIX J – NOISE MANAGEMENT PLAN

HALLOWEEN

45/48
38 Briton Hill Road, South Croydon, Surrey, CR2 0JL
 [email protected]  +44 1227 770 890  f1acoustics.com

Forbidden 42 Halloween 2021

Noise Management Plan
VW Music Limited

Revision 1

21 October 2021

Role Name Position Signature Date

Author Director 21/10/2021

Reviewer Director 21/10/2021

Revision Date Reason

0 12/08/2021 First issue.
1 21/10/2021 Site layout change and event update.

The preparation of this report by F1 Acoustics Company Limited has been undertaken within the terms of the Brief using all reasonable
skill and care. F1 Acoustics Company Limited accepts no responsibility for data provided by other bodies and no legal liability arising from
the use by other persons of data or opinions contained in this report. Publication of this report for any reason other than its intended and
agreed purpose is strictly prohibited without written permission from F1 Acoustics Company Limited and the named Client.

All rights reserved and Copyright F1 Acoustics Company Limited 2021.

This noise management plan is Commercial in Confidence. Any disclosure, in part or in full, will lead to damage of F1 Acoustics Company
Limited's 'trade secrets' including, but not limited to, specific protocols and procedures on how sound control and noise management is
planned and implemented at this event.

F1 Acoustics Company Limited, company number: 8113982 (England and Wales).

Registered address: Eagle House, Cranleigh Close, South Croydon, Surrey, England, CR2 9LH.
 Forbidden 42 Halloween 2021 – Noise Management Plan

Contents

1 Introduction .................................................................................................................................... 1
1.1 Appointment ........................................................................................................................... 1
1.2 Premises Licence Conditions ................................................................................................... 1
1.3 Code of Practice on Environmental Noise Control at Concerts .............................................. 3
1.4 About F1 Acoustics Company Ltd ........................................................................................... 5
2 Site, Environs and Details of the Event ........................................................................................... 7
2.1 Site Location ............................................................................................................................ 7
2.2 Forbidden 42 Halloween 2021 ................................................................................................ 7
3 Sound Control Procedure................................................................................................................ 9
3.1 Personnel ................................................................................................................................ 9
3.2 Sound Control Programme ..................................................................................................... 9

Tables

Table 3.1: Music Noise Level Limits

Table: 3.2: Target Low Frequency Music Noise Limit

Figures

Figure 1: Site Location

Figure 2: Site Plan and Sound System Direction

Appendices

Appendix A: Glossary of Acoustic Terms

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1 Introduction

1.1 Appointment
1.1.1 F1 Acoustics Company Limited (F1AC) has been appointed by VW Music Ltd (VWM) to
provide sound control management for the Forbidden 42 Halloween event to be held on
Saturday 30th October 2021 at the East of England Arena and Events Centre
(Peterborough Arena) located at East of England Showgrounds, Oundle Rd,
Peterborough, PE2 6XE.

1.1.2 This Noise Management Plan (NMP) contains details of the noise management strategies
that will be executed by F1AC on behalf of VWM, to ensure that noise from the event
does not cause a public nuisance as per the requirements of the Licencing Act 2003 and
the Premises Licence conditions are duly addressed and implemented.

1.2 Premises Licence Conditions

1.2.1 The following Premises Licence Conditions issued by Peterborough City Council (PCC)
relating to the prevention of public nuisance from noise for the event space have been
provided to F1AC by the East of England Arena and Events Centre:

“22. The LAeq,5min level measured 1 metre outside a window to a habitable room,
with entertainment taking place, shall show no increase when compared with
the representative LAeq,5min level measured from the same position, under the
same conditions and during a comparable period with no entertainment taking
place.

23. The Leq,5min level in the 63Hz and 125Hz octave bands measured 1 metre
outside a window to a habitable room with entertainment taking place, shall
show no increase when compared with the representative Leq,5min level in the
63Hz and 125Hz octave bands measured from the same position, under the same
conditions and during a comparable period with no entertainment taking place.

24. In relation to ALL events the Licence Holder will give Peterborough City
Council Pollution Control Department, the Licencing Authority and
Cambridgeshire Constabulary not less than 28 days’ notice in advance of any
activity involving amplified music with an expected audience in excess of 500

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persons. The Licence Holder will provide those authorities above at least 72 hours
prior to the activity commencing the out of hours contact details of the event
organisers and senior management team.

25. Amplified music, speech or noise from other sources (eg food traders,
fairground rides) is only permitted daily between 08.00 and 23.00hrs in outside
areas.

26. The Licence Holder shall have full control over sound amplification equipment
and the volume shall be adjusted according to the requirements of the
Responsible Authority for Environmental Health (Pollution Control).

27. The Licence Holder shall ensure that all persons (including individual sound
engineers) involved with the sound system are informed of the sound control
limits and that any instructions from the Responsible Authority for Environmental
Health (Pollution Control) regarding noise levels are complied with.

28. Unrestricted access to the front of house position and backstage areas shall
be allowed at all times to the Responsible Authority of Environmental Health
(Pollution Control) for the purpose of sound level measurements,
communications with the nominated noise consultant / sound engineer and
monitoring licence conditions.

29. All complaints about noise received by the site office / event organiser /
Licence Holder shall be logged and shall be notified to the Responsible Authority
for Environmental Health (Pollution Control) within 24 hours of the complaint
being received.

30. The Licence Holder shall effect full control over traders or other organisations
on site where there is any type of amplified music or speech being played. At the
request of the Responsible Authority for Environmental Health (Pollution Control)
the Event Organiser shall arrange for the volume to be reduced or the playing to
cease, or if necessary, the equipment to be confiscated.

31. The Licence Holder shall be aware of the document ‘Code of Practice on
Environmental Noise Control at Concerts’ and adhere to the guidelines of best
practice contained within.”

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1.3 Code of Practice on Environmental Noise Control at

Concerts
1.3.1 The Code of Practice on Environmental Noise Control at Concerts contains the following
relevant guidance regarding the off-site noise limits at the nearest noise sensitive
receptors (NSRs):

“3.1 The Music Noise Levels (MNL) when assessed at the prediction stage or
measured during sound checks or concerts should not exceed the guidelines
shown in Table 1 at 1 metre from the façade of any noise sensitive premises for
events held between the hours of 09.00 and 23.00.

Table 1

Concert days per Venue category Guideline

calendar year,
per venue
1 to 3 Urban Stadia or Arenas The MNL should not exceed
75 dB(A) over a 15 minute
period
1 to 3 Other Urban and Rural The MNL should not exceed
Venues 65 dB(A) over a 15 minute
period
4 to 12 All Venues The MNL should not exceed
the background noise level
by more than 15 dB(A) over
a 15 minute period

Notes to Table 1

1. The value used should be the arithmetic average of the hourly LA90 measured over the
last four hours of the proposed music event or over the entire period of the proposed
music event if scheduled to last for less than four hours.

2. There are many other issues which affect the acceptability of proposed concerts. This
code is designed to address the environmental noise issue alone.

3. In locations where individuals may be affected by more than one venue, the impact of
all the events should be considered.

4. For those venues where more than three events per calendar year are expected, the
frequency and scheduling of the events will affect the level of disturbance. In particular,
additional discharges can arise if events occur on more than three consecutive days
without a reduction in the permitted MNL.

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5. For indoor venues used for up to about 30 events per calendar year an MNL not
exceeding the background noise by more than 5 dB(A) over a fifteen minute period is
recommended for events finishing no later than 23.00 hours.

6. Account should be taken of the noise impact of other events at a venue. It may be
appropriate to reduce the permitted noise from a concert if the other events are noisy.

7. For venues where just one event has been held on one day in any one year, it has been
found possible to adopt a higher limit value without causing an unacceptable level of
disturbance.

3.2 For events continuing or held between the hours 23.00 and 09.00 the music
noise should not be audible within noise-sensitive premises with windows open in
a typical manner for ventilation.

Notes on Guidelines 3.2

1. The use of inaudibility as a guideline is not universally accepted as an appropriate

method of control. References 6 & 7 (Appendix 1) set out the various issues. This
guideline is proposed as there is insufficient evidence available to give more precise
guidance.

2. Control can be exercised in this situation by limiting the music noise so that it is just
audible outside the noise sensitive premises. When that is achieved it can be assumed
that the music noise is not audible inside the noise sensitive premises.

3.3 The nature of music events means that these guidelines are best used in the
setting of limits prior to the event (see 4.0).

3.4 Assessment of noise in terms of dB(A) is very convenient but it can

underestimate the intrusiveness of low frequency noise. Furthermore, low
frequency noise can be very noticeable indoors. Thus, even if the dB(A) guideline
is being met, unreasonable disturbance may be occurring because of the low
frequency noise. With certain types of events, therefore, it may be necessary to
set an additional criterion in terms of low frequency noise, or apply additional
control conditions.

Notes to Guideline 3.4

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1. It has been found that it is the frequency imbalance which causes disturbance.
Consequently there is less of a problem from the low frequency content of the music
noise near to an open air venue than further away.

2. Although no precise guidance is available the following may be found helpful (Ref.8):
A level up to 70 dB in either of the 63 Hz or 125 Hz octave frequency band is satisfactory;
a level of 80 dB or more in either of those octave frequency bands causes significant
disturbance.

3.5 Complaints may occur simply because people some distance from the event
can hear it and that, consequently, they feel the music must be loud even though
the guidelines are being met. In fact topographical and climatic conditions can
be such that the MNL is lower at locations nearer to the venue.”

1.3.2 A glossary of acoustic terms is provided in Appendix A to assist the reader.

1.4 About F1 Acoustics Company Ltd

1.4.1 F1AC are specialists in event and festival sound control and have provided services for
festivals including Glastonbury, Boomtown, South West Four, Leeds, Latitude, Kendall
Calling and Festival No. 6 plus numerous other single stage and multi-stage events across
the UK. We have a combined experience of over 22 years providing high quality sound
control services and all of our Consultants are Members of the Institute of Acoustics. As
well as entertainment sound control the company deals with a whole range of acoustic
and noise projects and our staff have presented expert testimony at planning and
licencing hearings as well as being accustomed to liaising with Local Authority Officers
regarding noise issues.

1.4.2 F1AC will use integrating sound level meters capable of measuring in third-octave bands
and conforming to the Class 1 specification contained in BS EN 61672-1:2013 for all off-
site measurements, with all sound level meters used for on-site monitoring, if required
by conditions within the Premises Licence, conforming to the Class 2 specification or
better. These sound level meters will be within a two year period of calibration traceable
to national standards. All sound level meters will be checked for calibration with an
equivalent or more accurate Class of acoustic calibrator, which is within a two year
period of calibration traceable to national standards, before and after each monitoring
session.

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1.4.3 F1AC has used National Guidelines, The Code of Practice on Environmental Noise Control
at Concerts (The Noise Council, 1995) and our expert experience in the entertainment
sector to tailor this Noise Management Plan for the type of event, number of customers,
number of stages and location to ensure an achievable protocol is established and the
prevention of public nuisance from noise is accomplished.

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2 Site, Environs and Details of the Event

2.1 Site Location

2.1.1 The event site is the East of England Arena and Events Centre (Peterborough Arena)
situated at the East of England Showgrounds, Oundle Rd, Peterborough PE2 6XE. A plan
showing the event site location and surrounding area is included as Figure 1.

2.1.2 The event site is located within the East of England Showgrounds a 250-acre sized event
space. To the north and east of the Showgrounds are residential areas approximately
500 to 650 m from the event site. To the west of the Showgrounds is the A1 (Great
North Road), beyond which lies a single residential property, Clynebury Lodge
approximately 700 m from the event site. To the south of the Showgrounds is an area of
industrial and commercial buildings.

2.1.3 The main noise sources in the area are road traffic on the A1 and local roads.

2.2 Forbidden 42 Halloween 2021

2.2.1 The Forbidden 42 Halloween event will be held on Saturday 30th October from 13:00
until 22:00. Sound propagation tests will occur on the day of the event for up to one
hour, not before 09:00. A plan showing the site layout including the location and
orientation of the stages are included as Figure 2.

2.2.2 The event will be comprised of three stages, Stage 1 is located in the Arena building with
doors open; Stage 2 is located within a marquee with sides removed in an outside area
to the west of the Arena; and Stage 3 is located in a marquee with the sides removed in
the service yard to the south of the Arena.

2.2.3 The site layout has been re-designed to improve the ventilation within the audience
areas for Stages 1, 2 and 3 to reduce the risk of Covid-19 transmission. The original site
layout had Stage 2 within the Atrium building and Stage 3 within an enclosed marquee
against the side of the Arena.

2.2.4 All of the sound systems will have appropriate controls for limiting, adjusting and fine-
tuning individual third octave frequency bands. These features will be utilised by the

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sound control consultant and sound system engineer to maintain compliance with the
Premises Licence Conditions music noise level limits.

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3 Sound Control Procedure

3.1 Personnel
3.1.1 To ensure a public nuisance with regard to noise under the Licencing Act 2003 does not
occur the conditions of the Premises Licence and guidelines contained within ‘Code of
Practice on Environmental Noise Control at Concerts’ will be adhered to. All the steps of
the sound control procedure outlined below will be adopted.

3.1.2 One sound control consultant and one sound control technician will be working at the
event on Saturday 30th October 2021. Details for the consultant will be provided to the
local authority prior to the event. The consultant will be contactable at any time during
the event on a site communication radio and/or by mobile phone.

3.1.3 The sound control team will liaise with the team of audio engineers based at the stage(s)
and operators of any approved smaller sound systems around the site (i.e. traders or
bars). The audio engineers will work under the instruction of the sound control team and
put in to place any required alterations to the sound systems overall or frequency-based
output to not cause a public nuisance with regard to noise. The event management will
be kept updated with regard to the off-site noise levels throughout the event.

3.2 Sound Control Programme

Pre-event Information
3.2.1 Details of the community hotline telephone number, nature, timings of the programmed
entertainment and propagation tests of the event will be made available to residents of
local noise sensitive premises likely to be affected by noise from the event.

Noise Curfew
3.2.2 Noise from the operation of sound systems for public entertainment will not occur
before 13:00 and is programmed to finish at 22:00. However, sound checks using low
levels of white/pink noise and clicks for sound system set-up, line checking and time
alignment will take place on the morning of the event and sound system tuning using
music and propagation tests will occur from 09:00. These sound checks will be kept to a
minimum.

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Sound Propagation Tests and Sound System Set-up Checks

3.2.3 The sound propagation tests consist of playing music, similar to the programmed artists,
through the sound systems and measuring the music noise levels at fixed monitoring
points to be used throughout the event in the front of house (FOH) area, ideally at the
mixing position where located FOH, for each of the stages. Concurrent off-site
measurements at the nearest noise sensitive premises will also be taken for each stage
to allow identification of any potential problems from individual stages at individual
premises. These tests take account of all physical factors (e.g. distance, ground
absorption, air absorption and meteorological conditions) such that the on-site
operating levels can be adjusted and set to achieve compliance with the objectives of
the Licencing Act 2003.

Sound Monitoring and Control

3.2.4 VWM are to inform all relevant parties that F1AC are undertaking the sound control role
as part of the license requirement and that this role has been appointed and approved
by VWM. F1AC will have ultimate operational control over all the sound levels
throughout the event. Therefore, all other parties, including artists, production
managers, stage managers, sound engineers and event managers will be instructed not
to increase any sound levels unless specifically agreed by the consultant responsible for
sound control.

3.2.5 Off-site music noise levels will be measured using Class 1 specification integrating sound
level meters capable of measuring third-octave bands. Octave band measurements will
be regularly taken at monitoring positions agreed with PCC. Proposed music noise level
monitoring positions are presented in Figure 1. Additional noise monitoring positions
may be added during the event.

3.2.6 The site layout changes implemented to improve ventilation at all three stages to reduce
the risk of COVID-19 transmission will result in an increased MNL at the nearest noise
sensitive premises to the west, north and east of the showground and may mean the
MNL limits specified in Premises Licence Conditions 22 and 23 are unachievable whilst
maintaining the minimum expected and feasible music noise level within the audience
areas of Stages 1, 2 and 3. Therefore, we propose extended MNL limits for this
extraordinary situation in accordance with the guidelines contained within the ‘Code of

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Practice on Environmental Noise Control at Concerts’ whilst working towards achieving

the Premises Licence MNLs as a target limit.

3.2.7 If any MNL are measured to be above the extended MNL limits, provided in Table 3.1,
the sound engineer at the stage will be instructed to reduce the music noise level, until a
measurement showing compliance with the Premises Licence Conditions can be taken.
In addition to the control of the overall sound level, frequency adjustments can also be
made to reduce the sound at certain low frequencies, often characterised outside the
event as a ‘bass beat’.

Table 3.1: Music Noise Level Limits

13:00 to 22:00
Broadband LAeq,5min, dB 63 Hz and 125 Hz
Type Location1
Octave Bands LZeq,5min,
dB
Original MNL Noise monitoring No increase when No increase when
Target position 1 m compared with the compared with the
outside a representative ambient representative ambient
window to a sound level (LAeq,5min) sound level (LZeq,5min 63
habitable room. with no entertainment Hz or LZeq,5min 125 Hz)
taking place. with no entertainment
Condition 22 taking place.
Condition 23
Extraordinary The MNL should not Low frequency MNLs
Extended exceed the background will be controlled as per
MNL2 noise level by more the Low Frequency
than 15 dB(A) over a Sound Control Section
15-minute period of this NMP.
1 Where access to 1 m outside a window to a habitable room is not feasible or appropriate a noise monitoring position
representative of the noise sensitive premises will be used.
2 Upper MNL limit set in accordance with the guidelines contained within ‘The Code of Practice on Environmental Noise

Control at Concerts’ for venues with up to 12 concerts days per calendar year.

3.2.8 Existing ambient and background sound levels will be measured in advance of the events
by F1AC on behalf of VWM.

3.2.9 Throughout the event, F1AC will be available to liaise closely with PCC Environmental
Health Officers responsible for noise, if they are in attendance. If F1AC is made aware of
music noise levels approaching the proposed music noise level limits, sound levels at the
stage will be reduced. Results of the off-site noise monitoring and any related actions
will be collated and kept available by F1AC for inspection by the three Local Authority at
any time during the event.

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Low Frequency Sound Control

3.2.10 Paragraph 3.4 from the Noise Council guidance provided in Section 1 states low
frequency noise should also be considered separately to minimise the disturbance at
NSRs. Notes on Paragraph 3.4 indicate that the onset of significant disturbance is
between 70 dB and 80 dB (unweighted). Note 1 of Paragraph 3.4 states that it is the
frequency imbalance that causes the disturbance and consequently there is less of a
problem from the low frequency content of the music noise near to an open air venue
than further away.

3.2.11 The frequency imbalance occurs because the distance attenuation of sound is frequency
dependent, with lower (bass) frequencies attenuating at a slower rate than higher
frequencies. The distance at which this frequency imbalance becomes noticeable is
generally between 1 – 2 km for outdoor stages and may be less for indoor venues.

3.2.12 At NSRs closer to the site than the onset of the frequency imbalance the LAeq MNL limit
specified will take in to account the low frequency component of the music noise. At
these NSRs the music noise will contain the full frequency range without significant
imbalance, subsequently controlling the A-weighted limit will also control the low
frequency component of the MNL.

3.2.13 The assessment of the MNL at the NSRs will include a subjective assessment for any
frequency components or featured elements that may cause undue disturbance
(including low frequency music noise). In the event that an undue disturbance is
identified, appropriate adjustments will be actioned at the relevant stage(s).

3.2.14 Table 3.2 shows the target low frequency music noise level limit that, based on our
experience of similar events, will be applied at noise sensitive receptors where the low
frequency component of the music noise is dominant.

Table 3.2: Target Low Frequency Music Noise Limit

13:00 to 22:00
Location
63 Hz and 125 Hz Octave Bands LZeq,15min, dB
1 metre from the façade of
a noise sensitive premises
70
where low frequency music
noise is dominant

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Community Hotline and Response to Complaints

3.2.15 A community hotline, the telephone number of which will be published as
aforementioned in Paragraph 3.2.1, will be available for local residents throughout the
duration of the event. All complaints will be logged and those relating to noise will
immediately be relayed to the sound control consultant with details, where provided,
including time, date, location, name, contact details and address of the complainant and
nature of complaint.

3.2.16 Should any complaints of noise be received, at any time during the event or sound
propagation tests, the consultant from the sound control team will visit the
complainants address and take a measurement at their earliest opportunity. If music
noise levels are measured to be above the limit immediate action will be taken on-site to
reduce the level from the event. This will be achieved by two-way radio or mobile phone
communication with all persons involved with the sound control procedures, thus a
quick response to the problem can be actioned. However, from experience, it has been
found that this pro-active sound control procedure will prevent the limits from being
exceeded in the first place. Results of complaint investigation monitoring and any
related actions will be collated and kept available by F1AC for inspection by PCC at any
time during the event.

Noise from Patrons Leaving the Event

3.2.17 To minimise the disturbance caused by people leaving the event signs shall be
prominently displayed at the exit to the premises requesting that patrons respect local
residents and leave the premises quietly.

Noise Compliance Report

3.2.18 A post-event noise compliance report will be available within 28 days from the event
including a summary of the off-site noise levels measured throughout the event; actions
taken as a result of the measurements; complaints received; complaint investigation
measurements; and any actions taken as a result of complaint investigation.

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Figures

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 MP1 – Rosyth Avenue
MP2 – Oban Drive
MP3 – Loch Fyne Close
MP4 – East of England Way
MP5 – Clynebury Lodge, Great North Road

Arena Building
Outside area west of Arena
Service Yard

REV DATE D R DESCRIPTION

0 12/08/2021 RM RB Issue
1 21/10/2021 RB RM Update

38 Briton Hill Road, South Croydon, Surrey, CR2 0JL

* [email protected] ( +44 1227 770 890 : f1acoustics.com

Forbidden 42 Halloween 2021 – Noise

PROJECT:
Management Plan

CLIENT: VW Music Limited

Site Location and Nearest Noise Sensitive

TITLE:
Receptors

DATE: 21/10/2021

REVISION: 1

SCALE: As shown.

DRAWING NO: 1632/NMP/1/1

FIGURE NO: 1

DRAWN BY: Rupert Burton

REVIEWED BY: Robert Miller

 Key
Sound system location and direction

Stage 1
Stage 2

REV DATE D R DESCRIPTION

0 12/08/2021 RM RB Issue
1 21/10/2021 RB RM Update

38 Briton Hill Road, South Croydon, Surrey, CR2 0JL

* [email protected] ( +44 1227 770 890 : f1acoustics.com

Forbidden 42 Halloween 2021 – Noise

PROJECT:
Management Plan

CLIENT: VW Music Limited

Stage 3 TITLE: Site Plan and Sound System Locations

DATE: 21/10/2021

REVISION: 1

N SCALE: Not to Scale

DRAWING NO: 1632/NMP/2/1

FIGURE NO: 2

DRAWN BY: Rupert Burton

REVIEWED BY: Robert Miller

 Forbidden 42 Halloween 2021 – Noise Management Plan

Appendices

F1 Acoustics Company Limited 21/10/2021

1632/NMP/Rev1 Commercial in Confidence
 Forbidden 42 Halloween 2021 – Noise Management Plan

Appendix A

Glossary of Acoustic Terms

Noise is defined as unwanted sound. The range of audible sound is from 0 dB to 140 dB. The
frequency response of the ear is usually taken to be about 18 Hz (number of oscillations per second)
to 18,000 Hz. The ear does not respond equally to different frequencies at the same level. It is more
sensitive in the mid-frequency range than at the lower and higher frequencies, and because of this,
the low and high frequency component of a sound are reduced in importance by applying a
weighting (filtering) circuit to the noise measuring instrument. The weighting which is most used and
which correlates best with the human subjective response to noise is the A-weighting. This is an
internationally accepted standard for noise measurements.

The ear can just distinguish a difference in loudness between two noise sources when there is a 3 dB
difference between them. Also when two sound sources of the same noise level are combined the
resultant level is 3 dB higher than the single source. When two sounds differ by 10 dB one is said to
be twice as loud as the other.

The subjective response to a noise is dependent not only upon the sound pressure level and its
frequency, but also its intermittency. Various indices have been developed to try and correlate
annoyances with the noise level and its fluctuations. The indices and parameters used in this report
are defined below:

▪ Background Noise Level – The prevailing sound level at a location, measured in terms of the
LA90,T, on an equivalent day and at an equivalent time when no concert or sound checks are
taking place.
▪ dB(A) – The A-weighted sound pressure level whereby various frequency components of
sound are weighted (equalized) to reflect the way the human ear responds to different
frequencies.
▪ LAeq – The equivalent continuous sound pressure level which at a given location over a given
period of time contains the same A-weighted sound pressure level of a steady sound that
has the same energy as the fluctuating sound under investigation.
▪ LAN,T – The A-weighted sound level exceeded for N% of the measurement period (T).
▪ Music Noise Level (MNL) – The LAeq of the music noise measured at a particular location.
▪ Noise Consultant – A person given responsibility by the organiser of the event for
monitoring noise levels in accordance with the prevailing conditions, and who has the ability
and authority to make decisions and implement changes in noise level during the event.

F1 Acoustics Company Limited 21/10/2021

1632/NMP/Rev1 Commercial in Confidence
APPENDIX K – ORGANISATIONAL CHART / EVENT CONTROL

HALLOWEEN

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APPENDIX K

GENERAL MANAGER

EVENT MANAGER

LICENSING AUTHORITY VENUE CONTROLLER SITE SAFETY

PRODUCTION MANAGER BARS MANAGER

SECURITY
STEWARDS
MEDICS
SITE CREW
BOX OFFICE
NOISE MANAGEMENT CLEANING BAR STAFF
CONCESSION STAFF
APPENDIX L – SECURITY MANAGEMENT

HALLOWEEN

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Forbidden 42
Compact Security Operating Plan
30th October 2021

Primary point of contact

Lee Hazeldine
Introduction
Compact Security are contracted to provide security services to Forbidden 42.

The purpose of this document is to present a proposed outline of the operation plan for Compact
Security staffing requirements. The basis of which relies upon underpinning knowledge and
experience from similar sized venues. The document will also draw on principles from current
HSE guidance documents:-

Ø Health and Safety at Work Act 1974

Ø Management of Health and Safety at Work Regulations. (1992)
Ø The Event Safety Guide
Ø The Guide to Safety at Sports Grounds.
Ø The Guide to Fire Precautions in Places of Entertainment
Ø HSE Guidance to Crowds in Public Venues.
Ø Various Empirical Studies of Pedestrian Flow and Crowd Dynamics.

In addition to this Compact Security has the operational experience of providing the Crowd
Management & Security at various major events, arenas and venues across the UK and Europe.
These include; The 02 Victoria Warehouse, Pier Jam Blackpool & Hastings, Creamfield’s amongst
a number of licenced retail units across the North West.

In addition to this document a Risk Assessment has been carried out for Compact Security Staff
at the event. This document is attached in the Appendices. There will be full briefing to be given
to all staff before the event.

CCS F4221 Operating Plan V1 2

Statement of Intent
This section is used to describe to the client what Compact Security will be responsible and not
responsible for with areas such as staffing numbers, duties and planning for events both normal
and emergency.

Please view the following document as a statement of intent for the duties of Compact Security
at Forbidden 42. This statement of intent details the type of service and responsibilities of the
Compact Security to the client.

The company agrees to provide a Customer safety and Security service in accordance with the
venues Event management plan and Fire Evacuation Plan for the event arena and associated
activities.

Customer Safety and Security is herein defined to be;

The systematic planning for, and the supervision of, orderly movement and assembly of people.
Customer safety involves the assessment of people handling capabilities of a space prior to its
use. It includes evaluation of projected levels of occupancy, adequacy of means of ingress and
egress, processing procedures such as ticket collection, and expected types of group behaviour.

This statement forms part of the operational plan which is written for the event and submitted
to interested parties for their approval.

CCS F4221 Operating Plan V1 3

Areas of responsibility

Ø To supply sufficient numbers of suitably qualified security/stewarding staff for the

ingress, front of house, press and guest, and backstage positions for the event.

Ø To monitor the ingress of the public to the venue in a safe and orderly fashion,
and where reasonably possible, pro-actively employ crowd management
methods to ensure the safe population of this area.

Ø To monitor the patrons and report any public disorder to the duty manager or
head of security.

Ø To support the Client and venue in the delivery of its Covid 19 policy and
protocols.

Ø To enforce any pass system designed by the organiser in any front of house or
back of House Areas.

Ø To assist the designated person responsible for safety and the emergency
services, in any evacuation (whether it be partial or full) of the venue. This will be
in accordance with the agreed emergency plan written by the venue.

Ø To monitor and deter patrons from theft and vandalism of any temporary or
permanent structures where practical and reasonable with a view to reporting to
the necessary authorities.

Ø The designated person responsible for safety is responsible for the evacuation of
the venue. The Compact Security Team will follow the direction of this person
and the emergency services. In the event of a major incident, Compact

CCS F4221 Operating Plan V1 4

 Management Team will hand over all its resources to the police and will be
directed there on in.

Compact Security Services will not have responsibility for:

Ø Crowd Management or Security of people outside Forbidden 42’s foot print, this
includes Green field , Council Property and carparks unless previously agreed and
this must be integrated as part of the venues Traffic Management Plan.

Ø Traffic management around the externals of the site (apart from those mentioned
above), or parking on the surrounding public roads.

Ø Any co-ordination or responsibility of lost property or lost children. Staff will,

however, direct lost property to the appropriate handling station and escort using
2 CRB checked staff members any lost children or lost parents to the designated
point.

Ø Any Health and Safety issues regarding any parties other than those who are
employed by the company or actions taken by agents other than employees of
Compact Security.

Ø Provision of direct Medical Services (other than to assist the contracted event
medical supplier personnel or designated first aider with all reasonable requests
to establish a safe working environment for treatment of casualties).

CCS F4221 Operating Plan V1 5

General

All staff will be clearly identifiable in Compact Security uniform, SIA badges (where applicable),
and will adhere to the company code of dress and conduct.

Compact Security recognises the VW Music and Forbidden’s commitments to operating high
quality service at a safe and secure site in accordance with the highest standards of customer
service, and agrees to use its best endeavours to assist the Client in securing that objective.

Compact Security shall not wittingly do anything that may hinder or harm the Client's trade or
reputation.

The Client will co-operate and work with Compact Security to assist them in the proper
performance of their obligations hereunder and will comply with all the company’s reasonable
requests relating to the management and safety of the venue.

CCS F4221 Operating Plan V1 6

Training
This section will cover the training provided to all of Compact Security’s fulltime and casual
staff. It’s vital to ensure each member of staff works towards the same high standard and the
client is confident that they are receiving the best possible standard of service for their
money.

Steward Training
Every new Compact Security member of staff undergoes a Company Induction Course
(introducing the Company, Health & Safety Policy, Quality Policy etc,)

If Certain aspects of a steward’s role require further training. This is addressed by the
implementation of modular courses designed to improve both the standard of service given,
together with health & safety awareness. For example:

Ø Front of Stage Pit Barrier - 4 hours

We have experienced staff and nominated business partners that are fully qualified to deliver
the Door Supervisor course. This ‘in-house’ training enables Compact Security to maintain
control and keep up the high standards that we expect of our employees. In addition, it allows
us to pass on venue and client specific information through the training courses.

Security Staff
If a Steward would like to work in the security area of our company, they would have to supply
us with a five-year checkable work record. They will then be trained to Door Supervisor Level
2. This is an industry standard. Our Guards are also trained to Door Supervisor level as many
of our clients require the addition of an SIA door licence.

CCS F42/21 Operating Plan V1

Validation of SIA badges will take place throughout the event to ensure that all SIA licensed
staff have valid licences for the duration of the event.

Our Training Department is recognised to train National Certificate for Door Supervisors in
England & Scotland and our own courses are recognised across the UK.

Supervisors Training

In normal circumstances, once a steward has completed 2 years of service within the Security
industry they can request the opportunity to upgrade to a Supervisor.

Risk Analysis Method

Before an event can take place it’s important to establish the risks involved for both staff and
customers alike. The risk assessment will include areas in which are deemed hazards, then
precautions that can be put in place to minimize the risk and likelihood of this occurring. All
risk assessments as stated below comply with the Health and Safety at Work Act (1974) and
the Management of Health and Safety at Work Regulations (1992).

A risk assessment will be written to support this document. It relates to the staff of Compact
Security and their involvement with the event.

An assessment of risks has been carried out in accordance with an employer's statutory
requirement to do so under the Health and Safety at Work Act (1974) and complies with the
Management of Health and Safety at Work Regulations (1992).

CCS F42/21 Operating Plan V1

All Company staff shall observe the Health and Safety Regulations currently in place at the
site as made known to them by the Duty Manager.

The Company’s Health & Safety Policy is available on request.

Command and Control Structure

The command and control section will outline the hierarchy of both Compact Security and the
client in order to establish an effective communication link and to also plan the event at the
correct level. This is achieved by adhering to the following:

The Event Management Structure should be set out in the following process.

Ø Policy and procedure is formulated and agreed with all key stakeholders and
Compact Security.

Ø Geographical and Operational considerations are taken into account

Ø Planning and operational team engage event and ensure the event runs
smoothly

Ø Post event review and feedback from client and service partners.

The operational structure is detailed below, the key positions and descriptions are:
Ø Head of Security – Strategic planning and event management decisions
ultimate liaison between security and event management team.

CCS F42/21 Operating Plan V1

 Ø Radio Control – Hub of Compact Security radio operations. One controller for
each channel in operation. All key radio traffic is logged for reference at a
later date.
Ø Senior Supervisors – Overall management of staffing resources, deployment,
welfare and logistics. Fire Panel Incident Response Team.

Other Agency Liaison

Police Liaison
Over the past years Compact Security have worked closely with the Many Different Police
Constabularies across the United Kingdom to provide a safe and enjoyable environment for
event goers. The following protocols will be focused upon to ensure those coming to
Forbidden 42 enjoy themselves, and do so in a socially acceptable manner and the Police /
Security resources are used to their best effect. Where Police are deployed for an event a
memorandum of understanding will be provided by Lancashire Police and will give in detail
the responsibilities of the Police Operation on site.

Ø All security supervisors are actively encouraged to introduce themselves to the lead
Police Officer in their working area to build up a localised contact.

Ø All venue based policy and procedural decisions will be made within the Event
Control command structure and all staff should use this to ensure decisions are
centrally made with the full involvement with all the emergency services and
organisers.

Ø Police officers will not enter the venue unless advised to do so by their central
command.

CCS F42/21 Operating Plan V1

 Ø All security staff should encourage members of the public wanting to report a crime
(not including assault etc) to do so at the nearest Police officer.

Safety Proposals
This section will look at the venue and the measures needed to ensure a safe working
environment and to create a secure event. This will be established by addressing areas such
as the venue layout, barrier and pass systems and risk assessments. The following areas
should be covered;

A venue plan should be prepared by the venue that details key areas within the venue. This
may include; entrances, emergency exits, first aid, bars, information and welfare, stages,
water points, etc.

The promoter or party arranging the event should provide an event management document
detailing the rules, regulations and responsibilities of contractors on site.

A venue risk assessment should be made available to all contractors on site and should include
operations for the venue load and load out along with the event day.

A workable pass system will be in operation. This should tie in with the promoters or party
arranging the event pass system. Pass sheets should be made available to security staff to
implement as early in the load in phase as possible.

The venue team will ensure welfare facilities including water, heat and refreshment are made
available for Compact Security staff working on site.

CCS F42/21 Operating Plan V1

A suitable barrier stock should be made available to build directional barrier lanes into the
venue. During large scale events.

Admission to the mixer, production areas, press and guest areas and back of house should be
by pass only.
If the venue require to put an event where a stage would be used the front of stage barrier
system should be a demountable type with a minimum loading of 5 KN per metre run at a
height of 1.2 metres.

Clean water should be available from the front of stage barrier to help reduce heat exhaustion
in the crowd.

Back of House Arrangements

A structured security pass system will be introduced by production manager or venue
management prior to the event. This is to ensure the protection of the equipment, production
areas, artiste safety, image and reputation whilst conducting their business.

All personnel that are either working or are guests will be required to have the appropriate
accreditation to facilitate them being in that particular area.

Compact Security staff are to be charged with the execution of the pass system.

CCS F42/21 Operating Plan V1

Artist arrivals and parking

On event days, as much information as possible will be made available to the Supervisor
regarding arrival times etc. Sufficient provision will be made for crowds around the backstage
area or tour bus approach routes, sufficient staff, and where necessary, barriers would be
deployed.

Artist and production areas

Security requirements for artist and production areas will be dependent on rider request and
artiste arrival times. Security personnel are positioned strategically around the building with
the responsibility of executing the promoter/venue pass system.

The artiste and production area is controlled from each end of the backstage by SIA licensed
personnel who are responsible for the highest level of security to the tour and its property
and personnel.

Mixer desk and sound control FOH

This area is placed within public area and contains all the electronic sound and lighting
equipment for the show. This is another key area due to the importance of the equipment
that is stored and operated within its perimeter. The area is protected by strategically placed
SIA licensed personnel who are charged with the execution of the specific pass system to
maintain the level of security required.

CCS F42/21 Operating Plan V1

Front of stage - Mojo / Pitstop

The front of stage area is the area between the physical, front of stage Mojo barrier and the
stage. This area is a working area and is frequented by various sound technicians, camera
operators, pyrotechnic engineers, etc. Ultimately, this is the working area for the crowd
management personnel who are deployed to this area during the show.

The roles within this area relate to both, security and crowd safety. SIA personnel are tasked
with protection of the stage and its contents. Additional non SIA, stewarding personnel are
deployed to the crowd safety aspect of the operation. These personnel are specifically trained
in the responsibilities of this role.

Preparation and Logistics

Uniform & Equipment

At the time of a staff member booking on for a shift at the event, the office booker confirms
that they have all appropriate uniform for the job. If for whatever reason the member of
staff requires an item(s) of uniform, they are informed that they need to collect it from the
Compact Security Manchester Office in advance of the shift.

All radios are provided by Compact Security, and are signed out to staff members as they
sign in, recording the radio number on the signing sheets. Security Radios will be made
available for the length of the contract. However, If the venue require additional Radios for
Bar Managers, Duty Managers and staff which may require a radio then The stock of Radios
will be prioritised to Security personnel and a separate order for “house radios” should be
made to the contract manager.

CCS F42/21 Operating Plan V1

Signing in

Upon arrival on site, staff will report to the Senior Supervisors. Signing in will be done through
the Supervisors, who will have the signing sheets for the event. While signing in, the Senior
Supervisors will issue the staff members are briefed on venue assignment instruction,
pointing out key points of interest such as emergence procedures, and site layout specifics.

Staffing Deployment

Below are the positions included in the Staffing Plan and have been given brief job
descriptions which show whether the position should be carried out by a trained safety
steward or an SIA Licensed member of security. Whether the position is classed as a
Licensable position is taken from the Private Security Industry act 2001. Below the duties
are set out into licensable and non licensable activities, these are taken from the Security at
Events booklet published by the Security Industry Authority (for further information visit
www.sia.homeoffice.gov.uk). From there the key duties of the position are detailed in a
brief job description and it can be seen whether the position is licensable or not.

Licensable Activities

Screening a person’s suitability to enter the event or venue e.g. individuals under the
influence of alcohol or drugs or demonstrating anti-social behaviour.

Ø This includes those who are searching bags to ensure that there is no unauthorised
access or any damage to property or injury to others.

CCS F42/21 Operating Plan V1

 Ø Searching of persons and/or property to prevent items that are unauthorised or
illegal from entering the premises e.g. cameras, alcohol, drugs or weapons.

Ø Note if the purpose of searching of persons or bags is to ensure that no-one with
prohibited items enters the premises, then this is an activity that falls within
paragraph 2(1)(a) of Schedule 2 of the Private Security Industry Act as an activity that
consists of “guarding premises against unauthorised access”. If the purpose (or an
additional one) is to ensure that no weapons or other dangerous articles are brought
onto the premises, then the bag searching would also fall within

Ø Paragraph 2(1)(a) and potentially paragraphs 2(1)(b) and (c) of Schedule 2 of the
Private Security Industry Act on the basis that this would be guarding property and
individuals respectively against damage and injury.

Ø Responding to incidents within crowds, queues or the audience to control behaviour

which is antisocial, undesirable or likely to result in harm to others.

Ø Ejecting individuals from a venue or event or designated area e.g. concert pit or
backstage areas.

Ø Protecting a pitch, track or other identifiable area from spectators or others with the
intention of preventing damage to property or persons.

Ø Providing a security presence to prevent and detect crime within a designated area.

Ø Guarding a property and/or equipment in situ during the setup and breaking down
of, for example, an event or exhibition.

CCS F42/21 Operating Plan V1

 Ø Patrolling the perimeter of an event to prevent unauthorised entry gained by
individuals, through the climbing or breaching of any fences or barriers, or through
being let in via an access.

Ø Observational and reporting roles as part of or in support of guarding fall within

paragraph 2(1) as result of paragraph 2(3) of Schedule 2 of the Private Security
Industry Act which includes as licensing activity providing a physical presence or

Ø Any form of surveillance as to deter or otherwise discourage something from

happening or to provide information if it happens about what has happened.

Ø Examples of such roles (but not limited to) include patrolling the venue, observing
from fixed positions or monitoring CCTV footage.

Non-licensable activities

Ø Customer care duties including directing patrols to refreshments, toilets and first aid
facilities.

Ø Directing spectators to seating areas by checking tickets.

Ø Providing safety advice and assistance to patrons as required.

Ø Ensuring gangways and exit/evacuation routes are kept clear for health & safety
purposes.

CCS F42/21 Operating Plan V1

 Ø Providing assistance in the carrying out of evacuation procedures in the event of
danger to patrons, including liaising with representatives of the emergency services.

Ø To be responsible for the health and safety and comfort of spectators within a
designated area.

Ø Monitoring and maintaining the pedestrian flow at key locations e.g. entry and exit
points.

Ø Providing guidance and direction to visitors arriving by car or on foot, including the
management of roadway crossings to ensure the safe passage of visitors over the
roads.

This list is by no means exhaustive and it should be remembered that is not the job title that
is important; it is the work that an operative actually does (the activity undertaken) that
determines whether they need a licence.

CCS F42/21 Operating Plan V1

Venue Specific Documentation

Briefing

Supervisors Briefing

It is recommended that during large scale events an hour before doors are due to open that
a briefing takes place between the Compact Security supervisors and different agency
representatives that will be operating within the venue for that night.

A briefing will be given by the Head of Security detailing event specific information. This will
include a traffic light system for identifying different risk categories of events. The system
will work of the following three categories and will be determined by a number of different
factors.

Ø Green – There is no reason to expect any disturbances or incidents that can be

foreseen by the venue/security company or police

Ø Amber – There is some intelligence to suggest they may be some small cases of
disorder or organised crime targeted towards the event. This information will be
distributed between all relevant agencies working on the night to ensure all possible
measures are taken to reduce this risk

Ø Red – There is an increased reason to believe/high amount of intelligence to suggest

the event will encounter disorder or organised crime. During the pre-event meetings

CCS F42/21 Operating Plan V1

 all relevant agencies will discuss the intelligence and incorporate a plan to reduce
the risk of any disturbances/crime related issues.

These factors may include;

Ø Artist profile and expected audience demographic

Ø Head of security reports detailing previous shows and any incidents that are
likely to occur again (moshing, stage diving ect.)

Ø Police intelligence in relation to know organised crime gangs following the

bands/artists tour

The above list is not exhaustive and should be seen as an example guide of factors that
may influence an events ratings

Any information obtained from the meeting with the tour security will also be passed on
here to all persons involved.

There is an opportunity for other agencies to ask questions and pass on relevant
information from their different departments.

Documentation is provided regarding all event specific information. This is to maintain

consistency across all departments as well as providing an aid to brief the staff with to
ensure all relevant topics are covered.

CCS F42/21 Operating Plan V1

Pre Event Checks
Prior to opening doors to the public the supervisors and Head of Security will carry out pre
doors checks to ensure that the venue is safe for the public entry.

Ø Confirm event running order

Ø Issue pass sheets
Ø Check entrances and signage.
Ø Issue of kit and equipment
Ø Radio checks
Ø Back of house and production areas secure
Ø Confirm departments have briefed their staff (emergency codes – venue rules,
event specific information)
Ø Emergency Announcement
Ø Doors Green as per opening policy

Once the above checks are complete the Head of Security and Duty Manager will transfer the
venue from building mode to show mode.

Arrival
East of England Showground is within walking distance of transport hubs which is serviced by
several Bus and rail links. It is used to high footfall events, due to the venues location there
are several major roads with easy access to motorways. Car parking is available around the
immediate vicinity of the venue in both on street and carpark format. Due to venue location
and the anticipated events/performances, it is reasonable to assume the demographic of
both the audience range and variety of modes of travel will differ.

CCS F42/21 Operating Plan V1

Ingress

The Event/Artist/Audience profiles will change by event which will impact on when and how
queues form. Queue lanes will be set up before going green for doors with an approximately
room for 300 people to queue within the barrier system. Staff will initially be positioned on
the queue lanes to ensure that people are queuing in the correct area.

Flow Calculations

Ingress flow calculations are based on an empirical study of pedestrian movement at a body
eclipse of 550mm (unit width). It is recognised that people are likely to arrive carrying items
however i.e. bags etc, therefore entry doors will be set at two unit widths (1.1m).

During a busy event, Search lanes may be needed outside the event space. The number of
1.1m wide lanes required has been calculated at a pedestrian speed of 5 people per minute
per lane. The time taken for bag search and ticket tear has been taken into account.

Audience Profiling
Ø The male/female of the crowd will be stated here. For example 50/50 Male:
Female ratio

Ø Customer age range: The average customer age will be stated here. This
information will either come from promoter/venue or head of security reports
from other venues

CCS F42/21 Operating Plan V1

 Ø Alcohol consumption: Information on whether the crowd will be a light/heavy
drinking audience will be displayed here. This information will either come from
promoter/venue or head of security reports from other venues

Ø Drug use: Information on whether the crowd will be a low/medium/high risk

group in regards to drug use. This information will either come from
promoter/venue or head of security reports from other venues

Entrances
This event is a free flow event once inside the venue space. All attendees will have shown
their Covid status to show a negative test PCR or LFT to gain entry. All staff will wear masks
and public will be asked to wear masks when inside the venue space. There will be masks
available for those that forget or need to refresh theirs.

Ingress and egress specifically have increased crowds moving through sections of the
event/venue space and these activities need managing for the safety of both workers and
attendees.

Ingress:

• Staff working in this area will wear face masks if ventilation is not sufficient

• Additional face masks and hand sanitiser stations will be available for staff working in this
area and attendees who may wish to wear them

• Space will be used effectively to maximise the area available for ingress

CCS F42/21 Operating Plan V1

• Marquee sides will be at least 50% open to increase ventilation where applicable

• Production/stewards teams will communicate with queuing attendees to help security with
informing all regarding protocols where applicable

• Pre ticket scanning, the public will have their covid status checked by a team that is
supported by the SIA company. Any persons with an invalid covid status e.g., LFT out of date
or not fully vaccinated will be ejected from the queuing system.

At this stage the promoter must ensure adequate signage for attendees to be split into the 2
sections within the queuing system. (VIP and General admission). Once within the queueing
system Attendees will be asked to produce valid photographic Identification.

Once past the ID check Attendees will be split filtered through our initial Drug search. Here
Dual purpose Drug Detection Dogs from a reputable Detection company engaged directly by
the premotor. Staff will maintain a high level of customer service and good housekeeping
skills on each entrance point.

A risk assessment is carried out for each event regarding the search level. Prohibited items;
glass, cans, video/sound recording equipment, f & b (unless for medical reasons), laser
devices, large banners or banners on sticks will be rejected. Items which are deemed to be
offensive weapons or drugs will be refused entry and police will be advised. Valuable items
should be returned to their means of transport; non-valuable restricted items will be
discarded into the bins provided.

CCS F42/21 Operating Plan V1

Ingress conditions

Conditions of entry should be made known to the public in advance of the event via social
media and the event is expected to provide adequate signage to support this entry process

Bins should be made available at the entrances for the collection of prohibited items. These
should be emptied on a regular rota and the area kept clean throughout the event as this will
become a primary exit route in the event of an emergency evacuation.

Contingency Planning

Should crowd density become a problem outside on the queue system then the first course
of action should be to re-deploy additional staff members from within the venue. This will
enable the entrance supervisor to open additional search lanes. Where these resources are
pulled from will depend on conditions on the day.

Providing the venue is safe the decision may also be made to open doors early in order to
allow entry into the venue. This decision will be made jointly by the Head of Security and Duty
Manager and will increase the amount of time available for audience admission. A less
disruptive alternative is to open one lane for those without bags only in order to increase the
flow rate. At all times the crowd should be kept informed of the situation regarding ingress.

High intensity ingress

CCS F42/21 Operating Plan V1

Contingency plans should consider the occurrence of a large influx of persons during a certain
time frame. This may be early arrival before the venue officially open or due to transport
infrastructure problems.

Pre-planning can ensure that the correct number of access points can meet the peaks in
arrival trends. This can be supplemented by redeploying additional staffing resources from
other parts of the site. Sufficient queuing space and communication methods would aid
pressure and anxiety of queuing audience.

Searching
Aim
The search of persons entering the venue is aimed to support the integrity and security of the
whole event and to give those persons attending the confidence that they are entering an
area where their safety security is paramount to the concerns of the organisers. It is important
to note the search policy and subsequent searching procedures at Forbidden 42 will
incorporate both crime reduction, Counter Terrorism and illegal substance use. The Compact
Security theft from a person reduction document is available on request.

Therefore for events held at Forbidden 42, the main aims of search of persons can be deemed
as;

Ø Crime reduction through preventing individuals gaining access to the venue either
equipped to commit crime or the intention to commit crime

Ø Drug related crime/misuse/distribution within the venue by preventing individuals

gaining access who are in possession/under the influence of illegal substances

CCS F42/21 Operating Plan V1

Venue website/signage

The website should be referred to inform the attending customers of the intention to search
at the various entry points across the site and the longevity of the event. The website should
advise that there is a right to refuse entry unless searched and a list of restricted items for the
event should be illustrated.

Entry Lane Layout

During large scale ticketed events the entry system will have a designated and experienced
manager and where possible he/she will have a supervisor depending on the size of the entry
system. The entry system is split into three phases which are;
1. Soft ticket check/Customer / Covid Screening
2. Profile / screening and or enhanced search
3. Full persons and belongings search
4. Ticket Scan

Incorporating a theft from person and drug search into one system

To show a visual representation of the search process into Forbidden 42 incorporating the
two key aims below, a flow chart has been created to show each step and the next process to
be followed after.

1. Crime reduction through preventing individuals gaining access to the venue either
equipped to commit crime or with the intention to committing crime (Represented by
the colour blue)

CCS F42/21 Operating Plan V1

 2. Drug related crime/misuse/distribution within the venue by preventing individuals
gaining access who are in possession/under the influence of illegal substances
(Represented by the colour red)

CCS F42/21 Operating Plan V1

Search Process Flow
TFP/Drug Search

Search Procedure

Ø Taking any large items out of their pockets (both coat and trouser pockets)
Ø Placing their coat and belongings on the search table where the security will search
the items
Ø Collecting their coat and their belongings, once they have gone through the search

Compact Security only searches on behalf of, and under the instruction of, the client. Often
attitude or the persona of an individual makes staff aware that there may be an issue so a
search will be instigated; the policy Compact Security adheres to is as follows:

CCS F42/21 Operating Plan V1

 Ø Search Policy is set by the clients Management team before the start of the event
Ø Only the Event Control in conjunction with the venue manager in liaison with the
relevant Police Commander & Head of security can change the Search Policy.
Ø Ensure that the staff are familiar with the list of prohibited items.
Ø Only SIA licensed staff members can search
Ø Permission must always be sought before a search is carried out.
Ø Same Sex Person Searching only
Ø Nobody is exempt from the Search Procedure
Ø Right of admission reserved subject to search as part of the ticket conditions
Ø All non desirable/illegal items found should be reported to the Supervisor and
duty manager.
Ø All illegal items found should be reported and a supervisor/manager should deal
with this issue.

CCS F42/21 Operating Plan V1

Compact Security Remit

The company’s remit is to search all patrons when suspicions of illicit drug use or theft and
directed to by the Duty Management Team and in liaison with the Police. The security staff
are trained to search and will focus on stopping person entering any part of the venue with
an item that they believe can cause harm to other individuals or maybe deliberately used as
a weapon.

In carrying out their duties the security staff can and will come across what maybe believed
to be illegal/controlled substances in order to deal with such occasions the Police should
publish to the Compact Security how the wish such occasions to be auctioned.

Police Remit

The Police will publish their own roles and responsibilities but it is believed that they are there
in support of the security operation and to process any instances of illegality.

Actions on a positive find – Weapons/Drugs

The client has a zero tolerance approach to the use of drugs on its premises. Each member
of staff should be vigilant and look out for signs of illegal substance use or illegal substance
dealing. Should a member of staff believe they are either in receipt of controlled substances
or witness to such instances they should follow the published procedures set out by the Police
and ensure that any receipt of the controlled substances is entered into a Police supplied
control log.

CCS F42/21 Operating Plan V1

Where a weapon is found either on the person or in connection with any suspected illegal
activity the staff member should secure the weapon/scene and report it their supervisor as
quickly as possible or any available Police Officer. The supervisor in turn should report the
find to the nearest Police Officer and log with control the find and any subsequent actions.

Actions on a theft from person

The client has a zero tolerance approach towards organised/opportunist crime on its
premises and will deploy staff and signage to combat this. Each member of staff should be
vigilant and look out for signs of suspicious/illegal activity. On being alerted to a theft, the
member of staff must inform duty manager who will log this incident and pass on the relevant
information onto the police.

The member of staff who has to victim must then direct the individual towards the a back of
house area where further details regarding the incident will be logged. Dependant on the
circumstances and location of the theft the head of security along with the duty manager and
police sergeant will plan the necessary response, examples of this may include coordinating
a search of customers leaving the venue. The theft from person reduction document can be
viewed on request.

Internal Operations
All staff will be fully briefed so that they know the location of seating/public areas, production
areas, bars, medical, toilet facilities, emergency equipment, back of house and catering. The
main focus and purpose of the staff is customer service and enhancement of the visitor
experience so it is paramount that staff have the knowledge to pass on to customers.

CCS F42/21 Operating Plan V1

Once public have accessed the venue they have full access around the public areas of the
venue, where staff are positioned around the venue to ensure safe occupations of particular
areas and for access control at particular restricted areas.

Internal Staffing

During the event security personnel will remain deployed to effectively operate this area
during the event, this will include dealing with customer issues, and maintaining high levels
of customer service and house keeping in this area. This includes dealing with any issues our
clients staff may raise, such as antisocial behaviour.

Fire Exits

Personnel will be deployed on fire exit routes with public access to ensure that customers do
not wander into restricted areas of the venue or open fire exits. In the event of an evacuation,
these staff are used to assist with sending customers out of fire exits and evacuating the
building. It is the responsibility of all staff to maintain clear exit routes and report through The
Duty Manager any instances of blockages. E.g. any build-up of rubbish.

Bar areas
SIA personnel will be deployed close to bar areas to ensure that customers queue and move
away from the area as soon as possible. They will also assist with any anti-social behaviour or
incidents that occur around the bar, intoxicated or ill customers, reports of crime or any other
situation that an SIA member of staff can assist with

CCS F42/21 Operating Plan V1

Production Area
SIA Personnel will be deployed close to any production areas to ensure the venue/production
pass system is adhered to and no unauthorised person gains entry. The member of staff will
also be responsible for ensuring the equipment located inside the mixer is secure and no
malicious damage is caused through anti-social behaviour.

Toilets
SIA personnel will be deployed and responsible for performing regular toilet checks to ensure
no customers are smoking, causing damage or unwell whilst inside the toilets.

Front of Stage Barrier

Admission to the front of stage barrier should be restricted to the front of stage security team
and medical teams essential to public safety.

The front of stage barrier system should be a de – mountable type with a minimum loading
of 5 kilo Newton per metre, at a height of 1.2 metres. To ensure the safe extraction of
members of the audience at the front of the barrier a suitable working walkway at least 1
metre in depth will be required.

Medical provision will be required in the front of stage barrier to assist any causality when
required by pit teams.

Should the capacity be reached in certain areas, stewarding and response teams will be
deployed to divert public away from the areas of congestion. This should be a centrally co-

CCS F42/21 Operating Plan V1

ordinated operation from event control in consultation with the Head of Security, Duty
Manager and the area supervisors.

Incident Response Teams

Response Teams are sometimes available for deployment at the peak times of the event.
The team is made up of a minimum of 2 SIA licensed personnel, and will be issued with a
personal radio and earpiece.

The team is predominantly allocated to the Main Arena and by the front door / search area.

The teams are strategically placed to monitor areas with the potential for periods of high
density and areas of high popularity. Through liaison with the event control room they will
be detailed to respond to any incidents on site.

The appropriate response team will be selected to deal with any incident local to their area.
If the incident requires the response team will detain any individuals until police presence
arrives. The memorandum of understanding between the Police and Compact Security
agrees the protocol for handover of detained customers.

CCS F42/21 Operating Plan V1

Ejections:
Process flow

This ejection process flow is in place to assist with the safety and enjoyment of all attendees
at Forbidden 42.

CCS F42/21 Operating Plan V1

It is anticipated that there may be some occasions whereby a minority of patrons within the
venue are deemed to no longer be meeting the stipulations of the entry conditions. The
decision may be that this person / s may require to be ejected from the venue. This process
should be conducted in a fair and safe manner and where practical a safe passage from the
internal area of the venue to external areas should be facilitated.

The start of the process will be for a member of personnel to ask for response team, or
licenced member of staff to visit an area of the venue to investigate an occurrence.

If it is deemed that licenced staff are required to deal with the situation it is worth noting
there are 2 individual processes that form the ejection procedure. The licenced staff will be
the initial responders to the incident and will be dispatched by the event control room, they
will ask for permission to eject if required. If granted the licenced staff will escort the ejectee
to the nearest safe exit where they will leave the venue.

The process flow must be briefed to all Supervisors and Response Team members and it is
advised that the staff in any anticipated conflict areas are also briefed on this procedure.

CCS F42/21 Operating Plan V1

Ejection process flow chart for Forbidden 42

CCS F42/21 Operating Plan V1

Recording of Ejectee’s information

1. Full description of any persons involved in the incident:

o Height
o Weight
o Hair and eye colour
o Complexion (IC Codes are given in Appendix B)
o Clothing and uniquely identifying features (such as any tattoos or defining
marks the suspect may have had).

Licenced staff will respond to incidents involving the following:

1. Conflict management
2. Crowd density
3. Persistent or serious anti-social behaviour
4. Where a suspected crime has been committed
5. Medical emergency (Escort provision) where a request via duty manager has been
given
6. Support of medical staff in a potential conflict situation
7. Unauthorised access to the venue
8. Lost person (in line with the Company Safeguarding Policy) – escorted to resolution
point

Response Team Protocol (any licensed staff attending an incident)

1. The licenced staff will operate on the same radio channel as the rest of the stewarding
operation. This is to ensure that a clear line of communication is available at all times
between the Compact Security control and all radio holders.

CCS F42/21 Operating Plan V1

 2. The Security Lead or Duty manager should send the nearest available SIA personnel to
the incident location, log they are on route and identify that they are unable to
respond to other calls until further notice.

3. The radio holder should advise control on their arrival at the incident and assess the
situation, confirming any medical or further assistance.

4. If the situation is dispersed without further intervention this should logged in shift
report and staff should be stood down to resume normal operation.

5. The decision to request permission to eject lies with the radio holder. They must be
able to give a clear decision process and reason as to why another resolution cannot
be found and put this in writing in their reports after the incident. At all events it is
important that age and context be taken into consideration with no under 18 year olds
being ejected from the venue without reasonable steps being taken to ensure a duty
of care is undertaken. This will fall in line with the Compact Security Safeguarding
Policy and venue’s risk assessment.

6. If an ejection is deemed necessary licenced staff should escort the individual /

individuals to the nearest safe exit, where they will leave the venue. The radio holder
should identify their location and intended exit.

7. Where a person refuses to leave after being asked at least two times; then reasonable
force may be required to be used.

8. It should be the aim of the licenced staff to ensure that any ejections are carried out
in a professional manner and only using reasonable force where absolutely necessary.

CCS F42/21 Operating Plan V1

 If the individual(s) have committed a crime, then Police intervention via control may
be requested.

9. In instances where the ejectee is handed over to the Police, the Police officers
shoulder number(s) should noted and communicated to the Compact Security control
via a phone call to the Contract Manager.

10. Full written reports of all incidents should be made after each incident.

11. All instances of conflict management and ejections should be carried only by those
clearly displaying a current SIA Door Supervisors License – there should be no
instances where stewarding personal engage in this activity unless in self defence.

12. It is incumbent on the licenced staff that he/she assesses any risk to the staff under
their control and/or other event goers in executing any ejections and in doing so
determining whether Police assistance is necessary.

13. Any evictions or ejections must be carried out with the minimum disruption to the
event and other event goers. All staff should be aware that they may be subject to
audio and video recording of incidents by Compact Security, the event and the general
public.

Reporting Procedures
To maximize the communication of incidents or issues, a comprehensive reporting system
exists within Compact Security. This will facilitate the passage of information from staff to
management and client.

CCS F42/21 Operating Plan V1

Any incidents or ejections throughout the event will be given a log number and the members
of staff involved in the incident will be required to fill in an incident report form that will be
correlated within the end of event Shift Report. These are available at the Compact Security
Folder.

After the event staff are given the opportunity to participate in a debrief of the event. Should
they prefer, there is a feedback page set up on the Compact Security Staff Portal to enable
any staff to feedback their experiences and issues at the event. This will ensure a proactive
and solution driven approach to any problems.

Show stop
If the Head of Security or Duty manager witness’s signs of distress at the front of stage
barrier, including crowd collapses, Show stop procedure will come into effect. (Documented
in the event management plan)

Whilst all efforts are made to plan for contingencies at all events, it is generally accepted that
the possibility of a major incident affecting the audience and requiring a cease to the show is
a possibility.

Prior to the event, the Head of Security, Duty Manager and Production Rep. will meet to
establish the following understanding:

1) All three representative areas agree that each other has the authority to carry out a
SHOWSTOP procedure. This halts the performance until further notice / action
2) A SHOWSTOP will take place if an eventuality occurs due to the performance which
significantly jeopardises the safety of the audience, artist, public or any other persons
within the venue.

CCS F42/21 Operating Plan V1

 3) Prior notice will be given of any significant eventuality which MAY take place during
the show which could result in a SHOWSTOP

Any undisclosed activity of significant warrant which takes place by the performer /
production which jeopardises the safety or security of the audience, venue staff and general
public not declared at this meeting will be considered a breach of verbal and / or written
contract regarding SHOWSTOP procedures.

Egress
The crowd management of the egress plan will be co-ordinated by Compact Security
Services where there will be set timelines for particular aspects of the egress plan to be put
in place.

Much like ingress, egress can be calculated to give a formula of the amount of people
expected to leave the venue during a certain period of time. To help with calculating this, the
green guide has produced figures based on the venue layout, exit door widths (meter width)
and rates of passage. To give an example for Forbidden 42 it is reasonable to assume the
number of exit meter width has been calculated to reflect the capacity.

CCS F42/21 Operating Plan V1

Exits

As with ingress, the main door will become a major exit route during egress.
There are three main transport options for event goers once they have left the event site,

1. Taxi’s and pickups – event goers that wish to use private taxi’s or other
prearranged modes
2. Public Transport – available in the immediate vicinity by ways of taxi, tram and bus

Compact Security staff will also assist with customer service and directional help throughout
the egress process

The SIA staff in these areas will maintain clear exit routes by reporting any instances of
blockages or obstructions.

SIA licensed staff will be deployed to ensure the immediate areas outside of the exits are
clear.

CCS F42/21 Operating Plan V1

Emergency Procedures
Alert Codes/Operational State
For ease of reference, the “operational state” of the venue has been categorized into three
separate sections that clearly identify the operational state of the park at any point in time.
All staff will refer to this colour system as the “traffic light structure”.

Alert Reference Operational State

RED Evacuation required
Alert under investigation – Further action may be required – Staff to
YELLOW
take up stand-by positions and wait further instruction.
GREEN No alert – Event operations running smoothly

On discovering any fire, which presents a threat to public safety, staff must:
Ø Find the nearest radio holder
Ø Give precise details of the incident and the risk
Ø Fight the fire only if it is safe to do so

On discovering a suspect package staff will:

Ø Not touch or approach it, use the nearest emergency phone or if a Supervisor or
Police Officer is nearby, inform them
Ø Clear the area
Ø Remain calm and keep control at all times

In the event of a serious Crowd Disorder, staff will remain on post unless given other
instructions by your Supervisor, Head of crowd management or Duty Manager.

CCS F42/21 Operating Plan V1

Upon receipt of information that an incident threatening public safety has arisen,
Production/Event coordinators or head of crowd management will raise the message over
radio comms.

The EMERGENCY MESSAGE will be “Attention please, attention please. Could the “YELLOW
Team Leader” please contact the Control Room, I repeat could the “YELLOW Team Leader”
please contact the Control Room”.

Should the alert prove to be a false alarm or the alert be easily and quickly resolved, the same
message will be broadcast substituting “YELLOW Team Leader” for “GREEN Team Leader”. In
addition all radio holders will be notified of the change in alert status. A structured response
will again be requested.

Should it be decided that an evacuation (partial or full) is necessary, the following message
will be broadcast to all call signs: “Would all Call Signs please note the operational state has
been raised from YELLOW to RED. Please ensure that all relevant procedures are adhered to”.
The message will be repeated and a structured response requested and recorded.

The following message will then be broadcast. “Attention please, attention please. “Could the
RED Team Leader” please contact the Control Room, I repeat “Could the RED Team Leader”
please contact the Control Room”.

CCS F42/21 Operating Plan V1

Major Incident

Definition of a Major Incident

The Civil Contingencies Act 2004 defines a major incident as;

• an event or situation which threatens serious damage to human welfare
• an event or situation which threatens serious damage to the environment; or
• war, or terrorism which threatens serious damage to security

In the unlikely event that a problem develops to the extent that a Major Incident is declared
(as defined as ‘Emergency’ in the Civil Contingencies Act 2004) either by the emergency
services or whereby the resources of the event cannot cope with the developing scenario,
then control will be taken by the most appropriate emergency service and all event resources
will be made available to the lead emergency service.

The process by which the lead emergency service takes control of the event should be the
subject of a Memorandum of Understanding.

Having an emergency egress from any venue can be particularly dangerous. This should only
happen under extreme circumstances and should be a joint decision by the Duty Manager
and Head of Security. It may be safer to carry out a partial evacuation if the incident can be
contained to one area.

Compact Security will adhere to the venue emergency procedures and work alongside all the
agencies present in the venue. In the event of an emergency the following Standard Operating
Procedures would be followed:

CCS F42/21 Operating Plan V1

Head of Security

If a pre warning activation is reported to the Security lead he / she will change to the
emergency channel and continue with their normal duties but be on standby in case of
escalation.

If a First/Second stage activation is reported the Security lead will assist the Duty Manager in
preparing the staff for any request made by the Fire Safety Officer or warden and ensuring
that all stewards are in their pre evacuation positions.

Compact Security Supervisors/Staff

On hearing the First / Second Stage activation all stewards will take up their pre evac positions
as trained and standby for further instructions. All messages will be issued by their supervisor
who is in contact with Event Control or the by the relevant recorded message.

CCS F42/21 Operating Plan V1

Show Stop
Whilst all efforts are made to plan for contingencies at all concerts, it is generally accepted
that the possibility of a major incident affecting the audience and requiring the show to be
stopped is a possibility.

Stopping a show in the middle of a performance can sometimes create unexpected

problems such as crowd surges, violent behaviour and confusion and should only be used as
a last resort if a situation or incident cannot be resolved whilst the show continues.

The overall responsibility for crowd safety is that of the Duty Manager, assisted by the
Compact Security Manager. The show stop procedures will be based on the existing
evacuation and major incident plan for the venue.

CCS F42/21 Operating Plan V1

 Compact Security Services
Victoria Warehouse
Trafford Warf Road
M17 1AB

0161 8268019
www.compactsecurity.co.uk

CCS F42/21 Operating Plan V1

APPENDIX M – TRANSPORT MANAGEMENT PLAN

HALLOWEEN

48/48
 ®

Forbidden Halloween
30th October 2021

East of England Showground

Peterborough
Cambridgeshire
PE2 6XE

Traffic Management Plan

Version 2
18/10/2021

Document Author:

CTM Ltd.
Unit 2a Arley Industrial Park
Colliers Way, Arley, Coventry
North Warwickshire, CV7 8HN
United Kingdom
024 7633 6417
[email protected]
 Version Control
Version # Amendments Date
1 Document created. 09/08/2021
2 Amendments following changes to event 18/10/2021

This document details the traffic management measures to be put in place for this event.
Victoria Warehouse are responsible for appointing an appropriate traffic management company to
fulfil the Traffic Management Plan.
The contents of this publication are provided in good faith, and the author cannot be held
responsible for any errors or omissions contained herein. Any persons relying upon the information
must independently satisfy him or herself as to the safety or any other implications of acting upon
such information, and no liability shall be accepted by the author in the event of reliance neither
upon such information nor for any damage or injury arising from any interpretation of its contents.
This document may not be used as any part of a risk assessment.
The following contacts have been consulted during the planning stages of the event and copies of
this document will automatically be distributed to them. If there are any persons believed to be
included within the planning for this event document from a traffic respect, please contact the
document author with the relevant details.

Company/Agency Event Role Title Name Email Address

CTM Ltd.

Event Simon
Victoria Warehouse
Organiser Oates

Safety Geeks Brian Cleary

Venue Head of
Peterborough Arena
Manager Operations

Event
Chevron Ltd. Operations
Manager

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Contents
1. Event Data 4

2. Traffic Management Data 4

3. Works Suppliers 4

4. Overview 4
4.1 Event Background 4
4.2 Venue and Access Points 4
4.3 Venue Access Map 6

5. Event Traffic 7
5.1 Arrival Details 7
5.2 Departure Details 7
5.3 Designated Travel Routes 7
5.3.1 Traffic from the North (including North East) Error! Bookmark not defined.
5.3.2 Traffic from the South (including West and South East) Error! Bookmark not defined.
5.4 Road Network Map 8

6. Venue Preparations 9
6.1 Car Park Capacities 9
6.2 Venue Parking Map 10

7. Ingress and Parking Operation 11

7.1 Vehicle Direction and Parking 11
7.2 Typical Car Parking Operation 12

8. Egress Operation 13
8.1 Egress Routes During Ingress 13
8.2 Main Egress 13
8.3 Peak Egress Period 13
8.4 Egress Routes from the Venue 14
8.5 Typical Car Park Exit Operation 15

9. Pedestrian Access 16
9.1 Pedestrian Walking Routes 16

10. Lighting 16
10.1 Car Parks 16

11. Highway Maintenance of Designated Routes 16

11.1 Vehicle Breakdown, Accident and Tow Away Recovery 16

12. Traffic Management 16

12.1 Advance Warning and Directional Route Signage 16
12.2 No Waiting Road Coning 16
12.3 Road Closure 17

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 12.4 West Gate Emergency Exit (A1 Exit) Error! Bookmark not defined.
12.5 CSAS Control on Dunblaine Drive (East Gate) and Loch Lomond Way (North Gate) 17

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1. Event Data

Data Information
Event Name Forbidden Halloween
Type of Event EDM Festival 30th October
License Capacity TBC
Estimated Total Event Attendance TBC
East of England Showground, Peterborough, Cambridgeshire,
Event Site Location
PE2 6XE
Date of Event 30/10/2021
Opening Time/Date of Event 14:00 30/10/2021
Closing Time/Date of Event 23:00 30/10/2021

2. Traffic Management Data

Item Date Time

Route Road Signage Date(s) TBC N/A

3. Works Suppliers

Service Supplier
Onsite Traffic Management CTM
Onsite Parking CTM
CSAS Management CTM
Offsite Traffic Management Provisions Chevron TM
Direction Event Road Signage Chevron TM

4. Overview
4.1 Event Background
Forbidden Halloween is an event scheduled to be held at the East of England Showground on 30th
October 2021.
The showground will be open for Festevil to the public from TBC on 30th October until 23:00.
The event will feature entertainment, food and drink stalls and live music.

4.2 Venue and Access Points

The East of England Showground is a very highly acquired venue for a multitude of events during
most months of the calendar year. It has large greenfield parking areas to the north, west and east
of the venue, as well as a large tarmac parking facility to the south.
The venue also features three access points, of which only two are viable for incoming traffic.

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 Venue Access Management

Access Point External Road Access Operational Dates *Function

Egress for event traffic

North Gate East of England Way 30/10/21
(all routes).

Ingress for all event

East Gate Dunblaine Drive 30/10/21
traffic.

*The function of these access points may differ outside of the scheduled operation dates due to production works on the
venue.

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4.3 Venue Access Map

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5. Event Traffic

5.1 Arrival Details

All onsite event traffic staff will be ready and prepared for onsite parking operations by TBC on the
30th October
Event public traffic can arrive any time from TBC. It is expected that significant levels of traffic will
begin to arrive from 13:00 to 15:00. The level of incoming traffic will continue to gradually increase
to a peak period between 13:30 and 14:30 potentially extending to 15:30. The incoming traffic levels
will begin to drop significantly moving forward to the beginning of the event.

5.2 Departure Details

Event traffic will begin to exit the site from 21:00 as the event is scheduled to run until 23:00, with a
large rush for the exit following the conclusion of each event. This initial surge will be followed by a
heavy flow until 00:00 and then followed by a steady flow up until 00:30 whereby all traffic is
expected to have cleared the site.

5.3 Designated Travel Routes

All designated travel routes for event traffic will be signed with certified and approved road signage
provided by Chevron TM. The overall signage footprint from the venue outward will be determined
by the events traffic management provider using previous experience operating at the venue.
All event traffic will be directed by signage to enter the site at Dunblaine Drive and exit at East of
England Way, thus creating a one way system inside this site. Due to the high number of Drop Offs
and Pick Ups expected for this event it is anticipated that this will lead to less congestion inside and
outside of the site. From East of England Way it is possible to access Peterborough and both the A1
North and Southbound.

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5.4 Road Network Map

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6. Venue Preparations
Before the event goes live to the audience and shortly following, traffic management will complete a
series of build phases that include the following checks:
• That traffic is able to maintain a reasonable but safe speed once on the venue in order to
limit decision-making times and therefore potential congestion.
• That sufficient parking areas are built and complete to accommodate the scheduled level of
incoming traffic.
• That Health and safety and risk assessment checks are also undertaken to ensure that the
areas and the equipment within them are structurally sound and suitable for public
interaction.
• Staff briefings and site tours.

6.1 Car Park Capacities

For more information on parking areas, please see Section 7.9 Venue Traffic Map.

Parking Area Acreage and Capacity

Parking Area Area Acreage *Parking Capacity

West Parking 10 acres 1,750 cars

South Parking 21 acres 3,675 cars

Totals 31 acres 5,425 cars

*Figures are approximates and do not take terrain and gradient into account.

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6.2 Venue Parking Map

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7. Ingress and Parking Operation
7.1 Vehicle Direction and Parking

All event traffic will follow marshaling direction through and around the venue into the parking areas
The traffic will enter Dunblaine Drive and follow the internal road network and enter the south car
park at the ‘top gate’ between South 3 and South 4 (see 6.2 venue parking map) and park initially in
South 2. This gives the parking team the most distance between the access points and the final
parking locations. Other traffic from the south and east will enter into the access to the east and into
the south parking areas.
Once a vehicle exits an avenue along its route and into a parking area, it falls under the responsibility
of the parking team in the field to continue the route direction towards the area of parking. The
parking team must ensure that the long chain of traffic approaches the parking at the correct angle
for ease of final parking position, but also to ensure that spacing between parked vehicles is not too
large as this will lessen the vehicles per acre.
For more information, please refer to Section 7.2 Typical Car Parking Operation.

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7.2 Typical Car Parking Operation

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8. Egress Operation

8.1 Egress Routes During Ingress

Due to the high numbers of expected Drop Off’s the internal TM team will create a one way system
within the site. This will allow vehicles to enter the site at Dunblaine Drive and exit via East of
England Way.
For more information, please refer to Section 8.5 Typical Car Park Exit Operation.

8.2 Main Egress

Due to the expected heavy inbound traffic during egress (picking up via Dunblaine Drive) all egress
traffic will exit via East of England Way. At a point where inbound traffic subsides Dunblaine Drive
will also become an exit, the access gates are wide enough that they can sustain inbound and
outbound traffic.
For more information, please refer to Section 8.4 Egress Routes from Venue.

8.3 Peak Egress Period

All available parking staff will be positioned around the parking areas and at the end of main
avenues directing traffic towards the closest of the three exits. Some staff may also be used to rally
up rogue vehicles seeking exit around the car park, but also warn drivers of hazards that may have
occurred during the ingress (e.g. muddy areas and deep ruts). If the hazards are dangerous enough
to cause injury to pedestrians or damage vehicles, additional equipment will be used to cordon off
the area.
In the scenario that congestion builds within the car park, the parking supervisor will pull other staff
off their roles elsewhere to manage “bottle necks” around exit points, as to regulate how much
traffic from a certain area may leave as to distribute exit priority to all. If the congestion is prolonged
for any reason, staff will provide preset statements to drivers on the present situation and
approximate waiting time for the exit.

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8.4 Egress Routes from the Venue

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8.5 Typical Car Park Exit Operation

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9. Pedestrian Access
9.1 Pedestrian Walking Routes
All pedestrians will be advised to stand to the front or side of their vehicles when alighting, as to
avoid any potential accidents when parking the following vehicles.
All pedestrians will then be directed away from the parking areas toward the event arena via
marshal direction and signage situated throughout the car parks.
All internal vehicle routes are pre-planned to not conflict with pedestrian flows from parking to the
arena If at any point vehicle routes are altered and cross live pedestrian flows, additional traffic
marshals will be positioned to safely manage the confliction area, creating a crossing point.

10. Lighting
10.1 Car Parks
All permanent lighting structures at the event are handled by Jason Lunn of the venue, and any
other temporary/mobile lighting will come under the responsibility of the Showground.

11. Highway Maintenance of Designated Routes

11.1 Vehicle Breakdown, Accident and Tow Away Recovery
There are no breakdown or tow away services booked for this event. All breakdowns will be told to
contact their membership firms for recovery. CTM will not facilities onsite to assist with breakdowns.

12. Traffic Management

12.1 Advance Warning and Directional Route Signage
As well as directional route signage for the event, advance-warning signage will also be provided in
the traffic management schedule if closure proposals are agreed by the authorities.
All coneage responsibilities fall under the events TM provider and the event organiser. The
procurement of the signage contactor has yet to be undertaken
Advance Warning Signage Scheduled Date(s): TBC
Directional Route Signage Scheduled Date(s): 30/10/21

12.2 No Waiting Road Coning

In CTM’s experience other events at the site have struggled to push all event vehicles intending on
parking for the show onto the site parking area, regardless that there was no admission for parking
at these events. The installation of no waits has noticeably lessened the number of vehicles that park
on the surrounding roads at these events.
There should be no waiting coning installed along the following roads;
To the North: Loch Lomond Way, East of England Way (including the roundabout).
To the South and East: Dunblaine Drive, Newcombe Way.
Please note that there will be no TTRO applied for this specific operation, as it will stand as a
deterrent only.

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12.3 Road Closure
There should be a road closures (soft) scheduled for both the ingress and egress at Loch Lomond
Way on the north of the site and Dunblaine Drive to the south east of the site.

At Loch Lomond Way the soft closure will be in place just following the East of England roundabout
and will prevent public event traffic from gaining access into the residential areas to park and walk
into the event.

At Dunblaine Drive the soft closures will be in place just following the access point into the venue as
you head northbound on Dunblaine Drive. This will restrict those seeking off-venue parking.

At previous events local residence groups have been contacted by the event and East of England
showground management. They have been fully supportive of the closures in these instances and
have previously provided support on the closure.

12.4 CSAS Control on Dunblaine Drive (East Gate) and Loch Lomond Way (North Gate)

All CSAS operatives working at the event should be fully qualified and trained by a training Police
Force and also vetted by the Cambridgeshire Police to undertake the following roles.
All active CSAS operatives should be dressed in full road legal high visibility PPE and should also have
full radio communicative capabilities throughout their working period. Radio contact should be
private and direct to the Traffic Manager or lead operative. All CSAS operatives should also have the
ability to contact other CSAS operatives on their own private channel to relay any relevant traffic
notifications.
All CSAS operatives should be educated and experienced in dealing with heavy traffic situations and
aware that unnecessary interaction with traffic has the potential to create congestion.
Dunblaine Drive will be directly managed ahead of a soft road closure only accessible by residents.
All event traffic turning off Newcombe way will only be able to proceed into the venue and not
continue through into the residential estate to park. Similarly, Loch Lomond Way will feature a
second CSAS operative along with a second road closure. Again, only accessible by residents of Loch
Lomond Way.

12.5 Signage
Once confirmed the events Signage Schedule will be attached separately.

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