LONGITUDE 2016 Marlay Park, Rathfarnham, 2016 th th th 15 , 16 and 17 July, 2016 Draft Event Management Plan For MCD Productions All queries to: Ange Goliger Festival Republic Dublin Ltd, Bord Gais Energy Theatre, Grand Canal Square, Dublin 2 Tel: +353 (0) 1674 2422 Email [email protected] Longitude 2016 Event Management Plan Contents 1. INTRODUCTION ....................................................................................................................................................... 6 1.1 SUMMARY OF APPLICATION FOR LONGITUDE 2016 ............................................................................... 6 1.2 PROMOTERS DETAILS .............................................................................................................................. 6 1.3 AUDIENCE PROFILE .................................................................................................................................. 6 1.4 TICKET SALES AND DISTRIBUTION ........................................................................................................... 6 1.5 EVENT MANAGEMENT PLAN ................................................................................................................... 6 1.6 DRAWINGS .............................................................................................................................................. 7 1.7 MARLAY PARK ......................................................................................................................................... 7 1.8 LIAISON WITH LOCAL RESIDENTS ........................................................................................................... 7 2. ORGANISATION AND STAFFING ............................................................................................................................... 8 2.1 KEY PERSONNEL, STAFFING AND CONTRACTORS ................................................................................... 8 2.2 EVENT CONTROLLER ................................................................................................................................ 8 2.3 EVENT SAFETY CO-ORDINATOR ............................................................................................................... 9 3. SAFETY STRATEGY .................................................................................................................................................. 10 3.1 SITE SUITABILITY .................................................................................................................................... 10 3.2 SITE DESIGN CONSIDERATIONS ............................................................................................................. 10 3.3 PLANNING OVERVIEW ........................................................................................................................... 10 3.4 LEGISLATION .......................................................................................................................................... 10 3.5 SITE OCCUPANCY CAPACITY .................................................................................................................. 11 3.6 AGGREGATE EXIT CAPACITY FROM AUDIENCE VIEWING AREA ............................................................ 11 3.7 AGGREGATE EXIT CAPACITY OUTSIDE THE LONGITUDE SITE ................................................................ 13 3.8 TENTED VENUES EXIT CAPACITY ........................................................................................................... 13 3.9 SUPPORTING SAFETY STRATEGY DOCUMENTATION ............................................................................ 14 4. THE STAGE & TEMPORARY STRUCTURES ............................................................................................................... 15 4.1 GENERAL ................................................................................................................................................ 15 4.2 STRUCTURAL CONSIDERATIONS ............................................................................................................ 15 4.3 ERECTION............................................................................................................................................... 15 4.4 MANAGEMENT DURING USE................................................................................................................. 16 4.5 DISMANTLING ........................................................................................................................................ 16 5. FRONT OF STAGE BARRIER ..................................................................................................................................... 17 5.1 THE PIT ................................................................................................................................................... 17 5.2 OTHER FENCE AND BARRIER ................................................................................................................. 17 6. NOISE ..................................................................................................................................................................... 18 6.1 COMPLIANCE ......................................................................................................................................... 18 6.2 NOISE AT WORK .................................................................................................................................... 18 7. TRAFFIC MANAGEMENT ........................................................................................................................................ 19 2 Longitude 2016 Event Management Plan 7.1 TRAFFIC MANAGEMENT PLAN (TMP) .................................................................................................... 19 7.2 ONSITE TRAFFIC MANAGEMENT PLAN ................................................................................................. 21 8. ENTRY TO SITE ....................................................................................................................................................... 24 8.1 ADMISSION TO LONGITUDE 2016 ......................................................................................................... 24 8.2 TICKET CONTROL ................................................................................................................................... 24 8.3 ON SITE TICKET SALES ............................................................................................................................ 24 8.4 RE-ADMISSION ...................................................................................................................................... 24 9. SPECTATORS WITH DISABILITIES ............................................................................................................................ 25 9.1 2–for–1 Ticket Scheme .......................................................................................................................... 25 9.2 CONCERT FACILITIES & INFORMATION ................................................................................................. 25 10. STEWARDING & SITE SECURITY .......................................................................................................................... 26 10.1 SECURITY COORDINATOR ...................................................................................................................... 26 10.2 SECURITY & STEWARDING CONTRACTORS ........................................................................................... 26 10.3 OFFSITE COORDINATOR ........................................................................................................................ 26 10.4 SECURITY & STEWARDING APPENDICES ............................................................................................... 26 11. CROWD MANAGEMENT ..................................................................................................................................... 27 11.1 ARENA ENTRANCE ................................................................................................................................. 27 11.2 STAGE / ENTERTAINMENT AREA ........................................................................................................... 27 11.3 BRIDGES & LAKE AREA ........................................................................................................................... 27 11.4 SECURITY & KEY PERSONNEL ................................................................................................................. 27 12. MEANS OF ESCAPE AND EXIT ROUTES ............................................................................................................... 28 12.1 MEANS OF ESCAPE ................................................................................................................................ 28 12.2 GENERAL REQUIREMENTS ..................................................................................................................... 28 13. MEDICAL FACILITIES, FIRST-AID AND AMBULANCES .......................................................................................... 29 13.1 ONSITE FACILITIES ................................................................................................................................. 29 13.2 OPERATIONAL PLAN .............................................................................................................................. 29 13.3 ROLE OF THE MEDICAL CO-ORDINATOR ............................................................................................... 29 13.4 SITE MEDICAL OFFICER .......................................................................................................................... 29 13.5 VOLUNTARY ORGANISATIONS ............................................................................................................... 30 13.6 EVENT SAFETY GUIDE MEDICAL PROVISION RECOMMENDATIONS ..................................................... 30 14. EMERGENCY PLANS ........................................................................................................................................... 31 15. FIRE PRECAUTIONS AND SAFETY MEASURES ..................................................................................................... 32 15.1 FIRE EQUIPMENT AND FIRE POINTS ...................................................................................................... 32 15.2 FIRE SAFETY FOR TRADERS .................................................................................................................... 32 15.3 FIRE BREAKS........................................................................................................................................... 32 15.4 CERTIFICATION ...................................................................................................................................... 32 15.5 FIRE REPORTING PROCEDURE ............................................................................................................... 32 15.6 FIRE SERVICE ACCESS ............................................................................................................................. 33 16. COMMUNICATION (INC PUBLIC ADDRESS SYSTEM) ........................................................................................... 34 3 Longitude 2016 Event Management Plan 16.1 EVENT CONTROL.................................................................................................................................... 34 16.2 OFF SITE LINKS ....................................................................................................................................... 34 16.3 RADIO COMMUNICATION ..................................................................................................................... 34 16.4 MOBILE COMMUNICATION ................................................................................................................... 34 16.5 CLOSED CIRCUIT TELEVISION (CCTV) ..................................................................................................... 34 16.6 RECORD KEEPING .................................................................................................................................. 35 16.7 PA SYSTEMS & LOUD HAILERS ............................................................................................................... 35 16.8 STAFF (FACE TO FACE CONTACT) .......................................................................................................... 35 16.9 RESIDENTS INFORMATION LETTER ........................................................................................................ 35 16.10 RESIDENTS HOTLINE .......................................................................................................................... 35 17. SANITARY ACCOMMODATION ........................................................................................................................... 36 17.1 SANITARY UNIT REQUIREMENTS ........................................................................................................... 36 17.2 MANAGEMENT AND SERVICING OF FACILITIES .................................................................................... 36 17.3 ADDITIONAL FACILITIES ......................................................................................................................... 36 17.4 HAND SANITIZER STATIONS ................................................................................................................... 37 17.5 DRINKING WATER .................................................................................................................................. 37 18. ENVIRONMENTAL MONITORING ....................................................................................................................... 38 18.1 WASTE MANAGEMENT CONTRACTOR .................................................................................................. 38 18.2 ENVIRONMENTAL IMPACT & MONITORING ......................................................................................... 38 18.3 REMOVAL OF TEMPORARY STRUCTURES .............................................................................................. 38 18.4 CLEAN UP ............................................................................................................................................... 38 18.5 DAMAGE TO PROPERTY OR AMENITIES ................................................................................................ 38 19. ELECTRICAL INSTALLATION AND AUXILIARY POWER AND EMERGENCY LIGHTING ............................................. 39 20. TRADERS AND VENDORS ................................................................................................................................... 40 20.1 PUBLIC FOOD TRADERS ......................................................................................................................... 40 20.2 BAR FACILITIES ....................................................................................................................................... 41 20.3 MERCHANDISING & NON FOOD TRADERS ............................................................................................ 41 20.4 NON FOOD TRADING REGULATIONS ..................................................................................................... 41 21. MISCELLANEOUS PROVISIONS ........................................................................................................................... 43 21.1 SPECIAL EFFECTS AND PYROTECHNICS .................................................................................................. 43 21.2 PERFORMERS ......................................................................................................................................... 43 21.3 TV AND MEDIA ...................................................................................................................................... 43 4 Longitude 2016 Event Management Plan APPENDICES Appendix 1 – Festival Republic & Melvin Benn Biography Appendix 2 – Operational Management Team Appendix 3 – Site Rules Appendix 4 – Draft Safety Statement Appendix 5 – Health and Safety Policy Appendix 6 – Health and Safety Terms and Conditions Appendix 7 – Health and Safety Event Contract Appendix 8 – Health and Safety Questionnaire for Contractors Appendix 9 – Instructions for Radio Use Appendix 10 – Adverse Weather Plan Appendix 11 – Forklift Safety Information Appendix 12 – Banksman Brief Appendix 13 – Golf Buggy Safety and Induction Information Appendix 14 – Venue Checklist & Fire Risk Assessment Form Appendix 15 – Sustainability Policy Appendix 16 – Policy Regarding the Use of Lasers Appendix 17 – Tobacco Control Policy Appendix 18 – Terms and Conditions of Entry Appendix 19 – Security & Stewarding Plan Appendix 20 – Security Standards, Procedure and Policy Appendix 21 – Security Statement of Intent Appendix 22 – Stewards Statement of Intent Appendix 23 – Major Incident Plan Appendix 24 – Water Safety Plan Appendix 25 – Offsite Stewarding Plan NB. All appendices are in draft format and will be revised accordingly throughout the planning process. 5 Longitude 2016 Event Management Plan 1. INTRODUCTION 1.1 SUMMARY OF APPLICATION FOR LONGITUDE 2016 Longitude is a 3 day multistage music and arts festival. The dates proposed for the event are 15th July, 16th July and 17th July 2016. The event site is defined in the drawings submitted along with this application. The concert start and finish times on each day will be as follows: Friday 15th July 2016 Saturday 16th July 2016 Sunday 17th July 2016 Gates: 13:30hrs Gates: 13:30hrs Gates: 13:30hrs Show: 14:00hrs Show: 14:00hrs Show: 14:00hrs Curfew: 23:00hrs Curfew: 23:00hrs Curfew: 23:00hrs In the interest of safety the promoter in consultation with An Garda Síochana will reserve the right to open the gates earlier than the advertised time. The anticipated number of audience attending the event each day is 30,000. The entertainment will consist of a combination of outdoor and tented stages and will feature a combination of music and multi arts performance (including poetry, theatre, comedy etc.). The stage finishing times will be staggered, full running orders showing the stage times for each of the day will be provided to An Garda Síochána and the statutory agencies in advance of the event. 1.2 PROMOTERS DETAILS The promoters of this event are MCD Productions. MCD Productions have appointed Festival Republic Dublin Ltd and Managing Director Melvin Benn to produce the events on their behalf. Festival Republic has extensive experience and expertise in the running of major outdoor festivals and concerts. Festival Republic Dublin Ltd will also be responsible for all aspects of the operational and strategic planning and delivery of the events, including liaison with the statutory agencies. A full biography of Festival Republic and Managing Director Melvin Benn can be found in Appendix 1. 1.3 AUDIENCE PROFILE The following age policy will apply at Longitude:  Children 0-4 years do not need a ticket  Children aged 5 and over must have a valid standard ticket  All under 16’s must be accompanied by a parent or guardian who is over 18 years old. 1.4 TICKET SALES AND DISTRIBUTION Tickets will be sold by Ticketmaster at their established network of outlets throughout Ireland and the UK. They will be available to purchase by debit and credit cards via the internet and telephone. 1.5 EVENT MANAGEMENT PLAN This Event Management Plan has been drafted in accordance with the Planning and Development Regulations 2001 (as amended) and the appropriate codes of practice, and covers the following key elements.  Event Management Structure and Responsibilities  Event Safety Strategy  Medical Provision and Facilities  Site Security and Stewarding  Traffic Management Plan 6 Longitude 2016 Event Management Plan  Emergency Plans  An environment monitoring programme for before, during and after the proposed event.  Provision for the full clean-up of the area and for any remedial works arising from any damage caused to public property, facilities or amenities associated with the event. 1.6 DRAWINGS The following drawings have been submitted with this Event Management Plan. Draft Area Layout Draft Site Plan Draft Arena Site Plan The site plan is subject to change and revised versions will be circulated to statutory agencies. The final (as far as reasonably possible) drawing will be provided to the statutory agencies prior to the event. Statutory agencies will be supplied with drawings as reasonably required, in advance of the event. 1.7 MARLAY PARK Marlay Park lies at the foothills of the Dublin Mountains, easily accessed from the M50 motorway at Sandyford/Ballinteer exits. It is one of several Regional Parks in the Dún Laoghaire Rathdown County Council area. The Park is visited by people of all ages for a huge variety of reasons ranging from the passive (strolling, picnicking, meeting friends) to the more active (running, training, football, cricket, tennis etc.) As such the concert layout and build schedule again aims to maximise the availability of the Park for public use, and to increase the accessibility of the Park and its amenities to the public. On non- concert days circulation routes will be maintained, and in particular the provision of a circuit route around the periphery of the park. In addition disruption to the area in front of the house and around Boland’s Café will be minimised. 1.8 LIAISON WITH LOCAL RESIDENTS All reasonable efforts will be made to ensure that effective communication will be undertaken with local residents via residents associations. Festival Republic and Dun Laoghaire-Rathdown County Council have undertaken to liaise with Local Residents Groups throughout the planning process, during and post event. Independent meetings and liaison with the local residents associations and groups is ongoing. These include:-  Pine Valley  Taylors Hill Appartments  Harolds Grange Cottages  La Touche Residents Association  Grange Wood Residents Association  Marley Grange Residents Association  Grangefield Residents Association  Eden Park Residents Association  Broadford Residents Association  Brehon’s Chair  Heather Close Residents  Lissadel Residents Association  Hermitage Residents Association The concerns and issues raised during this engagement have been instrumental in the development of this Event Management Plan. 7 Longitude 2016 Event Management Plan 2. ORGANISATION AND STAFFING 2.1 KEY PERSONNEL, STAFFING AND CONTRACTORS Longitude 2016 aim’s to demonstrate effective management and to ensure a safe and enjoyable event. Competent personnel will be appointed to undertake key management and safety responsibilities. For further biographical information on some of the key personnel listed below, see Appendix 2 – Operational Management Team. The list below is to be finalised and circulated to statutory agencies prior to the event along with contact details for key personnel. Event Controller John Probyn Deputy Event Controller Ange Goliger Nicky Hodgson Site Manager Frank McDaid Event Safety Co-ordinator Ian Donaldson Fire Safety Co-ordinator David Slattery - Michael Slattery Associates The following personnel / contractors will be responsible for ensuring appropriate safety standards are met within their relevant areas: Medical Co-ordinator Tom Giffney Site Medical Officer TBC Security Co-ordinator Liam Hogan Technical Production Manager Spike Beecham Backstage Manager Lisa O’Riordan Bars Event Bars Catering Acoustic Consultant Aria Acoustics Concessions David Power – Newsrail Ltd 2.2 EVENT CONTROLLER The following identifies some of the responsibilities of the Event Controller / Deputy: -  having overall responsibility for the management of the event and ensuring that the event is carried out in a safe and efficient manner;  being involved in the planning meetings with relevant statutory agencies i.e. Local Authority, An Garda Síochána, and HSE etc;  ensuring the provision of adequate personnel for the event including stewarding, first-aid and medical staff;  remaining at the Central Control Room before, during and immediately after an event (Event Controller/ Deputy)  conducting a post event meeting and preparing a debrief report. 8 Longitude 2016 Event Management Plan 2.3 EVENT SAFETY CO-ORDINATOR The following identifies some of the responsibilities of the Event Safety Co-ordinator/Deputy Event Safety Co- ordinator: -  act as co-ordinator on behalf of the Promoter and Event Controller and should report directly to the Event Controller/Deputy;  should be involved in the planning arrangements and be present onsite during the build to ensure that activities are carried out in accordance with the agreed specification;  co-ordinating and checking the collection of health and safety information prior to and during the event, including method statements, risk assessments and completion certificates.  co-ordinating and carrying out site inductions and onsite liaison with contractors;  be present during the event to evaluate the efficiency of structural and safety arrangements;  ensuring that the safety details and conditions agreed for the holding of the event are implemented;  act as co-ordinator of technical aspects of the arrangements insofar as they impinge on safety matters;  to oversee the work of the onsite fire safety coordinator;  pay particular attention to the pit area immediately in front of the stage;  monitor first-aid and rescue tactics for distressed patrons;  take any necessary action to alleviate any perceived risks;  assisting the Event Controller/Deputy in co-ordinating safety in response to an emergency or major incident. 9 Longitude 2016 Event Management Plan 3. SAFETY STRATEGY 3.1 SITE SUITABILITY It is our intent to make Longitude 2016 safe and comfortable and our site plan is designed with these two factors as the primary concerns. The arrangement of the site plan takes into account the entertainment, location, size, duration, access for pedestrians, vehicles, crew and Emergency Services, noise sensitive areas, site infrastructure, topographic and general ground conditions. Marlay Park has been chosen for many of the reasons outlined above. Also there is quick and easy external access for the public, crew and Emergency Services alike. Temporary roadway will be installed in addition to existing roadways to improve the routes around the site. An approved ground covering may be used as a result of adverse weather conditions in areas where there is likely to be heavy pedestrian traffic. 3.2 SITE DESIGN CONSIDERATIONS The Site Plan is, as with the Event Management Plan, a work in progress document. The finalised (as far as reasonably possible) drawing will be submitted to the statutory agencies prior to the event. It is to scale and the event’s capacity, safety provisions and access/egress plans are carefully worked out prior to the event and then implemented on the day. The plan uses a grid for ease of reference. The site has been designed in accordance with the Code of Practice for Safety at Outdoor Pop Concerts and Other Musical Events, 1996. 3.3 PLANNING OVERVIEW There are various phases to an event, as are detailed in the Code of Practice for Safety at Outdoor Pop Concerts and Other Musical Events, 1996. Our Risk Assessment, Health and Safety procedures and planning structure are such that all aspects of the event are given equal status as far as health and safety is concerned. Consideration has been given to venue safety through the use of competent staff. We will take all reasonable steps to ensure that all employees, self-employed people, contractors and sub-contractors have the necessary training, experience, and expertise to carry out their work safely. The Event Controller/ Deputy, Site Manager and Event Safety Co-ordinator will monitor works onsite to ensure safe erection of all temporary structures. We have prepared, and will constantly update, detailed Site Plans showing the location of stages, marquees, toilets, First Aid points etc. Where necessary these plans will be issued to contractors. All contractors will be sent a copy of our Health and Safety Event Contract, Questionnaire and Terms and Conditions to complete in addition to providing details of their own Health and Safety Policies, Method Statements, Risk Assessments and Insurance. Please refer to the safety strategy documentation section within this chapter. We will obtain documents, plans and calculations relating to the stage, bridges and any other key temporary structures. Copies of these will be provided to statutory agencies as required. We will issue all contractors with a copy of our site rules. We will also conduct onsite health and safety inductions focusing on the key points of the site rules for the main contact from each contractor. A draft of the site rules can be found at appendix 3. The Event Controller/Deputy, Site Manager and the Event Safety Co- ordinator will ensure that these rules are adhered to. 3.4 LEGISLATION The following codes of practice have been used as guidance throughout the planning of this event; and consideration has been given to the relevant recommendations. 10