EventCrisisPlan

ThisdocumentshouldbereadinconjunctionwiththeRiskAssessment,ChildProtectionPolicyand
relevantCrewBriefs.Thisdocumentisstrictlyconfidentialandforinternaluseonly.
Contents
Section1:EventInformation
1. EventSummary
2. Command&Control
3. ResponsibilityofIndividualGroups
4. Resources
5. DisseminationofInformation
Section2:EventEmergencyPlans
6. CrisisManagementPlan
7. SiteEvacuationPlan
8. FirstAidProcedure
9. FireEmergencyProcedure
10. LostPropertyProcedure

1.EventSummary
ChilledinaFieldFestival1stto3rdAugust2014Afamilyfriendlychillouteventincluding
camping,music,activitiesandfood.
ApproximateNumbers:1000
500adultticketholders
325childrenunder12
15under18ticketholders
80artists,musicians,performersandcontributors(notallonsiteatthesametime)
100crew
GateTimes
Friday1AugustMidday10pm
Saturday2August9am3pm
Sunday3AugustDayticketsavailablefromBentleyGiftShop10am5pm
Monday4AugustAllpublicoffsiteby10am

EntertainmentTimes
Thursday31July8pmtoMidnight(crewonlyonsite)
Friday1AugustMidday2am(Saturday)
Saturday2August7:30am4am(Sunday)
Sunday3August7:30am9pm(Baropenuntilmidnight)
Monday4AugustNoentertainmentallthosenotderiggingoffsiteby10am

TrafficManagement
TheeventwillbesignpostedfromtheentrancetoBentleyWildfowlandMotorMuseum
Routesfortraffictotakethroughthedriveuptothemanorhousewillbeclearlymarked
A5mphspeedlimitwillapplyonsite

2.Command&Control
Inmanyinstancesmobilephonesmaybemoreeffectivethanradio
24HourService RadioCallSign
Security Security
FirstAid FirstAid
BentleyEmergencyNumber TBC

Position Name RadioCallSign Mobile

EventDirector(MusicH&SCommsPlanning)
LeadDirector:Saturday
SophieRandlesDunkley Sophie 07980560177
EventDirector(CrewTradersActivities
Ticketing)
LeadDirector:Sunday
ManoliFreire Manoli 07976847712
EventDirector(ProductionDcorLighting)
LeadDirector:Friday
HeatherPetty Heather 07968869563
Power&LightingEngineer(Structures) AnthonyBoocock Boo 07462765858
LightingEngineer(Stage) SimonDeards SoundDesk 07931777116
DJLiaisonandSound GilesPender
BenRandlesDunkley
PaulMayes
Music 07880840798
07866261713
07711675514
SoundEngineers ElliotRevan
PhilBoorman
SoundDesk 07958490870
07794615816
LiveMusicLiaison DannyStopani Danny 07774044910
FrontofHouse ElaineMayes FrontofHouse 07961176992
HostingCoordinators JohnScott
HannahCornwell
Hosting 07989184042
07707888519
Hosts Various Hosts N/A
Workshops,Activities&Cabaret HannahSeignior
RuthPender
Activities 07758828961
07830354386
Bar AnneMildon
AzHawkes
Bar 07541990235
07903626569
TeaTent Emma
PhotographyCoordinator IntyPaul IntyPaul 07930366075

3.ResponsibilitiesOfIndividualGroups

EventDirector
Friday:Heather
Saturday:Sophie
Sunday:Manoli
Overallresponsibilityforsafetyonsite
Overallresponsibilityforemergency
evacuationofsite
LiaisonwithBentley'ssafetyteam
Assistpolice,fireserviceetc.ifrequested
Command&ControlCrew
Actassourceofinformationforpublic
Publicsafetyaroundsite
Oncallforemergencies
Coordinateemergencyevacuationofsite
Assistpolice,fireserviceetc.ifrequested
EventFrontofHouseCrew
Actassourceofinformationforpublic
Trafficmanagement
Marshalcar/camperparking
Supervisionofcar/camperpark
Distributionofwristbandstocrewandticket
holders
Checkingofwristbands
EventHosts
Actassourceofinformationforpublic
Publicsafetyaroundsite
Publicsafetyaroundfirepit
Puttingoutcentralcampfireandmakingsafe
Reportinginappropriatebehaviour
Security24Hours
Publicsafetyaroundsite
Oncallforemergencies
Managementofinappropriatebehaviour
Assistwithemergencyevacuationofsite
Patrolsiteandcampsiteregularly
FirstAid24Hours
Oncallforallfirstaidincidents
Oncallforemergencies

4.Resources

Radios
SeeCommand&Controlforcallsigns

Firefightingequipment
Firepoint1:QuietintheMorningCampsite:2xwaterextinguishers&alarm
Firepoint2:QuietintheEveningCampsite:2xwaterextinguishers&alarm
Firepoint3:Firepit:2xwaterextinguishers&alarm
Firepoint4:Bar:1xCO2extinguisher
Firepoint5:TeaTent:1xCO2extinguisher
Firepoint6:WoodsStage:1xwaterextinguisher
Firepoint7:MainStage:1xCO2extinguisher

CrewFirstAidRigging
HeatherandMickareFirstAidTrained
AFirstAidKitwillbestoredintheBarstructure
Inanemergencyyoushouldcall999andcallforanambulance

CrewFirstAidEvent
24houronsiteFirstAidbyEmergencyDoctorsMedicalService,locatedintheFirstAidtent,at
theentrancetothefield

PublicFirstAid
24houronsiteFirstAidbyEmergencyDoctorsMedicalService,locatedintheFirstAidtent,at
theentrancetothefield

EmergencyEquipment
YellowJacketsforHostsLoudHailerAirHorn

5.DisseminationofInformation
EssentialInformationWebPageDistributedtoallticketholders,crew,artistsandIncludes:
Instructiontostaywithinsite
boundaries
Nodogsallowed
Nofiresincampsite
Dressappropriatelyforweather
NoBBQsallowed
Parentstotakecareoftheir
childrenaroundsite
Washhandsbeforehandling
food
SignageErectedonThursday31Julyandincludes
EmergencyExits
NoFiresorBBQsincampingor
parkingareas
Nosmokingintemporarystructures
Takecareofyourselfandyourchildren
aroundfirepit
Strobelightingwarning
Unevensurfacewarningincarpark
Slipperysurfacewarningsaroundsite
5mphspeedlimitsigns
Wasteandrecyclingsigns
Under25BarPolicy
FireBriefingforCommand&Controlcrew,Hosts,FrontofHousecrewtakesplace8pmon
Thursday31JulyanddeliveredbyMJFireProtection
MainCrewBriefing
Writtenbriefscirculatedtocrewandcontributorsbeforeeventandthenavailableat
InformationPointateventtoinclude
ManualHandling
RiskAssessment
CrisisManagementPlan
ChildProtectionPolicy
VerbalBriefingtakesplaceat7.30pmonThursday31JulyanddeliveredbySophie
RandlesDunkleythatincludes:
EmergencyProcedures:EmergencyEvacuationandaccessforemergency
vehicles
Firesafety:FirePoints,Safespacingoftentsincampsite,Nosmokingintemporary
structures,FirePit,BBQs
Childprotection:LostChildprocedure
HostingBriefingtakesplaceonThursday1stAugustat10.30amandincludes
EmergencyEvacuation
FireSafetyincludingfireextinguishers
Medicalemergency
Lost/Foundpersons
ChildProtection
Lost/Foundproperty
OtherCrewBriefingstakeplaceonThursday1stAugustat10.30amandincludegeneralsafety
pertinenttospecificrolesincludingalcoholUnder25policy.

6.CrisisManagementPlan

Keypointsforallcrewintheeventofacrisis:
NEVERtalktothepressonoroffoftherecord.
NEVERadmitoracceptliability.

Alwayswherepossibletakephotosofanyaccidentorincident.Writedownwhathappenedfully
assoonaspossible.Takedetailsofwitnesses.Havesomebodywitnessyouraccountofevents.

AlertLevels
Itisdifficulttoplanforeveryincident,sothisplanisdesignedtoassistshouldanincidentoccur,
asperthefollowinglevels:
Level1:Circumstancesthatcouldpotentiallyaffectthosepresentinanegativeway.
Level2:Circumstancesthataffectthesafetyofthosepresent.
Level3(OrangeAlert):Stopstherunningoftheevent/leadstoevacuationofthevenue.
Level4(RedAlert):Leadstoamajorincident.

CrisisManagementProcedure
1.AmemberofthecrewshouldimmediatelycontacttheHostingManagerwithanyconcernsatall
overanythingoccurringonsite.Alternatively,Securityshouldberaised.
2.HostingManager/Security)toassessthesituationanddefinetheincidentstatus(level14as
below)andadheretothefollowingprocedure:
Level1:MonitorsituationandbriefanEventDirectorassoonaspracticable.Record
verballyatstandupbriefing.
Level2:ActivateresourcestoresolvesituationusingthewordsThisisaLevel2Incident.
BriefanEventDirectorassoonaspracticable.ThisEventDirectorwillbrieftheother
EventDirectorsassoonaspossibleandworkwithcrewtorecordinIncidentBook.
Level3(ORANGE):ContacttheLeadEventDirectorandbriefimmediatelyusingthe
wordsThisisanOrangeAlert.AtimetomeettheLeadEventDirectorattheInformation
Pointshouldbeagreed.TheLeadEventDirectorwillbeupdatedimmediatelyifthe
situationincreasestoREDandalsoifthesituationclears.ThisEventDirectorwillbriefthe
otherEventDirectorsassoonaspracticableandtheLeadEventDirectorwillbethekey
decisionmakeronthecrisis.
Level4(RED):ContactanEventDirectorusingthewordsThisisaRedAlertandmeet
immediatelyattheInformationPoint.ContacttheappropriatemembersoftheCrisis
ControlTeam.
3.LeadEventDirectortobriefteamonsituation,agreeingtimesofupdatebriefings.Allmembers
oftheteamhaveveryspecificpracticalrolestoaction(seedetailbelow).Keydecisionmaking
willbetakenbytheLeadEventDirectorandintheirabsenceoneoftheotherEventDirectorsor
theHostingManager,
4.EventDirectorsandHostingManagertocontactappropriatemembersofCrisisControlTeam.
LeadEventDirectortocontactBentleyrepresentative.
5.BentleytoliaisewithLeadEventDirectorasnecessary.Bentleytoberesponsibleforallvenue,
authorityandEmergencyServiceliaison(whereapplicable),keepingtheLeadEventDirector
updatedatalltimes.
6.LeadEventDirectorrecorddetailsofsituationinIncidentBooktakephotoswherenecessary.

CrisisControlTeamRoles

LeadEventDirector
Friday:HeatherPetty
Saturday:SophieRandlesDunkley
Sunday:ManoliFriere
Tomanagecrisissituation,asdetailedabove.
Takekeydecisions
DeliverbriefingstoCrisisControlTeam
LiaisewithEmergencyServicesasnecessary
RecordallinIncidentBook

OtherEventDirectors
HeatherPetty/SophieRandlesDunkley/ManoliFriere
TosupporttheLeadEventDirectorinthemanagementofthecrisissituation
BriefcrewoutsideofCrisisControlTeam
Coordinatedisseminationofinformationtothepublic
Coordinateevacuationofsiteasnecessary

HostingManagers
JohnScottandHannahCornwell
TosupporttheEventDirectorinthemanagementofthecrisissituation
BriefcrewoutsideofCrisisControlTeam
Coordinatedisseminationofinformationtothepublic
Coordinateevacuationofsiteasnecessary

FirstAidEmergencyDoctorsMedicalService
Publicsafety
Crowdmanagement
Incaseoforangeorredalert
Contributetoevacuationofsiteasnecessarypreventingreentryasrequired
AdministerFirstAidasnecessary
CallambulanceasnecessaryandworkwithBentleytodirectambulanceservice

Security
SitePatrol
Crowdmanagement
Incaseoforangeorredalert
Contributetoevacuationofsiteasnecessarypreventingreentryasrequired

Legal
TracyHatswell
Adviseonlegalpositionasnecessary

Rolesforothercrew
OtherCoordinatorsandcrew
Disseminateinformationtothepublicasnecessary
Incaseofanorangeorredalert,Marshalevacuationofsiteasnecessary.

7.SiteEvacuationPlan

1.ThedecisiontoevacuatethesitewillbemadebyBentley.Intheirabsencethedecisionwillbe
takenbytheLeadEventDirectorintheirabsencethedecisionwillbetakenbytheremaining
EventDirectorsorHostingManager
2.Theevacuationwillbecoordinatedbytheindividualtakingthedecisiontoevacuatethesite.
3.AllradiocarryingcrewwillbeinformedviaradiothatthereisaREDALERTandtoldto
congregateattheInformationPoint.Ifthislocationisnotsafeanotherlocationwillbefoundto
meet.TheEventDirectorwillbriefcrewonthesituation.
4.Allondutycrewwillbeallocatedtoanareaofthesitewheretheywillinformthepublicthatthe
siteistobeevacuatedifitissafetodoso.ThemainonstagePA,anairhornandloudhailer
shouldbeusedtogainattention.
5.Allondutycrewwillberesponsiblefordirectingthepublictotheemergencyexit.
6.ThemainsiteemergencyexitistheFrontofHouseGate,themainentrypointtothesite.Other
emergencyexitsaretheother3gatesleadingoutofthefield.
7.TheMusterPointisthelawninfrontoftheBentleyManorHouse.
8.SecurityandtheHostingManagerswillensurethatthepublicdonotreenterthesiteuntilitis
safetodoso.
9.TheBentleyrepresentativewillinformtheemergencyservices.IntheirabsencetheLeadEvent
Directorwillinformtheemergencyservices.
10.Ontheirarrival,Bentleystaffwilldirecttheemergencyservices.IntheirabsencetheLead
EventDirectorwillliaisewiththeemergencyservices.
11.TheHostingManagerswillusetheloudhailertorelayinformationtothepublic.

8.FirstAidProcedure

1.Inthecaseofamedicalemergency,theFirstaiderscanbecontactedattheFirstAidpoint,by
FrontofHouseandthemainentrygate24hoursperday.
2.IfapersonrequiresfirstaidtheFirstAidershouldbecontactedandthepersonshouldbe
escortedtotheFirstAidTentwheretheycanadministerFirstAid.Ifaradioisnotimmediately
availableoneofthoseintheBigBarshouldbeused,oramemberofcrewcarryingaradio
located.
3.IfthepersonisunabletowalkunaidedtoFrontofHouse,thepersonshouldbeadvisednotto
movefromtheircurrentlocation.FirstAidershouldbecontactedbyradioandgiventhepersons
position.Thepersonshouldnotbeleftalone.OncetheFirstAiderhasbeencalledanEvent
Directorshouldbecalledandbriefedonthesituation.
4.TheFirstAiderwilladministerfirstaidandtakeadecisionastowhetherfurthermedical
assistanceisrequired.
5.Wherepracticable,theBentleyRepresentativewillresponsibilityforcallinganambulanceif
requiredanddirectthemwhentheyarriveonsite.IntheirabsencetheLeadEventDirectorshould
shouldcallforanambulanceandarrangeforthemtobedirectedwhentheyarriveonsite.Security
andHostsshouldbecalledasrequiredtodispersepublicfromtheimmediatearea.
6.IfanambulanceiscalledtheLeadEventDirectormustbeinformedsothattheycanliaisewith
Bentleytomanagetheentryoftheambulanceontothesite.IntheabsenceofanEventDirector,
theHostingManagerswillmanagetheentryoftheambulanceontothesite.Hostsandothercrew
maybecalledtohelpdirecttheambulancetotherightplace.TheFirstAiderwillberesponsible
forbriefingtheAmbulanceCrew.
7.IfthepersonneedstogotohospitalbycaranEventDirectormustbebriefedassoonasis
practicablebutthismustnotdelaythingsunnecessarily.
8.OncethepersonhasbeentreatedtheFirstAidermustfillintheIncidentBook.

9.FireEmergencyProcedure

1.Firepointsarelocatedinthefollowingpositions:
Firepoint1:QuietintheMorningCampsite:2xwaterextinguishers&alarm
Firepoint2:QuietintheEveningCampsite:2xwaterextinguishers&alarm
Firepoint3:Firepit:2xwaterextinguishers&alarm
Firepoint4:Bar:1xCO2extinguisher
Firepoint5:TeaTent:1xCO2extinguisher
Firepoint6:WoodsStage:1xwaterextinguisher
Firepoint7:MainStage:1xCO2extinguisher

2.OnnoticingafireraisethealarmbysoundingoneoftherotaryalarmsonaFirePointorby
shoutingFire!Fire!
3.Ifitissafetodosothefiremaybetackledusingoneofthefireextinguishersatoneofthesites
firepoints.
4.Neverputyourselfindangerinordertotackleafire.
5.Ifthefirecannotbeeasilyextinguishedcontinuetosoundthealarmandgettheattentionofa
memberofcrewcarryingaradio,orsendsomeonetousetheradiointheBarorSoundDeskto
callforhelp.
6.TheLeadEventDirectorandHostingManagershouldbecalled.
7.TheHostingManagershouldcalltheCrisisControlTeam.
8.Hostsmaybeusedtodispersemembersofthepublicfromtheimmediateareaandrelay
informationtothepublic.
9.TheEventDirectorwillassessthesituationandraisetheBentleyrepresentative(ifpracticable)
whowilltakethedecisionastowhetherthefireservicemustbecalled.Wherepracticable,
Bentleywilltakeresponsibilityforcallingthefireserviceandberesponsiblefordirectingthem
ontosite.IntheirabsencetheLeadEventDirectorwillinformtheemergencyservicesandensure
thattheyaredirectedontosite.
10.Ontheirarrival,theBentleyrepresentativewilldirecttheemergencyservices.Intheirabsence
theLeadEventDirectorwillliaisewiththeemergencyservices.
11.IfthesiteneedstobeevacuatedfollowtheSiteEvacuationPlan
12.TheHostingManagerwilluseonstagePAandtheloudhailertorelayinformationtothe
public.

10.LostPropertyProcedure
ForlostpersonsincludingchildrenseeChildProtectionPolicy

AlllostpropertyshouldbetakentoSecurityforsafekeeping.
ThosewhohavelostpersonalitemsshouldbedirectedtoSecuritywhowillaskindividualstogive
adetaileddescriptionoftheirlostitembeforereturningittothem.