The Controlled Events Guide to Safe and Successful Events Management and Communications. Seamless Teamwork Outstanding Results

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Abigail Sherman
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1 The Controlled Events Guide to Safe and Successful Events Management and Communications Seamless Teamwork Outstanding Results

Introducing Controlled Events Common Event Management Issues and Challenges Events form a huge part of the modern British cultural, sporting, entertainment and educational scene.

and Oulton Park, Cheshire) during the summer of 2015 demonstrated.

Risk assessment and comprehensive event management, communications and monitoring, as well as liaison with emergency services, are key elements of good event planning and management, regardless of

The Health and Safety Executive has been taking an increased interest in event organisation and safety matters, including the organiser s audit trail during event operations as well as the build-up

2 Introducing Controlled Events Common Event Management Issues and Challenges Events form a huge part of the modern British cultural, sporting, entertainment and educational scene. Millions of people attend events across the country each year, and while most go ahead safely and without incident, sometimes, tragically, they don t, as the two air crashes (in Shoreham, West Sussex and Oulton Park, Cheshire) during the summer of 2015 demonstrated. Event organisers have an obligation to ensure that they undertake robust and detailed contingency planning prior to running any event. Risk assessment and comprehensive event management, communications and monitoring, as well as liaison with emergency services, are key elements of good event planning and management, regardless of the type, size and complexity of the event. The Health and Safety Executive has been taking an increased interest in event organisation and safety matters, including the organiser s audit trail during event operations as well as the build-up and de-rig following an event. Robust and resilient communications and coordination arrangements are a key requirement for ensuring public safety at events of all kinds. They are needed to deal with the day-to-day requirements of all events, including event logging and coordination of security and safety staff in response to smaller incidents. Event organisers also need to ensure that if something major does go wrong, their management team and emergency services can cooperate seamlessly to ensure that emergency response is as quick and effective as possible, and that the public and media are kept up to date as fast and accurately as possible through social and other media. Holi Festival, London, 2015 With Event Control Room, log, briefing tools, radio hire and communications provided by the Controlled Events team. Front Cover and above: America s Cup World Series, Portsmouth, 2015 With multi-agency Event Control Room and Event Liaison Team coordinated by the Controlled Events team log, notifications to stakeholders at command and control locations (on and off-site) as well as managers and volunteers across the Festival site, Race Village and Race Operations areas. Front Cover image: Rob Munro, Stewart Communications With experience developed over 10 years at events, incidents and exercises, Controlled Events has been growing rapidly as a supplier to major events, having supported high profile events such as the recent America s Cup World Series sailing in Portsmouth (2015), the prestigious Polo in the Park events (since 2014) and all major festival, open-air, mass participation, fixed venue and stadia events at the Queen Elizabeth Olympic Park since the London 2012 Olympic and Paralympic Games, including the high profile Invictus Games (2014). Controlled Events brings together a unique blend of services, equipment and expertise to ensure that event organisers benefit from having the best in command, control and communication facilities. Our highly trained staff members have many years of professional experience supporting event production, security and safety during events and incidents, with the ability to deliver both justin-time support or more enduring planning, readiness and delivery solutions. The Controlled Events solution is managed by RW Consulting Solutions Ltd, who have brought together the best of logging and event Safety Advisory Group (SAG) documentation, satellite and communications capability (via Primetech UK) and drone systems for pre-event checks and surveys through to event footage (via Droneflight). Our team looks forward to discussing your specific event management support requirements sometime soon. Rob Walley, Founder, Controlled Events info@controlledevents.com (0) controlledevent Fireworks events pose particular safety risks. Controlled Events supports the safe management of such events on a regular basis, with Event Control Room, radio communications and integration with emergency services providers.

All events supported by the Controlled Events team are planned and managed by specialists with extensive experience in supporting event management, safety and security.

with notifications to key stakeholders such as the partnerships with local authorities and emergency services as Event Liaison Team (ELT) members during events.

Our measures mitigate some of the challenges which organisers face when planning for and delivering events, including meeting the following challenges: communications failing at critical moments due

3 High profile international and UK events and venues supported by Controlled Events Communications, Technology Capabilities, Professional Expertise Controlled Events has provided event and routine security logging, risk management and notification support to the Queen Elizabeth Olympic Park in London and all its high profile events since All events supported by the Controlled Events team are planned and managed by specialists with extensive experience in supporting event management, safety and security. A number of Events own Safety Advisory Group (SAG)s have benefitted from our approach for delivering effective radio and data communications, and maintaining a thorough log of key issues and actions, with notifications to key stakeholders such as the partnerships with local authorities and emergency services as Event Liaison Team (ELT) members during events. Common issues Effective communications and support to event decisionmakers are crucial to the licensing of an event. Our measures mitigate some of the challenges which organisers face when planning for and delivering events, including meeting the following challenges: communications failing at critical moments due to poor testing and conflicting frequencies and systems, with potential for reputational damage and threats to safety; information not reaching key decision-makers and overall situational awareness being difficult or slow; organisers having great kit with lots of functionality which is not used optimally on the event day; (continued over) The America s Cup World Series races were staged at Portsmouth harbour in 2015, with large crowds watching on-shore. Controlled Events provided a full range of communications and event support services to ensure that this high profile international event went ahead smoothly and safely. Image: Rob Munro, Stewart Communications

challenges in managing a complex network of decisionmakers, sponsors, contractors, stakeholders and partners, on- and off-site, with varying levels of requirement and access to communications;

effectively where and when they need to. Cutting edge communications Communications difficulties are a regular issue at events, as lessons from numerous previous event and incident debriefs confirm.

Controlled Events provides communications and management expertise for establishing and maintaining a Common Operating Picture (COP) for event decisionmakers.

tools and support. our partnerships with communications specialist Primetech and drone supplier Droneflight.

Overflight survey, information gathering and sponsorship footage is provided by our partner Droneflight.

Controlled Events provides comprehensive communications support for its clients across events.

4 challenges in managing a complex network of decisionmakers, sponsors, contractors, stakeholders and partners, on- and off-site, with varying levels of requirement and access to communications; delivering comprehensive, cutting edge communications support that is prioritised to those with a critical need (safety and security roles) but which also enables sponsors and VIPs to communicate effectively where and when they need to. Cutting edge communications Communications difficulties are a regular issue at events, as lessons from numerous previous event and incident debriefs confirm. Deploying reliable, affordable and interoperable communications on event sites is the key lesson learned from these post-event analyses. Controlled Events provides communications and management expertise for establishing and maintaining a Common Operating Picture (COP) for event decisionmakers. We deliver a unique blend of service and expertise in four strands: equipment hire and logging; planning (documention); highly trained event control personnel; and operational readiness training and assessment (eg exercises). Key elements in our success Two key elements in Controlled Events success have been: establishing our reputation with a number of events, seamlessly supporting event professionals with effective tools and support. our partnerships with communications specialist Primetech and drone supplier Droneflight. Primetech supplies and supports our portable Ka-band mobile satellite broadband, CCTV and radio systems. Overflight survey, information gathering and sponsorship footage is provided by our partner Droneflight. Experienced CAA-qualified pilots ensure that the technology is used safely and effectively within existing guidance and legislation. Controlled Events provides comprehensive communications support for its clients across events. SMS and notifications are used for Event Liaison Team briefings, incident alerts and sponsors and run-sheet updates. Event Control is delivered by an auditable web-based logging system; audio visual and communications facilities are supported by trained staff and a mobile Forward Control vehicle. Resilient mobile satellite broadband data and Wifi networks support Event Control, sponsors and clients. Controlled Events uses high capacity vehicle mounted, Ka-band mobile satellite broadband from Primetech to deliver powerful command team communications. If required this network can be made available to emergency services on-site and back to headquarters. Live-streamed drone imagery provides an invaluable new addition to incident safety management, giving safety staff an improved overview of incidents. Ka-band satellite system delivering high capacity mobile satellite broadband. Challenges and solutions We know that data demands and expectations for events are growing - from event management and production through to security, sponsors and partners: sponsor/partner requirements are becoming more complex; there is growing commercial competition from other events for customers and sponsors, who need to maximise their return on investment; escalating expectations on organisers ability to respond to and recover from emergencies during events. Many event communication providers provide kit rather than capability and are not on site establishing a capable, coordinated and proactive Event Control capability which can ensure the effective management of operations and incidents. With experienced Event Control Coordinators and Loggists, and engineering support from Primetech UK and Droneflight, we ensure that all communications systems are used correctly to ensure maximum benefit to organisers, sponsors, emergency services and the general public. We ensure that we understand what all parties need, and that these needs are prioritised according to our clients communications requirements. Comprehensive support In practical terms, comprehensive communications support involves: delivery of a Common Operational Picture across radio, data and media of all activities, issues and incidents, leading to faster resolution of issues and an improved customer experience, with greater confidence and engagement from partners; asset protection and operational readiness capability to ensure plan A operations and plan B contingencies are effective; capability for the event management team to view an overflight of the venue ahead of gates opening, and for assets to be surveyed and mapped; resilient information management with layered systems for information sharing (radio, satellite, Mesh Wifi, robust hardware), and skilled staff to assure management of the safety and security of an event; a comprehensive audit trail which meets the requirements for Construction Design and Management (CDM) Regulations and Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR), Event SAG debriefing and future event planning, as well as any additional internal and external investigation requirements. Client satisfaction Controlled Events delivers this comprehensive capability to a wide range of leading event organisers throughout the UK and Europe on a regular basis, and we retain the majority of our clients by delivering a high quality service, exceeding expectations and providing solutions which become part of the fabric of successful events. The Controlled Events team provides a full service approach to event command communications, with cutting edge technologies, such as mobile satellite broadband and Wifi, event control and logging, integrated with radio and interoperable communications, plus live-streamed drone imagery. These systems provide a comprehensive overview of all aspects of an event venue, linking event teams seamlessly among themselves and with local emergency services.

What our clients say We have worked with the Controlled Events team on Chestertons Polo in the Park and other events since 2014 and their services and equipment now form an essential part of all our

As well as the exceptional hardware, such as radio, satellite Wifi back-up and event control equipment, Rob Walley has an extensive knowledge of event safety and emergency planning that has helped us

5 What our clients say We have worked with the Controlled Events team on Chestertons Polo in the Park and other events since 2014 and their services and equipment now form an essential part of all our events. As well as the exceptional hardware, such as radio, satellite Wifi back-up and event control equipment, Rob Walley has an extensive knowledge of event safety and emergency planning that has helped us augment our SAG documentation. Rob and his staff are an essential addition to our Event Control Team, helping us to manage safely our multi-channel radio net and deliver successful events globally. Richard Kirtley, Operations Director (Polo in the Park) Polo in the Park. Controlled Events delivers on-going event management and communications support. Rob and his team provided event liaison and forward sector control support on Ride London 2015, following two years of support on numerous corporate, greenfield and mass participation events. With a Land Rover equipped with resilient communications satellite kit, and staff on the ground and at the multi-agency control centre, Controlled Events provided support to our sector command and control with their web-based log for all operations, issues and incidents throughout the event. This support enabled my team to focus on command decisions, resources and actions throughout the event. Information was immediately available to our event liaison representative in real time, and we had an immediate and auditable record of security, medical and other incidents straight after the event. Phil Harris, Safety Officer and Director, Expedient Security To discuss your specific event support requirements, please feel free to get in touch: Rob Walley, Founder, Controlled Events info@controlledevents.com +44(0) controlledevent For further information please see our website

Technology Operations NI, BBC Northern Ireland Technology Operations Support Manager

Job Title: Grade: Department: Reports to: Location Facilities Engineer (SNG Operator) 7H Technology Operations NI, BBC Northern Ireland Technology Operations Support Manager Organisational Context The