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Responsibilities of Emergency Co-ordinator and Safety Marshals at events.

1 Sep

The Emergency Co-ordinator is the overall co-ordinator of all safety marshals.

They are responsible for:

  1. Obtaining and posting emergency signage and drawing up of a floor plan and route evacuation map for the event.
  2. Overseeing the development, communication, implementation, and maintenance, and implementing of the overall Emergency evacuation plan (EEP).
  3. Ensuring the dissemination of the plan via announcement, of the plan to the spectators, as well as the procedures. Checking up on safety personnel, and notifying all personnel of changes to the plan, or infringements.
  4. Maintaining up to date lists of emergency contact numbers, critical operations personnel, and any other personnel with assigned duties under this plan. Lists must be supplied in Appendix to the plan, of responsible people and contacts.
  5. In the event of a fire or other emergency, relaying applicable information to emergency personnel,  the JOC and Public Safety officials.
  6. Establishing, demarcation and safeguarding of designated evacuation sites, and landing zones for helicopters, and emergency vehicles, for evacuees.

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Overview of an application in terms of the; SAFETY AT SPORTS AND RECREATIONAL EVENTS ACT 2/2010

8 May

Let me soak you into this very slowly

There are three types of events that you get that will be categorised under acts;

They are;

  1. The SAFETY AT SPORTS AND RECREATIONAL EVENTS ACT 2 OF2010
  2. THE GATHERINGS ACT 205 OF 1993
  3. Then All other acts that could govern “stuff” you will have at your event that does not slot under anyone of these two first acts – a general event
  1. Now if you are contemplating  hosting a sport or recreational event then you need to check if your event type need to apply in terms of  which act; or need to apply for the general hosting of an event; if so then you must  follow the following steps in order to host an event;
  2. Let’s start from the top down, with event type one…
    1. What are the definitions that inform us if this event needs to be applied for in terms of act 2 of 2010– and the duties of  the event organiser under this act?

You need to apply under this act if and when you host an event that has the following attributes;

  • ‘‘event’’ means sporting, entertainment, recreational, religious, cultural, exhibitional, organisational or similar activities hosted at a stadium, venue, or along a route or within their respective precincts – implying (as well as the grounds/ adjacent grounds of a stadium, entertainment facility or sport field);
  • ‘‘precinct’’ means an enclosed or clearly defined surrounding area or environs or a specifically designated or sign-posted area immediately adjacent to or in close proximity to a stadium, venue or route which is demarcated in terms of a safety and security plan;
  • ‘‘event organiser’’ means any person who plans, is in charge of, manages, supervises or holds an event or sponsorship rights to an event or in any manner controls or has a material interest in the hosting of an event as contemplated in this Act;
  • ‘‘organise’’ includes to arrange, be in charge of or purport to be in charge of, convene, host, manage, plan, stage, supervise, hold an event or hold sponsorship rights to an event;
  • ‘‘route’’ means the way or course taken in getting from a starting point to destination during an event which takes the form of a race or procession; (Take note; events – of an industrial, protest or political nature will not sort under this act – toi-toi’s –but rather under the Gatherings act, act 205). Enquire at the police station about the procedure for political, industrial marches and gatherings.
  • ‘‘stadium’’ means an enclosed or semi-enclosed structure which consists of seating for spectators and a field of play or a permanent or temporary podium or other area within the structure reserved for the purposes of hosting events, which has a safe seated or standing spectator capacity of at least 2000 persons as certified by a local authority;(anything less than 2000 seats – is not considered to be a stadium).
  • ‘‘venue’’ means any area or place, other than a stadium where an event is hosted, that has a seating or standing spectator capacity of at least 2 000 persons as certified by a local authority, within which other permanent or temporary structures may be erected and which may be demarcated by an enclosed or semi-enclosed permanent or temporary structure;
  1.       In summary, all events bigger than 2000 people must apply if and when;
  2.       The event is hosted at a stadium/s with a capacity of over 2000 – no matter the amount of      people… catered for     
  3.       Where the events contemplated are of a sporting, entertainment, recreational, religious, cultural, exhibitional, organisational or similar activities/ nature, hosted at public place or entertainment venue, or its grounds… then they must apply 
  4. Any event of a public nature, at any other venue, park, or location -when it has a capacity to host more than 2000 – or the crowed expected will reach 2000 and more – either people seated or standing – where the public will be entertained, will need to apply. 

Application of Act 2. (1) In the event of any conflict between this Act and any other legislation, this Act prevails if the conflict specifically relates to a matter dealt with in this Act. (2) This Act— (a) applies subject to any guarantee or undertaking given by the Government of the Republic to an event organiser or a controlling body under authority of the Cabinet or under any national legislation in respect of the hosting of a major international event in the Republic; and (b) does not apply to gatherings as defined in the Regulation of Gatherings Act, 1993 (Act No. 205 of 1993).   The application procedure;   Step 1. All events must first be graded by the provincial commissioner’s office of the police. The specific responsibilities placed on the relevant stakeholders will depend ultimately on the risk categorisation of an event. (Low, Medium or High risk.) This is done by going to the nearest police station, in which area the event will be hosted, and completing an application form. This could take time, and even more time to get an response, so plan well in advance. This is what is required by law; this is a copy of the actual application forms content;

 

SAFETY AT SPORTS AND RECREATIONAL EVENTS ACT 2/2010

 

 

SECTION 6 (3) THE APPLICATION

 

  The National Commissioner SOUTH AFRICAN POLICE SERVICES Provincial Commander Operational Coordination SOUTH AFRICAN POLICE SERVICE Dear Sir APPLICATION FOR EVENT RISK CATEGORIZATION I.T.O SECTION 6 (3) OF THE SAFETY AT SPORTS & RECREATIONAL EVENTS ACT, 2010 (ACT NO. 2 OF 2010) – Please find set out below an application i.t.o. Section 6 (3) of the Safety at Sports & Recreational Events Act (hereinafter referred to as “the Act”) for risk categorization in respect of the following event: SECTION 1  –  EVENT DETAILS 1.1        Name of Event: 1.2        Nature/ Type of Event: 1.3          Event Venue/ Stadium/Route: 1.4          Local Authority certified safe spectator capacity of the Venue/ Stadium: 1.5        Physical Address of Event Venue/ Stadium: 1.6        GPS Co-ordinates of Event Venue/ Stadium: 1.7        Day & Date of Event: 1.8        Scheduled Commencement Time of Event 1.9          Anticipated Duration of Event (spectator access time to closure of venue): 1.10        Popularity/ reputation of the event: 1.11        Expected spectators / participants attendance: 1.12        Any VIP’s/ VVIP’s/Ministers attending/ participating in the event 1.13        Suitability of the Stadium/Venue/ Route: 1.14        Historic record of safety, security and medical incidents at similar events: 1.15        Any relevant crime statistics and crime trends: 1.16        Any threat analysis information regarding the event: 1.17        Any information wrt the sale and consumption of liquor at the event: 1.18        Relevance of the outcome of a competitive event: 1.19        Level of rivalry between competing sports teams or sports persons participating and /or any tension/ rivalry which may exist between the supporters: 1.20        Positions of the teams on the league or rankings of the persons participating1.21        Any international, national, local social, economic, political, or security related factors which may have an impact on the event from a safety and security perspective: 1.22        Availability of police officials, emergency and essential services to assist at the event: Weather or other natural conditions which are anticipated before or on the day of the event: 1.23        The nature of pre-event spectator entertainment and marketing promotions contemplated in Section 4(1): 1.24        Any other factor that the National Commissioner must take into consideration: 1.25        Nearest SAPS Police Station: SECTION 2  –  RESPONSIBLE PERSONS (Section 4(1) of the Act) 2.1          Event Organizer: 2.1.1       Contact Details:

  • Contact Person:
  • E-mail address:
  • Mobile No.:
  • Telephone No:
  • Postal Address:
  • Physical Address:

2.2          Stadium/Venue Owner: 2.2.1       Contact Details:

  • Contact Person:
  • E-mail address:
    • Mobile No.:
    • Telephone No:
    • Postal Address:
    • Physical Address:

  2.3          Controlling Body: 2.3.1       Contact Details:

  • Contact Person:
  • E-mail address:
  • Mobile No:
  • Telephone No:
  • Postal Address:
  • Physical Address :

  SECTION 3  –  CONFIRMATIONS I/We confirm that: 3.1        I/We have/have not previously submitted an annual schedule of events as contemplated in Section 6 (1) of the Act.      (Delete where not applicable); 3.2        I/We have/have not previously received a risk categorization in respect of our submitted annual schedule of events from the National Commissioner of the South African Police Service as contemplated in Section 6 (5) of the Act. (Delete where not applicable); 3.3        There is/is not a valid and current existing stadium or venue safety and grading certificate in place for the stadium/venue, as contemplated in Section 8 of the Act, which will still be valid on the day of the event. (Delete where not applicable); IF NO CERTIFICATES REFERRED TO IN PARAGRAPH. 3.3 ARE IN PLACE;  WRITTEN REASONS MUST BE SET OUT BELOW AS TO WHY SUCH CERTIFICATES ARE NOT IN PLACE: 3.4        I/We have just initiated plans for the event; 3.5        This application satisfies the short notice requirements of Section 6 (3) of the Act: 3.5.1     Furnish written reasons here as to why requirements i.t.o. Section 6(1) of the Act i.e. submission of an annual schedule of events could not be complied with in respect of this event: SECTION 4 – ADDITIONAL FACTORS FOR CONSIDERATION BY THE NATIONAL COMMISSIONER TO DETERMINE THE  RISK CATEGORIZATION OF THE EVENT We respectfully submit that the following factors should also be considered by the National Commissioner in determining the risk categorization in respect of this event: 4.1  I/We have/do not have historical experience in the holding of similar events of a similar size (delete where not applicable); 4.2  I/We have appointed/ensured the appointment of an Event Safety Officer to oversee the safety & security planning requirements of Section 4 (9) & 23  of the Act are in place: Name of Event Safety Officer:     Contact Details :  

  • E-mail address:
  • Contact No:

4.3  There will/will not (Delete where not applicable) be controlled liquor sales to the general public at the venue/ stadium i.t.o. existing protocols with the local SAPS; 4.4  SIRA registered and Private Security Industry Regulation Act compliant security providers who have worked at the stadium/ venue previously will provide access control & general in-stadium/ venue security and safety stewarding services on the day; 4.5  Both provincial & private sector medical emergency services will be deployed at the event for the safety of event participants and the general public; 4.6  There are no material historical medical incident trends at similar events hosted previously at the venue which could have an impact on the safety of spectators at the event; 4.7  We have notified, in writing, the nearest police station of the details of the event. SECTION 5  – EVENT RISK CATEGORIZATION RECOMMENDATION We respectfully submit, with reference to all of the information set-out above, that the event should be categorized as LOW RISK/ MEDIUM RISK/HIGH RISK(Delete where applicable)   I/We await your event risk categorization of this event. An event briefing meeting has been scheduled at the event venue at on ………….. N/A……………………. Kind regards For and on behalf & duly authorized by (Full legal name of Event Organizer) Step 2. The grading of the event will come back, and then the local council must be approached with this document. Normally the Metro Police will initiate the application. Take note; THAT it’s now the responsibility of the vent organiser to ENSURING SAFETY AND SECURITY AT EVENTS…cannot leave it to the POLICE. Responsibility for safety and security at events 4. (1) A controlling body, an event organiser, or a stadium or venue owner, as the case may be, must put in place such measures as may be prescribed to ensure the physical safety and security of persons and their property at an event. (2) A person referred to in subsection (1) must cooperate with and assist the event safety and security planning committee and the VOC commander in the performance of their functions under this Act. – the ‘‘VOC commander’’ means the authorised member of the South African Police Service who is in charge of the VOC or police official designated in terms of section 17 to be in charge of the VOC; Grading and its consequences and legal burdens on the organiser When the grading is done, it will inform the level of organisation required, to be in place for an event to continue.

Events categorised as low risk, then event organiser must ensure, amongst others, that a safety officer is appointed for the event, _ Normally a contracted security company – that will be tasked to compile a written operational plan – safety plan – that is then prepared, and make sure that the measures contained therein are implemented and that the local police station is informed of the event (mostly or at least 14 days prior to the event) and of the event details.

The aforesaid safety plan must detail; amongst others, the safety measures, security measures – amount of guards, their deployments, and grading, crowd management measures, motor vehicle parking arrangements and emergency medical measures, that will be in place at the event – a medical plan is required here, and events must be self sufficient, and not reliant on town council. It must also detail various further measures, including, amongst others, the event risk assessment, the event details (including duration), the stadium, venue or route design, safety capacity and compliance with other relevant safety certification – engineers certificates, and COC – Certificate of Compliance – electrical and in terms of ISO( SANS 10366;2009 – and 90010 and others), spectator profile and expected spectator attendance, availability or ablution facilities, control of liquor – liquor act, tobacco act, proactive and reactive fire measures, emergency medical measures, access and egress control, and emergency evacuation procedures.

Events that are categorised as medium or high risk, then the lead times change, and the process, here the whole process is lead by a – SAPS – Police member, who gets appointed as an authorised member, he/she must convene a VOC – Venue Operations Committee – whose task it is to establish the event’s safety and security planning committee for such an event.

This committee will consist of various stakeholders, including, amongst others, the authorised member, the stadium or venue owner, the event organiser, an emergency service provider, a health and medical service provider and a security service provider, Metro Police, Emergency and Disaster management Rep, Fire Codes, and EMS, and whoever gets co-opted.

I want to host a March, Picket or Gather

 

Definitions in the Gatherings Act, act 205 of 1993

 

“Gathering” means any assembly, concourse or procession of more than 15 persons in or on any public road as defined in the Road Traffic Act, 1989 (Act No.29 of 1989), or any other public place or premises wholly or partly open to the air

It is considered a gathering, picket or march when;

  1. It has to be 15 or more people – in one place with a common cause
  2. It has to be a public road; as defined in NRTA (National Road Traffic Act) – so it will include; any road, street or thoroughfare or any other place (whether a thoroughfare or not) which is commonly used by the public or any section thereof or to which the public or any section thereof has a right of access,

And includes;

(a) the verge of any such road, street or thoroughfare;

(b) any bridge, ferry or drift traversed by any such road, street or thoroughfare; and

(c) any other work or object forming part of or connected with or belonging to

such road, street or thoroughfare

  1. Any public place;
    1. Or premises; refers to; grounds, parks, buildings, parking areas etc.
    2. b.    Open to air or partly open to air;

Then it’s a gathering if either one or both of these stipulations are satisfied;

(a) At which the principles, policy, actions or failure to act of any government, political party or political organization, whether or not that party or organization is registered in terms of any applicable law, are discussed, attacked, criticized, promoted or propagated; or

  1. The gathering is aimed at, government, or a political party; who fails to act, apply principles or policy…

(b) Held to form pressure groups, to hand over petitions to any person, or to mobilize or demonstrate support for or opposition to the views, principles, policy, actions or omissions of any person or body of persons or institution. Including any government, administration or governmental institution,

  1. The reason behind this gathering is to form pressure groups, hand over petitions, to mobilise or to demonstrate
  2. It now extends also to; persons or body of persons, or institutions including point 4 (government or a political party), trade unions, activists, etc…whoever want to exercise their rights to Assembly, demonstration, picket and petition.

What is an “illegal gathering”; the act refers to it as a prohibited gathering?

5. (1) When credible information on oath is brought to the attention of a responsible officer that there is a threat that a proposed gathering will result in serious disruption of vehicular or pedestrian traffic, injury to participants in the gathering or other persons, or extensive damage to property, and that the Police and the traffic officers in question will not be able to contain this threat, he shall forthwith meet or, if time does not allow it, consult with the convener and the authorized member, if possible, and any other person with whom, he believes, he should meet or consult, including the representatives of any peace committee or police community consultative forum in order to consider the prohibition of the gathering.

(2) If, after the meeting or consultation referred to in subsection

(1), the responsible officer is on reasonable grounds convinced that no amendment contemplated in section 4(2) and no condition contemplated in section 4(4)(b) would prevent the occurrence of any of the circumstances contemplated in subsection (1), he may prohibit the proposed gathering.

(3) If the responsible officer decides to prohibit the gathering, he shall in a manner contemplated in section 4(5) (a), notify the convener, authorized member and every other person with whom he has so met or consulted, of the decision and the reasons therefore.

When is it not/ no longer a gathering?

  1. When it’s not on a public road or space as described in the definition of the act – on private premises
  2. When there is no common cause to exercise their rights to assemble, demonstrate, picket and petition; like children playing on a playground, people doing sport, a walk club…walking in the road.
  3. When it’s not conducted in an orderly harmonious and peaceful fashion, or becomes disruptive, or when people are armed, (traditional weapons, wear disguises, carrying rocks, carrying firearms) threaten with violence, become violent, disrupt traffic or services or enter any building, destruct property, intimidate people, commit any offence… etc. then it is normally public violence, (a riot.)  (Section 17 of the SA Constitution; Assembly, demonstration, picket and petition. Everyone has the right, peacefully and unarmed, to assemble, to demonstrate, to picket and to present petitions.)

GENERAL EVENTS

  1. All (any) organisers of general events; of events, that also includes sports and recreation must perform the basics of any event, then test their events to see if it falls under this act, the basic criteria you can find here;  the criteria that informs them.

 

Now – Read the book or Ebook; Read more in my new book Strategic Management, The Radical Revolutionary Strategic Management Matrix for Predators by Reinier Geel, now available at all these stores…

More related links;

Certification of Events – for the purpose of emergency and disaster mitigation management.

17 Mar

With Legislative venue compliance becoming focal, especially within the event management industry. When looking at stadiums or large venues and events, then one can see how complex the infrastructure is, or how having no infrastructure also can compound issues, with any large area that can,  or could be  utilized for public events, somehow, whether they are formal or informal areas – they all still need to comply with certain aspects of legislation.

 The owner that is in the business of renting out or leasing his whole or partial facility, should always be up to date with current legislation. Certification is a worldwide requirement when it comes to compliance with legislation covering aspects ranging from electricity, health, and building regulations for instance to fire codes, need to be checked beforehand. As they all have limitations, conditions, and expiray dates. All of wich becomes relevant at the point where we have a full stadium. Do we then comply legally?  

 

Certification can and should cover the following criteria, and this should become a standard checklist for event promotors, to check, when enquiring about the venue, its capacity and cost.

Most venues the world over will have to comply to some if not all the following requirements and any other criteria which may be prescribed from time to time:

Continue reading

Standard Operating Procedure (SOP) for Access Control

12 Dec

A – Standard Operating Procedure – (SOP)  – for Access Control

PURPOSE and definition of any access control SOP:

  • Purpose; SOP’s were designed to create uniformity of effort, and cohesion, thus resulting in the continuity of standards. These standards would also refer to unit standards, TACTICS: best practices, immediate action drills, intelligence gathering, surveillance and counter surveillance, interrogation, authentication, and legislative compliance among other things.
  • Aim; to couple objectives with standards; It becomes a standard for “tactical” implementation. (Tactical – implying; the use of military/ Police science that deals with securing objectives set by strategy).  Especially the technique of deploying and directing “troops” – guards -, and the use of terrain, and communication, as well as technology to effectively counter any threat with.
  • Strategy implementation;  Thus we design a strategy first, and then we use techniques – tactics/ SOP’s – to deploy guards/ resources for the greatest impact and effect, in executing our access control strategy.
  • Definition; To establish an integrated standard criteria and control system for all functions/aspects of access and egress control within the scope of standards.
  • Standards in this context refers to; something considered by an authority or by general consent as a basis of comparison; or an approved model. Put at its simplest, a standard is an agreed, repeatable way of doing something.

  Continue reading

The Purpose and Process of Security Access Control

5 Dec

We can speak of access control where we find a criterion for Authentication, Authorization, and Control.

The purpose of security guards and security devices at points of access. Is to create a perception of sanctuary and a presence of safety, and to enforce the access criteria.

Definition; Access control in general refers to a condition, or conditions (more than one) that must exist that specifically determines a criteria, or a set of criteria’s that has to be met, before access / entrance will be granted, thus restricting free access, by enlisting a criteria. This criteria could be simple or very complicated, physical, electronic or biometric (the recording of things such as people’s fingerprints or the appearance of their eye in order to identify them on an electronic system).By implication, anything from a key, to a credit card pin, to a finger print.

Access also implies egress, and rights

The point is exerting control over who can and who cannot access something has legal implications. Access infuses a right or a privilege that is constitutional, to a right, giving such a person user rights and denying others. Whoever has the key, code, pin, password ect., has rights of access, for or to whatever mechanism, or for whatever reason they might need it. This is called safety, which is also a right, and so too security. So we access some and egress from other rights, when we talk security, and the limitations to rights, and freedoms.

A way of thinking

Access control is a general way of talking about security, as a way of controlling people’s freedom of movement or access to any specific item, place, building, vehicle, resource or whatever. Access can be granted or denied based on a wide variety of criteria, such as predetermined.  This brings about a perception of security. By bringing about forms of control, control creates measures; processes, for dealing with entry/ access and egress, that is now referred to as a criteria for security. Continue reading

Security as part of Emergency and Disaster Management – Planning an Event

28 Jun

This is just an introduction to some of the in-depth aspects that need work when dealing with events. Many veterans in the event management industry have now realized and will agree, that with events we need plans tailor-made, templates just don’t cut it.

Next, how we focus, will determine where we will focus. Focus is the main issue here, and it should be on good and proper planning. Planning alone is one step in the right direction if done right, the next is the handling (management and co-ordination) of events, our plans should not become the catalyst for disaster itself, and neither should our ultra-ego influence our management styles and practices.

The fact of the matter is. You get plans, and then you get plans; I have seen some “plans” and PLANS in my life time, most was just a pure thumb suck exercise, not even worth looking at, a complete waste of paper and time. Some have only submitted a one pager for an event that will be hosting/ catering for as many as 30 000 people.

Furthermore; this just shows how people are chosen willy-nilly to perform tasks that they have no business performing. We need the right people for this job. Very few business men can themselves plan, let alone plan strategic, and have the skills, knowhow and ability to deliver workable and solid safety and security plans. This role is best suited for Military, Police, Disaster Management and Security personnel. Apart from the obvious event planning, and all the detail, the bells and whistles, the scope and focus should include a platform from which to operate. Then this highlights the importance of security at events, especially in today’s day and age where; terrorism, vandalism, crime, and criminals are fast on the increase. Then it goes without saying, we also require a much greater emphasis on proper safety and security, right from the word go, any planning should be done in tandem with a security oversight, it’s of paramount importance. Continue reading

Emergency and Disaster Management Essential Elements of Information?

26 May

What are; Essential Elements of Information?

When we are planning, especially designing the operational plan, then we require something called “actual” or more referred to as “essential” information. This is information that is detailed, verified and very specific in nature.

Mostly it starts with the compilation of all the role-players and their representatives contact detail, from the attendance register, of the first role-players meeting. Where we try and get all the key role-players, and that of specialised service providers and their people, or agencies, and local government and governmental departments contact details from.  This is the start of what will become essential information “on hand”, then we also get essential information “off-hand” this is where it gets tricky.

This is where we filter what we want, and need against what we have and still need to be effective. By looking at the events specifics; the geography, the layout, the entry and exit points, the distribution, and then we will get a better idea of the terrain layout.

This becomes critical at the point of actual deployment, then you don’t want to find out you can’t get into a gate because it’s parked in, although it was marked for emergency vehicles only, or there are cars and trucks parked by catering staff, because no one was using the entrance. Human nature needs to be incorporated, we need to monitor, enforce, and check, and even double check our perceived routes of entry. Especial if they are dedicated for emergencies only. This is where information becomes critical, we cannot plan for every eventually, this we know. However we can plan for most, if we ask the right questions.

Then we move over to the reaction to certain emergencies and their responses. Continue reading

Combining Management Principles with Disaster Management Aspects

9 May

Stop wasting time by creating mountains of elaborate planning, do it right, or just don’t do it at all.

Far too many disaster management plans are drawn up daily just for the sake of having one, because it is somehow “required”. Even more are drawn up costing thousands and are never implemented. The reason for this is they could not interface, or connect with structures and systems existing. 

What is a Disaster Management Plan?

First off, what is a disaster? Here is a short definition; A disaster is classified as being either natural or man-made. That has impact on a developed population’s infrastructure, housing, farms, or livelihood that destroys most of it, and caused extensive loss of human life, or drastically changes the landscape, environment, or economy of a region…

Now we can ask, what is a disaster management plan then? In simple terms; a disaster management plan encompasses more than just disaster readiness and planning aspects, it is very specific. Both in terms of being;
·         Industry specific,
·         Event specific,
·         Country specific and even
·         Language specific
·         Format specific…
It has characteristics of the environment it dictates to.  It connects via an identified or perceived threat or risk that it will, could or should address, if it transpires, alternatively, its preventative and mitigating.

Whenever contemplating preparing for “disasters”; in any form, be it small or large, then the way to deal with planning is to look at the composition of emergency and disaster management entities, and services existing in your area, and having a look at their planning first. Then only decide whether your contemplated plan will fit, or even add value. Any plan needs to fit in with both any local government, provincial, and even national governments plans, as well as their organs/ departments of state, in order to add value, or to even matter, and moreover make sense – it needs to close a gap, not open one. Other NGO’s  and industry stakeholders, and watch dogs are also custodians, like the Civil Aviation Authority etc… Continue reading

A Standard Operating Procedure for Strategic, Security, Emergency, Disaster & Event Management Planning.

23 Apr

A Standard Operating Procedure for Strategic, Security, Emergency, Disaster & Event Management Planning..

A Standard Operating Procedure for Strategic, Security, Emergency, Disaster & Event Management Planning.

22 Apr

STANDARD OPERATING PROCEDURE FOR STRATEGIC

Emergency & Disaster, Event Management Planning.

CONFIDENTIAL

No portion of this document may be used, sold or otherwise reproduced or disseminated for any other purpose as what it was initially intended for, no person has any rights to this document, and it is not considered a public document, no one else will be considered a rightful user. All rights to this document in terms of the Protection of Information Act, 1982 83

________________________________________________

 

This article is aimed at those who want to arrange a huge event, and need some more than just the basic info on how to and what to do… This article will serve as a practical guide, for those who will concern themselves more with the security, emergency and disaster management aspects of any event.

I have found that by only following a textbook formula one can’t ensure continued safety, and readiness, at any type of event and for a simple reason: in any dynamic situation, performance is fundamentally relative, and becomes absolute at the point where we have no competition. Then, we dance to our own tune, and at our own pace. What am I getting at? With events you have one of every discipline, and each stick to its own. No two entities compete directly, and therefore they don’t have to perform at their peak. In fact, lasting performance of exceptional quality is largely a mental picture, a perception; a statistical anomaly. The simple fact is that no formula can guarantee continued sustainable performance, at least not in a competitive business environment where everything has a life cycle.

So, when you hire a security company, by referral, and they come highly recommended, don’t rest on your laurels either, and just assume they will perform same or better that what was expected. Things change fast; key people resign, owners sell companies, or they just get cheaper labour, or less qualified, especially when their popularity grow, and they become over stretched by the demand. This applies to all your potential service providers, especially in the events industry, those that you will be dealing with during any event need some credit. Credentials are a must then, and referrals say something more, specifically the latest, they say in this industry you are only as good as your very last performance…and it stays true.

The belief that strategic choices only made in the boardroom will directly affect the quality of a business concept, especially at grassroots level, and then the world if it is properly implemented. Where its success equates directly to the results of great planning, especially project or either strategic, is totally flawed.  Any plan is only as good as the first few minutes it was written in, and then immediately implemented.

As more and more time lapse,  between the conception and implementation time frames, then naturally, the more time you put between planning and execution, the more the variables change, and keep changing. Thus, planning never the less remains an indispensible part of  any great endeavor, and an ongoing effort, either way it remains indispensable. The results of planning will only be reflecting the degree of precision and good decision making, and then only how effective it was executed under conditions of ambiguity that tends to change the shape of things in the heat of battle, at the instance where we go over to action, and execution, it is only then that we really see the true factors that impact on our plan, those things just outside our control, only when we hit the ground running, do we feel what we are running on, the grass, or stones for the first time. Change and influences ( both internal as well as external) will always, certainly, be the factors we cannot gauge with perfect certainty, if one thing changes, then everything normally follows on, and then it tends to change the overall plans perspective.

Strategic event management; is described as organised chaos in motion; choice is inevitably an exercise in decision making under conditions of uncertainty, of which the objective is not to find workable solutions only, and to guaranteed success, but rather to improve the odds of making it all the way without serious incidents, accidents, emergencies, and disasters,  through a thoughtful consideration of factors and influences that could mitigate them, or render then nun and void. Strategic event management and planning,  should never just be focused on gain, and rewards, the big compensation. Where event management companies focus only on reward, and rewarding executives for being lucky, and getting an event done, and pulling it off, without having had a fraction of what the law, requires, and otherwise stipulated, then as we all know somehow luck tends to run out at the most crucial point. The people die… Then only do we see the true value and necessity for security, emergency and disaster management and mitigation strategies.  We need something different added to our strategic focus, especially where people in large numbers are concerned.  Then we need a structure, some STANDARD OPPERATING PROCEDURES, for all to see, and follow during EVENTS.

Many countries have legislation in place, however more still doesn’t, that cover events from cradle to grave. Still, even with legislative compliance in place, you can never be sure that every event will comply 100%, and the first place they cut corners is on safety, security, and disaster mitigation. It is still just a bare minimum standard of security.  The very uniqueness and nature of events makes it very unpredictable, even at the best of times. The problem with this is, we deal with people, and aspects like liquor use, drugs, guns, crime, political issues, could be the catalyst for something better and bigger to follow. The other aspects are unseen; adverse weather, exposed electricity, structural failures, fire, arson, gas explosions, lightning, flood water, sinkholes, etc…

Therefore, we need to opt for self organisation and true professionalism…when planning and designing major events…

Firstly we need to familiarise ourselves with the industry and their acronyms. Continue reading

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