2016 British Cycling National Circuit Race Championships

Birmingham

Event Management Plan

Thursday 28th July 2016

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Contents

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Section 1 - Introduction

This Event Management Plan has been compiled acknowledging the guidance contained in the ‘Event Safety Guide’ issued by the HSE and the Guide to Safety at Sports Grounds which have been adapted to suit this particular event.

The manual and safety statement, which is based on the principles of health and safety management and risk assessment, addresses the 2016 British Cycling National Circuit Race Championships to be held in Birmingham city centre on Thursday 28th July. It recognises that, in all considerations, the safety of the general public is of paramount importance.

The production of this document does not infer any increase to the perceived risk for the event but rather as an additional element of management should such an incident occur.

Please note that throughout this document the inference to the masculine gender shall impute that of the feminine and vice versa.

This document has been developed utilising the extensive knowledge and experience held by British Cycling and their contractors and the application of the relevant information from the following publications.

The Event Safety Guide (The Purple Guide) HSG 195 Guide to Safety at Sports Grounds (The Green Guide) 2008 The Regulatory Reform (Fire Safety) Regulations 2005. HM Government Fire Safety Risk Assessment for Open Air Events and Venues IEE Regulations 17th Edition (BS7671: 2008) Temporary Electrical Systems for Entertainment (BS 7909: 2008) Temporary Demountable Structures Third Edition (IStructE 2007) Safe Use and Operations of Marquees and Temporary Structures (MUTA 2009) 5 Steps to Risk Assessment (INDG 163 (rev 2) 06/06)

It is however, recognised that these documents are not wholly applicable to this type of event and as such, a practical, pragmatic and realistic approach will be applied in respect of the health and safety arrangements.

Document Aim

The aim of this document is to inform of all matters relating to the management of the event and to ensure, so far as is reasonably practicable, the safety of the visitors in their enjoyment of the event and to promote a unified, co-ordinated response to any emergency arising from that event.

Objectives

To achieve this aim the objectives of the document are: To identify roles, duties and responsibilities for key personnel and each organisation. To identify clear lines of communication and control. To provide a working knowledge of the event. To identify safety measures and the implementation of them.

Working safely is an essential element of the performance of those engaged to deliver the Event. All those engaged to deliver the Event have a responsibility to work safely, report any incidents or injuries

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immediately, and participate in any accident/incident investigations. Individuals are held accountable for conducting themselves in such a way that their actions or inactions shall not cause injury to themselves, their co-workers or the general public.

Health & Safety Policy Statement

British Cycling recognises its responsibilities in relation to the health, safety and welfare at work of all employees, whether on our premises or carrying out British Cycling’s business elsewhere.

The organisers hereby undertake to:

Appoint a competent person to assist with health and safety

Give equal financial consideration to the provision of resources for health and safety

Seek the co-operation of all persons engaged with the delivery of the event and visitors with a view to implementing the requirements of the Health and Safety at Work etc Act 1974 and any other relevant health and safety legislation.

Raise public awareness of health and safety by publishing the following statement:

The organiser of the event has taken reasonable precautions to ensure the health and safety of everyone present. For these measures to be effective, everyone must themselves take all reasonable precautions to prevent accidents and must comply with the information provided and instructions given by the organiser, officials and stewards.

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Section 2 - Background / Outline of Event

A criterium, or crit, is a bike race consisting of several laps around a closed circuit, the length of each circuit ranging from about 1 km to 2 km.

Race length can be determined by a number of laps or total time, in which case the number of remaining laps is calculated as the race progresses. Generally the event's duration (commonly one hour) is shorter than that of a traditional road race.

The National Circuit Race Championships is the highlight of the national elite circuit Road racing calendar in the UK. The championships is fiercely contested by the country’s top professional riders and teams and are open to elite British riders.

Many of the riders participating in the event are familiar faces to British Cycling fans and previous winners of the championships include 2011 Road World Champion Mark Cavendish and Olympic Games medallists Ed Clancy, Lizzie Armitstead, Joanna Rowsell and Dani King as well as former double Junior Road World Champion Lucy Garner.

The event will be broadcast live on Eurosport with the men’s race immediately following the women’s, a full event schedule can be found in Appendix A.

The event will be managed by British Cycling Events Ltd.

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Section 3 – Event Organisers / Management Arrangement

Event Organiser

The event organiser is defined as the individual or organisation who promotes and manages the event.

In this case the event organiser is British Cycling Events Ltd. They are responsible for ensuring, as far as is reasonably possible, that all activities which take place at this event are conducted in such a way as to assure, so far as is reasonably practicable, the safety of all those involved with or attending the event.

Staffing and Management

The event will be delivered under the management of the following personnel:

Event Director Phil Heselwood (dept. Stuart Tomlinson)

Event Manager Stuart Tomlinson (dept. Beckie Kershaw)

Marketing/Media Manager James Young (dept. Anna Flanders)

Competition Management Carole Leigh/Carl Lawrenson

Event Safety Officer TBC

Operations Managers Nicola Pye / Beckie Kershaw

Local Authority Liaison John Carrigan/Edward Wicks

The Event Site Management Team will be supported by a team of staff and volunteers – A full staffing structure is shown in Appendix B.

Key event personnel and key responsibilities:

Event Director

The Event Director has overall responsibility for the event and its capacity to meet the aims of the stakeholders.

Event Manager

The Event Manager is responsible for the delivery of the event to meet stakeholder objectives. They oversee the event delivery structure.

Health and Safety Officer

The health and safety officer is responsible for ensuring that delivery of event operations taking place do not expose people on site to undue risk by following planned delivery practices and procedures. The H&S Officer will work with the city H&S representative to fulfil their role.

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Competition Manager

The Competition Manager is responsible for ensuring the sport operates smoothly in line with British Cycling regulations.

Marketing/Media Manager

The Marketing/Media Manager has overall responsibility for promoting the event as well as being main point of contact for local and national media.

Operations Managers

The Operations Managers are responsible for leading delivery of various functional elements of the event.

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Section 4 – Documentation, Communication & Briefings

All staff will be briefed by a member of the Management Team responsible for the management of that area. A series of briefings are scheduled in the production schedule but a synopsis, frequency and the person taking the briefing can be seen below:

Event Management Team Meeting (Time TBC, Event Manager) Event Control All Agencies Update (Time TBC, Event Manager) Officials Briefing (Time TBC, Competition Manager) Team Mangers (Time TBC, Competition Manager) Volunteer Briefings (Time TBC, Operations Manager(s) Steward and Security Overview (Time TBC, Operations Manager(s)

Initial briefings will include an overview of role and responsibilities with relevant emergency procedures and protocols.

No member of staff is allowed to carry out their duties without being briefed. Staff have a responsibility to raise if they feel there are areas of work which they have not been provided with sufficient information to perform.

All staff will receive an event brief with essential information specific to their role along with a map of the venue, the emergency procedure, and contact details for their manager / supervisor on the day.

Event Manual

An Event Manual is produced and distributed to Teams, Staff and Volunteers. It gives the basic outline of the event and other areas of information for each user group. The Event Manual is available in Appendix C.

Media Manual

A Media Manual is produced and distributed electronically to registered media before the event and those in attendance at the event. It gives an outline of the event, facilities available to the media and competition information. The Media Manual is available in Appendix D.

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Section 5 – Emergency Situations

There are two type of ‘emergency’ that may affect the event:

1) Involving people on site requiring evacuation (Immediate) 2) Involving reputation of personnel / organisation (Time delayed)

Flow of communications in emergency

To ensure a structured and coordinated response to an incident, the City representative or Event Manager will instigate the formation an Incident Management Team (IMT). The IMT will be responsible for evaluating the extent of the incident, controlling the response of staff and will co-ordinate the flow of information out from the Event Organisation.

By example the Incident Management Team Can be called together in the instance of the following occurrences.

- Potential Sporting Incident e.g. Missed Anti-Doping Test

- Death or major injury

- Potential non-emergency evacuation

- Potential significant complaint against the Local Organising Committee

- Following an evacuation

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Volunteers / Contractors / Riders

City Authorities Event Staff / Race Personnel

Event ManagerCity Representative

Instigation of IMT

IMT response

Evacuation response (Venue Evacuate Procedures)

Reputation incident identified (Phone instigation only)

General Public

Event Control

The Incident Management Team will comprise of the following staff members:-

Birmingham City Council TBCEvent Director Phil Heselwood (dept. Stuart Tomlinson)Event Manager Stuart Tomlinson (dept. Phil Heselwood)Marketing Manager James Young (dept. Anna Flanders)Competition Manager Carole Leigh or Carl LawrensonSecurity Manager TBCEvent Safety Officer TBC

In the event of a non-evacuation emergency situation, the IMT will meet at the Event HQ (exact location TBC)

Should this not be suitable the IMT will meet TBC

Press Response

Once the IMT is formed, any press response required / desired to an incident affecting the event will be co-ordinated through this group to relevant press personnel from each organisation.

A number of statements to possible incidents have been prepared for completion in case of incident.

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Section 6 – Course & Site Plan

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Section 7 – Traffic Management Thursday 28th July 2016

British Cycling will contract Traffix UK to oversee all temporary traffic management. As part of their role they will submit the relevant local authority applications and design, prepare and present a traffic management plan for approval. Once agreed Traffix UK will implement this with qualified operatives, man closure points throughout and dismantle/clear the circuit to enable roads to be opened again. A full traffic management plan can be found in Appendix E.

Road Closures

Road Close Time Open Time Intermediate AccessBroad Street 10:00 23:00 Controlled access for deliveries permitted until

14:00 TBC. Vehicles walked in until time at which infrastructure build begins.

Granville Street 10:00 23:00 Controlled exit and access for deliveries until 14:00 TBC. 10 minute window permitted for vehicle exit at 19:30.

Holliday Street 10:00 23:00 Controlled exit and access for deliveries until 14:00 TBC. 10 minute window permitted for vehicle exit at 19:30.

Bridge Street 10:00 23:00 Controlled exit and access for deliveries until 14:00 TBC. 10 minute window permitted for vehicle exit at 19:30.

Gas Street 10:00 23:00 Controlled exit and access for deliveries until 14:00 TBC. 10 minute window permitted for vehicle exit at 19:30.

Berkley Street 10:00 23:00 Controlled exit and access for deliveries until 14:00 TBC. 10 minute window permitted for vehicle exit at 19:30.

Parking

In total there are 52 parking bays on the circuit that will need to be suspended from 00:00 on Thursday 28th July. Budget has been allocated to cover the cost of doing this at £20 per bay although a full quote is still to be obtained.

There are also a number of bays on Gas Street and Berkley Street that run across the circuit that do not necessarily need to be clear but will suffer restricted access after the final road closure.

The event organiser understands that there are a number of local businesses negatively impacted by the staging of the event, particularly hotels on Bridge Street. Alternative parking access controlled by a steward will be available along the East portion of Holliday Street and accessed from the A38.

Public Transport

Details of affected bus routes added here.

The road closures will restrict the movement of taxis around the city centre with 3 ranks in particular blocked in and no access to Broad Street. These are on Oozells Street next to Deutsche Bank and 24 hr Taxi ranks at the top of Bridge St and Granville St. All ranks could be reopened once the roads are clear.

Emergency Access

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An emergency ‘blue route’ (TBC) will be identified following consultation with the relevant local authorities. Whilst precedent will be given to emergency services it is hoped that after the road closures are in place all calls for emergency vehicle attendance will be logged through event control. In the event of a call being made by a member of the general public the city’s control room should advise event control of this instance and advise of their ETA and point of arrival. If deemed necessary the sport function would be informed of the need to impact racing and the appropriate steward then briefed to manage the arrival.

Signage

TBC following further consultation with Traffix UK

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Section 8 - Contractor management and documentation

Scope

To ensure the safety of all employees, those engaged to deliver the event and others who may be affected by contractors.

Arrangements

All persons to whom this section relates shall comply with all current health and safety legislation and any local safety rules established for stakeholders to minimise safety risks.

The contractor shall provide to British Cycling in advance of arrival at the venue: Public liability insurance Employees’ liability insurance Products liability insurance Professional indemnity (where appropriate) Comprehensive health and safety documentation - Risk Assessments, Safe Systems of Work

and Method Statements Relevant certification for competency, equipment, plant etc.

Sub-contractors are required to supply the same documentation as the principle contractor. The Sub-contractor shall be responsible to the principle contractor who is responsible for ensuring the sub-contractor carries out their undertaking safely and in compliance with all applicable legislation and any local safety rules.

All Contractors operating or installing on site under the instruction of British Cycling are required to provide RAMS which will be kept on file during the event.

Copies of RAMS will also be provided to Birmingham City Council before attending site. Contractors will not be allowed off site until work has been inspected and approved by the relevant Manager and Safety Officer.

All Contractors are expected to observe the relevant duties specified in the Health and Safety at Work Act 1974 and all other relevant statutory provisions for the services they supply; additionally to follow good safety practice as defined in Approved Codes of Practice or trade association guidance for their industry sector.

All contractors working at the event shall maintain a high standard of safety, working in co-operation with the Event Safety Officer and other employers.

Contractors should be aware of their obligations under Management of Health and Safety at work Regulations 1999 in relation to young and vulnerable persons and shall where such persons are employed have carried out a separate risk assessment for these persons and be able to provide copies upon request.

All contractors will receive a site briefing / orientation from a member of the British Cycling team on arrival which will include emergency evacuation procedures.

Contractors must ensure that their employees report to the person responsible for the event production on arrival and on departure and sign in and out.

All load in and bump out will occur on Thursday 28th July 2016 under the management of British Cycling. A build schedule detailing all contractor contact information is attached in Appendix A.

Temporary structures/offices/vehicles

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All structures are to be sited and assembled/erected by capable staff and shall be checked and signed off as being correctly erected and safe for use by a competent employee of the supplying company, these will be reviewed by the safety officer prior to use.

Where appropriate a copy of the sign off documentation with contact details must be supplied to British Cycling before use of the structure may begin.

The following temporary structures will be utilised for the event. (locations can be seen on the site plan on Page 12).

Structure No/Size Use LocationMarquees/gazebos 2 (no) 3 x 3m gazebos Shelter for commissaires and/or

equipment.Finish area

TV camera platforms TBC For possible elevation of TV camera

TBC

Broadcast vehicles Expanding artic (15m x 2.5m). 3.5 tonne SNG tuck.

For TV production purposes Oozells St

Commentary box TBC For race announcements TBCPedestrian Barriers 1200 Identify boundary around route

and additional for set up of viewing/team areas.

Both sides of entire circuit

BC Podium Truck 7.5 tonne (8.5m x 3.65 when stage set up.

For medal ceremonies/presentations.

TBC

Mobile Screen 25sqm plus trailer To show live footage of racing. TBC

Site Services

Power

As far as practical all temporary infrastructure and vehicles will be self-sufficient with regards to power supply. The BC podium truck has an in built generator and the screen will be positioned on a trailer also containing its own power supply. There will likely be generators required for TV production and PA system/commentary, silent diesel generators will be enforced. Further details will be submitted with full RAMS documents.

Unless advised as an option no mains power will be used from city centre supplies.

Cabling

In addition to power there will also be cables for the live TV programme produced by Cyclevox. These will be from the production vehicle to the different permanent camera positions around the course. Cameras on motorcycles are to operate wirelessly. Cabling, where required to be provided in public / team areas will be ‘flown’ or ramped/taped for safety reasons. Appendix F shows a proposed camera plan and a production plan which will be finalised following a formal broadcast site visit.

Toilets

Given the city centre location no additional services will be provided and it is expected that existing facilities will be used.

PA

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The British Cycling podium vehicle has an in built PA system that provides coverage to the immediate area. It will be used for commentary, recorded music and announcements. This system will be supplemented by additional coverage around the 1km circuit.

In the event of an emergency the commentator will revert to the script as shown in the Critical Incident Plan and will be advised by the Event Manager on the type of emergency and if evacuation is required.

Screen

A trailer screen (approx. 25sqm+vehicle) will be positioned to enhance the presentation of the event. Its suggested location can be seen in section 6 and it will show a live feed of the racing. Full risk assessment and method statement will be provided as part of final submission.

Waste Disposal

Birmingham’s central waste management service will be made aware of the event and budget allocated for an additional road sweep available to ensure the efficient opening of roads. Outside of the circuit the majority of waste is expected to be created in the team areas and additional bin capacity and litter picking will be in place here.

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Section 9 – Safety Procedures

Noise Management

High sound levels present a risk to hearing, both for those working at an event and for spectators. Significant levels of vibration can have serious consequences for the integrity of temporary and permanent structures. Both sound and vibration can lead to noise nuisance in a city centre location. Therefore, proper control and management of sound and vibration levels is needed both in set up and during the event. British Cycling will ensure;

Load In and Load out pre and post event are scheduled between 09:00 and 23:00. Control of on-site vehicles (including forklifts). Provide music noise times and durations (including rehearsals) based on sports presentation. React to noise complaints and actively monitor the circuit. Information sent out to local residents and businesses pre-event informing them of the event

and method for raising grievance.

Working at height

The purpose of this procedure is to ensure that all those persons employed by British Cycling who undertake work at height activities do so safely and in accordance with the current, relevant legislation. British Cycling request that:

Work at height is not carried out where it is reasonably practicable to carry out the work safelyby other means.

Work at height activities are planned and organised in accordance with the regulations and subject to risk assessment.

Where work at height activities can’t be avoided then suitable and sufficient measures are introduced, so far as is reasonably practicable, to prevent a persons from falling

All equipment and objects are made secure to avoid them falling from height. All work at height activities are supervised and carried out by competent persons.

Additionally in relation to work equipment utilised in work at height activities it should be ensured that: Work equipment is suitable and sufficient for the task and fit for purpose. All work equipment is used only be trained and competent individuals. All mechanically propelled work equipment shall be moved with the assistance of a trained

banksman. Regular ‘thorough examinations’ of equipment and accessories are carried out by a

competent person of Incorporated Engineer Status (IENG) within the prescribed intervals, and in line with current legislative requirements.

All contractors and other service partners should have in place suitable arrangements to ensure the safety of their personnel and others from work at height activities.

Hazardous Substances

The purpose of this procedure is to ensure, where present, the safe use, storage and disposal of substances hazardous to health.

Arrangements British Cycling Events do not feel they have any substances hazardous to health under their control.

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Contractors are supplying fuel for generators – COSSH Sheets will be available.

Contractors are responsible for their assessment and appropriate paperwork.

If any are identified the completed assessment form will be placed in the Event Safety File and will be brought to the attention of those engaged to deliver the event who may be exposed to the hazard. Where identified information, training, instruction and supervision shall be made available to the relevant person(s) along with any Personnel Protective Equipment (PPE) required.

Where a hazardous substance is identified the following procedure shall be implemented. COSHH assessment completed as outlined within the arrangements Suitable measures will be put in place to prevent or control exposure to hazardous

substances as identified in the risk assessment.

This may include: - Elimination of the need to use the hazardous substance - Substitution of the substance for something less hazardous - Reducing the quantities or exposure times for the substance - Provision of PPE

Where the prevention of exposure is not reasonably practicable by other means, PPE will be provided which is suitable for its intended purpose and conforms to the relevant UK or EC directive. Where PPE is provided, those engaged to deliver the event will be trained in its use. Sufficient stocks of PPE will be maintained and made available at all reasonable times.

Manual Handling

There is an amount of manual handling required. Where via risk assessment it has been identified that a significant manual handling risk is present, a more detailed and specific manual handling risk assessment will be carried out in order to avoid the operation or reduce the risk of injury to the lowest level reasonably practicable.

Particular consideration will be given to those who: Are known to have a history of back, knee, or hip trouble, hernia or other health problems

which may affect their manual handling capacity Have previously had a manual handling injury Are, or have recently been, pregnant Are a young person

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Section 10 - Communications

Command and control

A dedicated event control will be located TBC and will operate from TBC to TBC. Representatives from the following event areas will be present at event control:

Event Management Host City Medical Security Traffic Management

It will contain the following:

Event Radio Unit x 3 Event Master File (electronic) Laptop & Printer Event Log Book Master Maps Contact List

Radio Communications

Radio channels in use by the organisation are:

Channel 1: Event OrganisationChannel 2: Commissaires/judgesChannel 3: Broadcast

In addition it is expected that any medical and security supplier will operate using their own radio system.

Radios will be issued from Event HQ located TBC. Organisational radios will be fully charged on distribution and expected to last the duration of the event.

All event personnel will be reminded that they are responsible for signing radios back in at the end of the event.

Any communications that need to be passed from one agency to another must be done via Event Control. This means that the right level of support / care can be dispatched for the type and severity of the incident.

A contact list and radio fleet map can be found in Appendix H.

Mobile Phones

All key members of event staff and contractors will be contactable by mobile phones.

Spectator communication

Outside of race commentary and announcements there is no other planned communication with the general public. Any communication with regards to emergency procedures or housekeeping messages will be ordered by the event manager or city representative via event control.

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Section 11 – Security

Event specific stewarding and security will be undertaken by TBC and employed and managed by British Cycling. They will assist with enforcing the traffic management plan and patrol crossing points to ensure the safe movement of people across the circuit at appropriate times. The stewarding DOT plan can be found in Appendix I. Crossing points can be identified by purple lines on the map in section 6.

All stewards will be equipped with a high visibility vest, clearly showing the word “Steward” or “Security” on the reverse and a number on the front breast. Key stewards (outlined in the plan) will also carry a radio pre-set to the requisite channel for contacting their supervisor / Event Control.

Security personnel with the relevant SIA qualification will be required to wear this on their upper arm. These staff are differentiated from stewards based on their qualification and skill set. They are employed to fill roles that require interaction with the general public that could be inflammatory. These would include restricting access to the circuit.

The stewarding contractor will provide a manager to be based in Event Control who will be responsible for both logging incidents and controlling the stewards and security staff as seen fit by Event Control. They will be in direct contact with both the stewards and the sector supervisor via radio.

An initial steward briefing will take place by telephone once a contractor has been appointed. All relevant briefing documents will be provided to this person in advance of the event. A further briefing will then be held on site on the day of the event with all appropriate team leaders. The individual stewards will then be briefed on their roles by their supervisors.

Suspicious Packages

Whilst there is no specific threat to the event, there is a need where large numbers of people gather to be vigilant at all times, especially at those places where the crowds are most dense.

When Stewards and staff arrive at their post they must have a good look round for anything suspicious. OPERATION ALERT and ‘The Five W’s’ have been accepted as best practice.

All event staff, stewards and marshal team leaders are reminded of the need to be familiar with their immediate surroundings. On arrival, carry out a sweep of 5 metres around your station to locate any obvious suspicious items. Then about 10 minutes later you should carry out a more thorough search to 20 metres or to the next person’s station if closer. Periodically throughout the day all Event Staff and Stewards must check around their work area. If there is anything you are unsure of (for example a bag that is not claimed by anyone in the immediate area once you have asked around), you should not touch it but contact a supervisor, who should inform Event Control and seek instructions.

Please note the police recommend that mobile phones and hand-held radios should not be used within 15 metres of a suspect package and try to avoid use of radios (for security purposes) if possible. If anyone is seen acting suspiciously you must inform a supervisor.

Whilst the chance of a bomb is extremely LOW at this event, all staff need to be vigilant. There may be a need to search premises at some time during the event. Those that manage and know the premises are best placed to carry out the search as only they will be aware of what should and should not be on site or if something has been tampered with.

All event staff should keep an eye out during build and during competition on the areas they work in, so that in the event of a search being requested they are able to respond. Contact Event Control with any concerns (people, packages or objects and vehicles)

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The Five W’s

What – have you found, detail description, size, packaging and wording, colour of any wires or smell.

Where – is it exactly & where geographically, what is the access to it.

When – what time was it first seen, what time was the call received.

Why – is it suspicious, or out of place in this environment.

Who – found it, has a second person seen it/confirmed it.

(if prudent make a sketch drawing of it, mark its location and route to it)

Lost Children/Vulnerable Adults

The lost children assembly point will be at TBC and clearly marked. Staff will notify event control of any lost children. Likely to be a member of the general public messages will be put out over the PA system as required.

In the event of a child becoming lost at the event and there being no parent/guardian contactable, then event control will notify the Police to assist in resolving the situation.

The following procedures will be adhered to when dealing with a lost child or vulnerable adult:

If lost children, parents separated from their children, vulnerable adults or personal assistants of vulnerable adults arrive at other points or speak to a member of staff or steward they should be directed or taken to TBC as appropriate.

Children or vulnerable adults found without their parents

A child or vulnerable adult appearing to be lost should be approached and asked if they know where their parents/ guardian are.

If a child or vulnerable adult still appears to be lost they should be led to the TBC, where they will be encouraged to remain until they have been re-united with a parent or guardian.

The child or vulnerable adult should gently be asked for as much information as possible, including, their name, who they are with, their parents/ guardians/ brother etc names, where they last saw them and a description of them. If the child is brought over by another adult, as much information as possible should be gained from them.

The information will be given to Event Control via 2-way radio, which will then organise a search.

If the parent/ guardian’s name is known an announcement will be made via the PA system “This is a public announcement, could (Name of person) please come to the collection point located at TBC.

If the name of the parent /guardian is not known the following announcement will be made via stage PA systems “This is a public announcement, please remember this is a busy event, if you have been separated from a family member, then please go to the collection point located at TBC”.

The PA announcement should not mention the name of the lost child.

If a parent /carer are not located with 30 minutes, Control will inform the police.

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Parent/ Guardian /Personal Assistants reporting lost children

Reassure parent/ guardian informing you of a lost child, that a search will be organised.

Encourage the parent to come to the collection point if not already there, so they can give details. Ask them for the following details of the child or vulnerable adult – name, age, sex, ethnic origin, hair colour, build, clothing, location last seen and who they were with.

Encourage the parent to regularly return to the collection point if they continue to search for the child, in case the child is found.

Security and staff will conduct an initial search of the area.

If the child or vulnerable person is not found the Event Management will organise a thorough sweep of the whole site including security and staff.

When the child or vulnerable person is found, they will be lead to the collection point to be re-united with their parent.

If a child or vulnerable person is not found within 30 minutes Control will inform the police.

Re-uniting Parent /Guardian with Children /Vulnerable Adults

If a child or vulnerable adult is reluctant to go with a collecting adult then the adult should be asked for proof of ID and their signature. If necessary the police may be advised on any problems.

Once a child or vulnerable adult has been re-united with their collecting adult all stewards, security, staff and police will be informed immediately.

Lost persons log

All lost persons / children’s incidents must be logged.

All data will be kept secure during the event.

Post event all forms will be destroyed and no data will be shared with any other party.

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Section 12 – Medical Provision

Athlete Provision

British Cycling will work with Immediate Medical Care to provide dedicated medical cover for the athletes. Given the tight nature of the circuit it is important that any response is mobile and can easy navigate around the course. The following will provide medical cover for the event;

1 x HCPC paramedic3 x Emergency Medical Technician1 x response vehicle

Spectator Provision

A separate medical team will be on site to deal exclusively with any incidents amongst spectators. Four first aid responders will be on duty from 15:00 – 22:00 and based from a dedicated first aid point (shown on page 11). One responder will be on site from 09:00 to act as dedicated first aid for the build period.

A summary of all treated cases must be provided to British Cycling following the event. Information should include:

Date and time Age and sex of treated person Nature of the injury / complaint Where and how the injury / complaint took place Treatment provided Any further treatment recommended

Local emergency cover

The nearest accident and emergency department to Birmingham City Centre is Queen Elizabeth Hospital, Mindelsohn Way, Birmingham B15 2TH. They will be fully informed the event is taking place and the impact of local road closures.

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Section 13 – Rider/Team Management

Entries for the competition close TBC days before the event.

Estimated No of riders = 140 (approx. 90 male and 50 female).

Rider sign on/confirmation = TBC

Team/rider briefing = TBC

Each Team has a team manager responsible for that team at the event.

Prior to the event teams are sent an event manual outlining key information. This can be found in Appendix C.

Teams are permitted to have one car positioned in the team pit area which is marked on the route plan. In addition they can have an additional vehicle of larger size located outside of the circuit (also marked on the route plan).

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Section 14 – VIP’s / Hospitality

The British Cycling National Circuit Championships are an opportunity to showcase cycling and build a positive image of the sport whilst also influencing existing and future stakeholders. As a result the organiser will host a small number of invited guests at TBC. The package will consist of a reserved area looking out as riders head along Broad Street towards the finish. Food and drink will be available in TBC and guests will have the opportunity to walk between the venue and an exclusive viewing area close to the finish line.

More detail can be seen on the map shown on page 11.

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Section 15 – Media

Journalists and Photographers

It is estimated that approximately 20 journalists and photographers will attend the event. In anticipation the organisers will provide a media centre (location TBC) and designated viewing area close to the start/finish line.

Access to both of these will be controlled by an accreditation pass which should be requested by completed an online form on the British Cycling website. All accreditations will be collected on the day and must be worn and visible when present at the event.

Photographers will be required to wear photo bibs for access to the course and will be asked to leave a deposit or form of ID in exchange for these. When on the course bibs should be worn at all times. Photographers will be required to enter and exit the course at accredited crossing points and must not leave any equipment, bags or tripods etc on the ground. Photographers will be responsible for their own safety at all times.

Further details of journalist/photographer protocol can be found in the media manual in Appendix D.

Broadcast

The production company responsible for broadcast is Cyclovox, who have previously worked on a number of British Cycling events. Due to a live broadcast on Eurosport Cyclovox will require a full production truck onsite complemented by an additional SNG vehicle. The location of these can be seen on the final site plan. The compound will be fenced with herras fencing for safety and security and a security guard will oversee the area once broadcast vehicles are onsite.

A production plan for the event can be found in Appendix F.

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Section 16 – Risk & Reporting

Risk Assessments

A risk assessment is the analytical process used to identify hazardous activities or situations that could cause accident or injury to someone taking part, involved with or affected by the event.

As organisers of the event we have a duty to assess the risks arising out of the event and put plans in place to mitigate their effect.

All work activities need to be assessed by a competent person in order to identify the hazards and quantify the risks of these hazards causing harm to people. Hazards and risks that are not eliminated must be controlled and the control measures, be they physical or procedural, must be communicated to those who will work, or otherwise come into contact with the hazards.

The risk assessments for this event should be considered as dynamic documents which will be continuously developed and updated throughout all phases of the preparation for the event itself. Any changes identified will be translated into safe systems of work and any method statements amended to reflect this.

The following risk assessments have been produced for the event:

1. Field of Play Risk Assessment2. Event Risk Assessment

Accident reporting procedures

An accident book will be kept in event control. Any employee, contractor or freelance worker who suffers an accident or near miss must ensure that the incident is reported to British Cycling as soon as possible.

In the event of a major accident or incident that is reportable under the RIDDOR Regulations (i.e. one that causes a ‘seven day’ injury to a worker or any significant accident involving the public) the Event Safety Officer should ensure that this is reported to HSE by the relevant party (venue, contractor) as appropriate.

All accident and near misses will be investigated by the Event Safety officer and a written report will be undertaken

Crisis Management Plan

The purpose of a Crisis Management Plan is to set out the steps that need to be taken in order to establish a response and communications system for crisis situations that could occur during the event.

The British Cycling National Circuit Race Championships could be affected by a number of external issues which could under some circumstances have a significant impact upon the running of the event. Whilst it is not possible to fully detail contingency procedures for all possible circumstances, the basic principles of contingency planning and issues identified are set out below.

Issues arising where the running of the event needs to be delayed, stopped or postponed will include Gold / Silver Command in all decision making processes.

Issue Effect / Contingency

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City centre has to be closed Sporting Activity cancelled / postponed.

Rescheduling of programmeCancellation of specific racesCancellation of event

State Funeral or death during event period

Range of possible outcomes from no effect, change of programme to event cancellation.

Serious medical incident during the competition requiring all activity in venue to be stopped

Competition Manager to coordinate and confirm as to whether the event can be restarted or resumed.Delays to following events / activities to be considered. In the event of a significant delay, event may have to be cancelled / postponed. If delays or cancellation occurs messaging to go out to spectators.

Protests Police / venue to pass on information to the stewarding / security management and crowd flows to be directed away from these areas as much as possible.

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