Introduction
These Emergency Procedures provide you with instructions that should be adhered to in the event of an emergency at The Birstwith Horticultural Society Show Day.
The Procedures identify appropriate actions in given situations. Effort has been made to cover most eventualities, however, it is impossible to cover all incidents that may occur. Therefore committee members are expected to use their training and initiative to deal with the situation in the most appropriate manner.
It is the overall responsibility of the Committee to ensure that these procedures are carried out.
Evacuation Procedure.
1. Discovery of an Occurrence.
Anyone discovering a fire should raise the alarm immediately. They should then follow the evacuation procedure as set out. Only when the alarm has been raised and members of the public are safe should a fire be tackled. Members should use their discretion in such matters. If a fire is large or out of control do not endanger yourself.
2. Hearing the Alarm Raised.
Follow the evacuation procedure as set out.
If a fire is spotted and the alarm raised the MC must be made aware of this to further raise the alarm over the show field PA system.
3. Calling the Fire Brigade.
a) The Chairman, Vice Chairman or Secretary on hearing the alarm must call the
fire brigade.
b) To call the brigade dial 999. Give brief details to operator and fire service.
The address is: - Kerry Field Wreaks Road Birstwith Harrogate HG3 2NJ Adjacent to the primary school
4. Assembly Areas and Emergency Exits.
The collection/muster point is the car park opposite to the show field. This is the collection point for members of the public, trade people, exhibitors and members of staff (if any)
Bomb Threat Assembly Points
Everyone:
Car park - Muster assembly point.
Emergency Exits: -Main entrance gate
5. Fire Fighting Equipment.
Extinguishers - Main Marquee Tea and Refreshment Tent Beer Tent
Contents and Use of Fire Extinguishers
There are two different types of fire extinguisher at BHS. There are some of the old style where the whole canister is one colour depending on the contents. Most of extinguishers are the new E.E.C style, whereby they are red and the colour of the writing varies depending on the contents. It has been noted if the extinguisher is the old style.
Powder
Used on: liquid, electrical equipment and if no risk of explosion gaseous fires.
Carbon Dioxide
Used on: liquid and electrical fires.
Water
Used on: wood, paper and textile fires.
Foam
Used on: wood, paper, textile and liquid fires.
6. Fire Drills.
Fire drills should be carried out periodically. When a drill has been carried out it should be noted down in the Emergency Evacuation Procedure file. This should include details of time taken, number of people involved, activity taking place and any problems that occurred. A whistle should be used when the alarm is raised and after it has been announced over the PA system should that be possible, all Committee Members will be issued with a whistle.
7. Training
All Committee Members should be made familiar with the Emergency Action Plan as part of their training.
Emergency Procedure - Committee
Fire drills should be carried out periodically. During a fire drill the alarm should be raised. A whistle should be used.
The Committee has overall responsibility for the safe and efficient evacuation of the site.
In the event of an evacuation of the site the Committee should:
1. When the alarm has been raised, the Chairman, Cice chairman or secretary should contact the emergency services.
2. The PA Marshall should make the following announcement immediately "There is a major incident and we must evacuate the show field completely. Please leave through the main gate immediately, do not run and do not panic. Proceed immediately to the main show car park to the designated muster points, the marshals at the gate will direct you. Remain in the show car park until the emergency services arrive after which you will be notified further."
3. This announcement must be made at 1 minute intervals until the site is cleared so long as it is safe for the PA Marshal to remain on site during that time.
4. Evacuate the Main Marquee, Tea Tent, Beer Tent and all other marquees and enclosed tents.
5. Evacuate the Main Ring and Show Field.
6. Any livestock or animals should be left in situation if they cannot be safely and quickly evacuated after everyone has been evacuated, you must use your own discretion in this respect.
7. The Gate Marshall should be the last person to leave the Show Field
8. No cars are to be allowed to leave or enter the main show car park.
9. Wreaks Road should be blocked to traffic from the point of the river bridge to one side and at the junction with Darley Road at the other side. These points should be marshalled to ensure that the general public are aware of the incident and to ensure the emergency services gain quick and easy access. Where necessary traffic should be sent back the way it has come to prevent a traffic jam which could otherwise hinder the emergency services.
10. Committee Members should go to the muster points and check that everyone is accounted for.
11. When everyone is accounted for Committee Members should wait for the emergency services to arrive.
12. When they arrive they will ask who is in charge and will want to know: Is everybody out? Where and how big is the fire? Where are the gas and electricity mains?
Emergency Procedure -Committee Marshals
The Alarm has been raised.
1. When you hear the alarm, collect your designated group together.
2.. Direct the group to the main Show Field Gate
First Aid
The St John Ambulance First Aiders should be directed to the muster points in the Show Car Park to administer any first aid required.
In the event of an injury on the show field after making sure of their own safety they should be asked to attend to the scene until the emergency services arrive.
Incidents
c) An incident is an event or occurrence that has had a significant influence on the normal operation of the show.
d) An incident is an event or occurrence, which has had a significant influence on the people involved.
The following part of the document gives a series of instructions and actions to be taken in given situations. Efforts have been made to try to cover most eventualities, but incidents may occur that are not mentioned within this document. If any such incident does occur that is not covered then those involved should use their initiative and training to deal with the situation, although their actions should reflect the requirements of this document in terms of the evacuation procedures outlined.
Overcrowding
Should overcrowding unexpectedly occur, further admissions to the show field should be suspended until the problem had been resolved.
Maximum customer admissions are considered to be approximately 3000 when large areas of the show field would be crowded and Emergency Procedures would become difficult to implement.
If the field is at maximum capacity, the Gate Marshals should explain clearly to the customers who are waiting, the reasons why and when the next admissions will take place.
Disorderly Behaviour
If a customer should at any time refuse to behave in an orderly or acceptable manner, as a last resort they should be asked to leave the show field. This type of customer, although very frustrating must still be treated in a polite and professional manner and those involved must not lower themselves to the level of the disorderly customer. If after being requested to leave the show field the offender refuses, the following action should be taken:
If applicable a marshal should immediately call the Chairman to the activity area. The chairman would then make another request to the customer to leave the activity area, in the presence of the marshal who made the original request. Should the request be refused again, the chairman should then point out to the customer that such a refusal is a breach of the peace and is therefore liable to criminal charges (the customer is trespassing and this is covered in the 'Breach of the Peace Law')
The Chairman should then give the customer one final opportunity to leave the activity area, indicating that the police will be called and charges made should they refuse to leave again. If once again the customer refuses to leave, the Police should be immediately called. The marshals and Chairman should then take appropriate action to ensure the safety of all other customers. If this includes complete closure of the show, then this instruction should only be given by the Chairman. At all times the safety of the customers must be the first priority. Upon the arrival of the police, they and the Chairman will discuss the best possible way of dealing with the situation. The police will remove the offending customer and the Chairman should ask the police to charge the person if it has been a serious offence and ban them from all future shows.. All incidents must be recorded in the incident file and all Committee Members present will be required to submit a written report on the incident.
It is important that during such an incident, that those involved do not make any contact with the offending customer, as this constitutes an assault. The only exception is if the offending customer is being a danger to other customers, in which case the those involved should attempt to restrain the offender. If the offender attacks anyone then reasonable physical force may be used to protect you. If any other customers witnessed the incident then you must get their name and address, this is just in case the offending customer decides you were unreasonable.
Committee Members must also be very careful in the manner in which they speak to customers as this can be classed as a 'verbal assault'. All Committee Members must ensure they use clear and precise language and never lower themselves to use offensive language.
Receipt of a Bomb Threat
Upon receipt of a bomb threat the Emergency Evacuation Procedure should always be implemented without fail.
The person receiving the threat should attempt to ascertain the following points from the caller:
· The location of the bomb
· What time the bomb will explode
· What does the bomb look like
· Why the bomb was planted
The person taking the call should also attempt to ascertain the following:
· The sex of the caller
· An estimated age of the caller
· The manner of speech - excited, angry etc.
· What accent is being used, does it sound genuine
· Are there any background noises
The receiver of the call should not be surprised if none of the questions are answered or if the caller rings off immediately after giving the bomb threat. These questions are to try and gain information that will assist the police in searching for the device and also in inquiries after the incident.
Upon the receipt of the call, no one should touch or move any package or bag. The police will carry out the search and the bomb disposal team will deal with any suspicious package.
Lighting or Structural Failure
In the event of a lighting or structural failure, the Emergency Evacuation Procedure would be implemented. Once the marquee is cleared, the Committee Members may re-enter to carry out any first aid on trapped or injured customers but only is there is no risk of further structural failure, or risks to themselves. Such incidents would be reportable under R.I.D.D.O.R.
Major and Minor Emission of Toxic Fumes
Personal safety is of paramount importance and under no circumstances should any person take unnecessary risks.
Should any emission of toxic fumes occur then the Emergency Evacuation Procedure should be implemented immediately. The Chairman would then assess the degree of emissions and take appropriate action.
Fire
On discovery of a fire or raising of the fire alarm, the Emergency Evacuation Procedure would be immediately implemented.
Only when the alarm has been raised and members of the public are safe should a fire be tackled. If the fire is successfully extinguished, the Emergency Evacuation may be halted.
The fire brigade should be called to all fires.
Armed Robbery
Should an attempt at an armed robbery be made, those involved should comply with exactly what the robbers instruct. No attempt should be made to resist the robbery. Whilst the robbery is taking place those involved should make attempts to remember as many details as possible to help with later inquiries. As soon as is practical someone should dial 999 for the police.
Hazard Report Form
The Hazard Report Form is designed for Committee Members to report any activity or situation that they deem to be a hazard not only to Committee Members but also visitors, customers and members of the public.
MARSHALS - RESPONSIBILITY
Chairman
Responsible for ensuring that the Main Marquee, Tea Tent and Beer Tent are evacuated. Once evacuated the Chairman should remain on site so long as it is safe to do so to ensure that no one re-enters the mentioned areas.
Vice Chairman
Immediately assist in the orderly evacuation of the show field through the main field gate. Once the show field is clear to assist at the muster point to calm the crowd as may be necessary.
Secretary
Responsible for evacuation of the Secretary's Tent and in assisting with the evacuation of the field.
Treasurer
Responsible for collecting all collected monies within the Treasurer's Tent, evacuating that tent and then proceeding to the muster point making safe the money within a pre-elected locked vehicle.
Trade Stands Secretary
Responsible for ensure that all trade people, their members of staff and helpers evacuate the site and do not attempt to take any stock or anything else that might hinder the evacuation.
Attractions Secretary
Responsible for ensuring that all entertainers and helpers evacuate the site immediately. They must not be allowed to carry any equipment which might hinder the evacuation.
Head Gate Marshal
To select 2 marshals to seal off Wreaks Road as detailed within the Emergency Evacuation Procedures, oversee the main gate evacuation making any further provisions for a speedier evacuation as he/she sees fit within the set of circumstances presented to them at the time.
PA Marshall
On receiving notification of an incident/event warranting the evacuation of the show field make the required announcement as set out in the Emergency Evacuation Procedures.
Members of Staff (if any)
The Committee may have set on temporary members of staff to work on show day covering a variety of duties. Those members of staff may be elected to assist as marshals in the evacuation of the show field so long as the duty is appropriate and does not place them in any additional danger.
Once the field and all tents/marquees have been evacuated the marshals must rally at the muster points to manage the crowd as appropriate and to wait for the emergency services to arrive.