A unique circumstance
of events is that the activities and tasks to be completed before an event
greatly increases the closer you get to the start time. Most business has a
much more predictable schedule. If someone is slow or does not complete work it
may influence several others. The domino effect can create a pile up of
unfinished activities; with a lot of rushed work to get everything done on
time, this haste can be hazardous. An additional uniqueness of events is that
most venues are not set-up until a few days prior to opening. This makes it
difficult to get a good picture of what the event site will look like on the
day of the event, especially in locations not ordinarily used for events. In
established venues that conduct events you may find they have back-to-back
events, which require quick setting up and tearing down.
Venue design
With outdoor events in
particular the site choice and preparation is obviously crucial to a successful
event. It needs to be sufficiently large to accommodate the size of the
audience expected, taking account of the space that will be occupied by
structures, the activities and the facilities provided.
The suitability of the
site will also depend on the ground conditions, access routes, and the
provision of services, and any environmental constraints such as the potential
for noise disturbance if there are houses or workplaces close to the venue.
A site-layout map
should be drawn up showing the position of all the activities/attractions, the
facilities and structures, the circulation routes and entrances and exits.
There should be sufficient, well dispersed exits to allow for safe and rapid
evacuation and a specific non pedestrian route may need to be identified for
emergency vehicles.
Walk the site and
identify particular hazards such as steep slopes, uneven ground or kerbs on
which people could trip. Consideration should also be given to weather
conditions and under foot conditions in this regard.
Draw up an itinerary
for the erection and dismantling of all structures on site and consider how to
facilitate the safe movement of vehicles within the site.
Providing space for
people
The objectives in
restricting the numbers in attendance at any event is to avoid the dangers of
overcrowding and to ensure that the means of escape in an emergency are
adequate for the numbers of people being evacuated from the venue. To determine
the total number of people who can inhabit a given space you will need to
calculate the ‘occupant capacity’. The following factors should be considered:
• Layout of the
venue/site
• Viewing areas
• Seating arrangements
• Site/venue
infrastructure
• Exit doors and routes
• Circulation areas
• Space required per
person
The advice of a
competent person and the fire authorities should be sought when determining the
numbers of people who can be accommodated at the event. If the event involves
the provision of seating only, then the number of seats the venue can hold will
be a determining factor.
Capacities should be
arrived at not only in terms of space allowance, but also through considering
appropriate rates of entry and exit from areas of the facility within specific
time limits. This involves monitoring crowd or audience levels in particular
areas. A well-managed and secure system of advance ticket sales is the best
method of avoiding over-capacity. Where this is not an option and there is a
limit on attendance numbers, it is important to have some method for assessing
the numbers admitted to ensure the ‘occupant capacity’ is not exceeded. This
can be achieved by using designated entrances manned by stewards in a way,
which will allow them to carry out an accurate form of head counting.
While the need and the
means to manage admittance numbers to an enclosed event which have attractions
which are in temporary accommodation such as marquees, or events where the
audience may be restricted to areas of the public roads should also address the
need to prevent overcrowding in specific areas. It is important that reference
be made to the relevant Codes of Practice and professional assistance sought in
calculating occupant capacity. Keep up with me in my
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