Chapter 6

Safe site design

Chapter objectives

This chapter describes the planning detail required for:

Site inspection
Site layout designing
Site map making
Positioning of facilities and services
Site design is concerned with the arrangement of activities and fixed facilities at an event. It
aims to safely optimise movement, reduce congestion and maximise the use of space. The
designers of workplaces (and an event location is a workplace) are required to ensure that
hazards and risk that may be inherent in the design of a workplace are eliminated or, at the
very least, reduced at the design stage.

A common factor in many crowd crush disasters is the crowd being constrained within a
passageway without any means of lateral escape to the side, in a tunnel at the Love Parade,
Duisburg 2010, on the Koh Pich Bridge at the Water Festival Cambodia 2010, and the lack
of a fire escape at the Kiss Nightclub, Santa Maria Brazil 2013. The case studies in the
appendix describe these tragedies which exemplify the observation by Langston, Masling
and Asmar that “Poor venue design and crowd management as a result of inadequate
research into crowd behaviour has led to many disasters resulting in wider scale loss of life
and injury” (2006: 396).

Safe site design is about making decisions at the beginning of the event process that will
have a positive impact on safety, eliminate hazards and control risks to health and safety.
The particular site hazard control planning issues are site/venue precinct traffic and
pedestrian control, and crowd and operations movement within the event site.

A safe design approach begins in the conceptual and planning phases and defines options
about the site or venue design, methods of construction and work practices that enhance
safety. Consultation is critical at all stages of the process, particularly with staff, contractors
and suppliers, and there is a need to establish effective ongoing consultation mechanisms to
identify existing and potential hazards. For each event, this must involve an evaluation of
how the crowd, service suppliers, and staff are likely to move around the event, and the most
appropriate form of control interventions to manage site hazards.

The specific site design issues are precinct control and operations movement within the
event site. This will involve the design of traffic areas, increased lighting and traffic
separation. Clear, comprehensive signposting at venue approaches will be required, with all
entrances and exits clearly marked. Careful consideration should be given to the location of
crowd facilities and amenities, to make them as accessible as possible. For instance, in
relation to where queues are going to form – particularly when entering the event itself – it is
important to think about what facilities the crowd have access to – i.e., Have they got toilets?
Have they got shelter? Have they got stands to buy food and drinks from? Access to
facilities such as these while queuing, may help to alleviate the crowd’s discomfort.
Estimates of audience numbers
Accurate estimations of audience numbers will be vital when preparing the site plan and
set-up of an event. This will ensure that there is enough space for the amount of spectators
and also include safe entrances and exits to prevent overcrowding. For large multi-day,
multi-activity festivals it is important for both the event operations team and the event
sub-contractors that the anticipated audience attendance number is accurately estimated.
Accurate audience number estimations are needed in order to determine how many staff are
required to man the parking, control traffic and for both security and first aid facilities and
staff.

The consequences of underestimated attendance can severely impact the event

management team’s ability to provide safe facilities and services. For example, a lack of
parking available for the patrons may cause illegal parking and frustration/anger directed
towards staff by both attendees and local residents.

For a significant portion of an audience, public transport is used to get to and from an event.
For a major event it is crucial that the public transport services flow through the event’s
perimeter to the front of house without any disruption. It is of course absolutely crucial that
sufficient numbers of buses are provided. It is always preferable to overestimate
requirements than to have delays and overcrowding that can lead to people finding their own
way on foot through traffic areas.

Front of House (FoH) management involves ensuring that crowds do not block entrances,
exits or pedestrian flows, and organising how the crowd is going to be distributed inside the
venue. Accordingly capacity management must be considered. The estimated attendance is
vital for setting a maximum limit on the number of spectators to be admitted in accordance
with identified hazards and venue capacities, and to identify the number and type of staff
required for managing spectators.

Ticketing is the most appropriate way to monitor the expected amount of attendees and cater
for those numbers. For a venue and event with restricted space this is a simple matter, limit
the number of tickets to be sold to the capacity of the venue. Pre-selling tickets will provide
organisers with accurate information about expected numbers. However, limiting numbers
can be more difficult to organise for open (free) events or events without presales (walk-up
sales only). To deal with the possibility of excess arrivals, consider making the event
ticketed, even if it there is no entry charge.

In regards to the staging of performances incidents could occur due to incorrect audience
number estimations. If there are too many unexpected people, there could be issues with the
audience not being able to see the performance due to the auditorium (stages) set up
incorrectly for the amount of spectators.

Planners should consider the consequences of incorrect audience number estimations

causing queuing frustration due to not enough food stalls/sellers and water. Or the fenced
alcoholic beverage area being too small, or not enough staff hired for drink sales. Lengthy
queues for too few toilets can cause impatience, frustration, anger and possibly outbursts of
violence. If there is a long wait for the toilets, some people (mostly males) may be inclined to
urinate publicly. Worse, there is a possibility of toilets becoming ‘out of order’ due to overuse,
or because there is not enough staff hired for cleaning purposes. In addition, if there aren’t
enough waste management facilities, people are more inclined to throw their rubbish on the
ground/floor.

Site and venue safety evaluation

Following the choice of site or venue for an event, an immediate task is to assess the
hazards the venue or site may have, its estimated audience, and the production equipment
and process its programme will require. It is not possible to accurately plan for the safety of
an event site or venue without knowing all of the programme elements and their staging and
audience requirements.

It is essential to identify hazards associated with the venue or site in order to plan effective
safety measures. A site inspection by a competent person should identify specific hazards of
the site. Remember that hazard identification does not only involve identifying the hazards
themselves but should also include identification of contributory factors – the type of event,
the type of crowd expected and environmental considerations.

Event organisers must address issues associated with the location of the proposed event.
The idiosyncrasies of the venue site must be attended to. Access, placement of amenities,
entrances to the event site, parking for cars and buses, walking paths, distances between
performance spaces, attractions and amenities, and disability access are all important
considerations. Appropriate shade, shelter and seating with good sight lines, are all
significant concerns. As is the need for sufficient toilets, first aid facilities, food and beverage
outlets, waste management, etc. An evaluation should also address methods of crowd
control, evacuation and emergency procedures. To assess the safety of a particular site or
venue the following must be evaluated:

accessibility of location for customers, suppliers and emergency agencies, staff and
performers
existing features of venue or site
storage considerations
logistics of setting up
capacity of the location, spatial considerations and likely obstructions, and versatility
suitability for a safe flow of audience within the site, services, suppliers, performers,
participants and visitors
traffic control and parking
crowd monitoring and control infrastructure
legal considerations and possible constraints on the event.
The questions to be asked include: Does the proposed venue provide the space, capacity,
access and facilities required? What are the emergency safety aspects of the venue? What
are the safety requirements of the venue or site contracts and regulations?

To answer will require an evaluation of the operational structures within the venue including
relevant on-site personnel, sub-contacted suppliers and concessions; on-site safety services
and facilities available, or the cost of bringing those to the site; and, importantly, the
professionalism of the venue management.

Pre-event inspection
The event site should be visited prior to the event to thoroughly assess the geography of the
location and its capacities, and to determine where potential hazards and areas of trouble,
such as crowd congestion and reduced rates of flow, could be. It is important to work with
the geography of the location and make use of physical street furniture wherever possible.

Think about people who may be harmed and how. These could include:

anyone in the crowd

anyone exposed to overcrowded conditions for a prolonged period of time; children, young
people, people with special needs and the elderly are particularly vulnerable
staff and contractors.
Photographs should be taken of the site in order to record important data and to enable
planning consideration. Evaluate distances, sight lines and obtain, or create, venue building
floor plans or a site map. Obtain, or create, lists of facilities and equipment included in the
hire.

A venue inspection should:

check that there is adequate access for arrivals and departures by whatever means of
transport are to be used that ensures avoidance of collisions with vehicles due to
pedestrians and vehicles sharing the same route
check that there are adequate stairs, gangways and walkways within the venue for
pedestrians and any planned traffic
ensure that all emergency equipment is properly maintained and in good working order and,
where appropriate, test it; examples of such equipment include fire-fighting equipment, fire
alarms, smoke alarms, public address and other communication systems
check the emergency exits; check that escape routes are unobstructed; check that the
emergency lighting is working and that all direction and information signs are in place and
are legible.
For this undertaking, site documentation is vital. Detailed information of all aspects of the site
must be collected in order to record important data and to enable planning consideration to
take place with the clients, technical contractors and facility suppliers. For detailed and
efficient planning, venue building floor plans or a site map, and lists of facilities and
equipment included in the hire, must be obtained. It is essential for the event manager to
walk through the premises in order to evaluate distances, sight lines and any possible safety
hazards.

One of the primary considerations in evaluating the safety of a venue should be how the
potential venue is designed and whether certain characteristics are likely to add to or detract
from the occurrence of risk. In particular that it provides the required space, access and
facilities. It will be necessary to check:

Are approvals for the use of the site for public performances and the number of patrons
expected for the event required, or if current approvals are adequate for what is planned?
Does the site allow for adequate crowd management, with existing regimented seating areas
and flow barriers?
Are there spectator overflow areas to avoid congestion should spectator turnout significantly
exceed expectations (a common phenomenon in rock concerts)?
Are there nearby areas for overflow parking, if anticipated spectator parking areas are filled,
and are shuttle buses desirable, feasible or necessary?
In the event of a mass casualty situation, is space available for an on-site triage area to
permit stabilising medical treatment before removal of critical patients?
Can the streets adjacent on all four sides of the venue be closed to all vehicles other than
emergency, service and residents, to permit a perimeter for access as well as a buffer zone?
Environmental hazards
In outdoor settings, control of rodents, snakes, spiders, mosquitoes and insects of
significance to public health must be addressed. If particular hazardous species are known
to inhabit the area, or if vectors of particular diseases are endemic in the area, the attending
first aid and medical personnel should be alerted. Medical and first aid personnel will need
alerting to the presence of potentially poisonous and noxious plants and trees. Consideration
needs to be given to the potential effect of the event on nearby domestic or farm animals
and native fauna.

Swimming and water areas

Purpose-built swimming areas must comply with national or state requirements for water
quality and other requirements such as fencing. Other water courses in the vicinity of the
venue which may be used for water recreation or washing should be assessed for suitability
against guidelines where available. Where these water courses are considered unsuitable
for recreational use they should be fenced off and warning signs should be erected.

Water quality must be addressed in both designated swimming areas and water that could
be utilised for swimming in hot weather. Experience has shown that where audiences attend
an outdoor concert in hot weather, particularly in overnight situations without washing
facilities, any nearby water area will be employed as a makeshift swimming/bathing/washing
area.

Some form of trained supervision should be considered for:

families with small children

spectator groups for which alcohol consumption, with subsequent judgment impairment, is
anticipated
water that has additional hazards such as steep, slippery sides, submerged snags or
unusually variable depths.
Appropriate life-saving and resuscitation equipment should be on hand for use by trained
staff.

Site layout and design

If the venue for an event is one that is purpose built for public entertainment, and the event
programme contains normal performances and standard presentation styles, the event
design usually falls into routine formats adjusted for crowd variations. However, if it is a
greenfield festival site (a site with little or no infrastructure where all facilities, equipment and
services will need to be brought onto the site) or adapted purpose buildings, or a street
event, a considerable amount of safety planning is required for the event site design.
It will take careful and comprehensive site lay-out planning to minimise and, if possible,
eliminate hazards before they occur rather than attempting to deal with them after arrival at
the event location. The design of the site layout of facilities should be organised with the
overall objective of facilitating efficient operations that are as free from risk as possible.
Designing out hazard risks, whether with machinery, substances, buildings or systems of
work, is planning at its best. It is also cost-effective to eliminate as much risk as possible at
the event design stage, rather than have to manage it later, especially after an accident has
occurred.

Major considerations are the provision of adequate parking arrangements and parking
restrictions, audience arriving by private vehicle and public transport to and from the event.
Bus drop-off, pick-up points and parking places are positioned away from the area
immediately around the entrance(s), to reduce the risk of congestion. This will involve the
design of public traffic areas, increased lighting and traffic separation. Clear, comprehensive
signposting at venue approaches, will be required, with all entrances and exits clearly
marked.

It is important to note that any issues relating to the pedestrian planning and design may
involve a range of agencies (police, civil defence, architects, medical, waste management,
security forces, etc.) and that the presentation of plans/suggestions be clearly understood by
all parties.

Separation issues
A key site planning consideration is to ensure there is a clear separation between the
movement of the audience and the suppliers of event services. Therefore attention must be
given to the provision of separated entrances and parking arrangements for suppliers, staff
and performers isolated from those used by the audience. Access points may include:
backstage gates/doors, emergency gates/doors, sub-contractor gates/doors. Controls will be
necessary at these restricted access points to prevent entry of any unwanted persons.

Ideally there should be four distinct and well separated entrances and exits.

Public: the roadways, parking and gates into and out of the event enclosure.
Service: entrances and exit in constant use throughout the event by service providers,
contractors and stall holders. This gate will allow access to the restricted areas behind stalls,
to waste collection points, toilets and equipment locations such as generators.
Backstage: access for staff, security, performers and VIPs to the backstage and green room
area.
Emergency: clear unimpeded roadways for the rapid ingress and egress of emergency
vehicles to emergency service locations on the site: first aid stations, evacuation points,
emergency control centre, power and mains water supply controls.
Crowd/traffic-related issues
Virtually all events will require space separation for the arrival and the departure of the
guests, participants and performers, suppliers and volunteers. The varying requirements of
each of these groups must be considered, as they pass through the event, creating potential
bottlenecks, and a potentially hazardous mixing of vehicles and foot traffic. Getz (1997)
suggests an excellent checklist for event managers to prevent crowd/traffic-related
problems:
provide ample space at access and egress points
avoid dead ends and bottlenecks that will lead to congestion or movement against the flow
provide adequate and appropriately orientated signage
screen and block off no-go areas where risks may be high
separate vehicle and pedestrian movements where possible
trial run the event site if possible
use lighting to avoid hazards and maximise security
segregate ingress and egress traffic flows
provide, test and adequately sign emergency exits and procedures.

Access entry
Access for staff and participants to all parts of the event site are required for a variety of
modes of transport. Marshals are required to ensure the smooth flow for participant parking.
There needs to be adequate space and assistance for unloading at points for dispersal of
goods and personnel, emergency entries and exits. These need to be well patrolled and
adequately lit.

There will need to be preventive measures to avoid crushing at public entrances. Queuing
requires consideration on ways in which it can be dealt with effectively. And there is a need
to be mindful of the exit arrangements where queuing can also occur.

The entrance to an event should be large, spacious and well signed. Space is required for
ticketing, bag check and security assessment. To prevent crowding and facilitate pedestrian
movement, venues should provide several dispersed entrances and exits rather than
centralised ones.

Access for staff, sub-contractors, stall holders, performers, first aid and emergency
personnel, waste disposal and performers to all parts of the event site are required for a
variety of modes of transport. The space and assistance for unloading at points for dispersal
of goods and personnel, emergency entries and exits need to be well patrolled and
adequately lit. There needs to be supervised separation if these traffic movements intersect
with public access areas. Handling equipment for the unloading trucks and vans in the
backstage area include trollies, barrows, and for large items, forklifts.

Emergency services access

The needs of emergency services for access to, and egress from, the venue, as well as
movement around and within the site, and access to all sub-sections of the venue, including
performance, spectator and parking areas, must be taken into account in planning for the
event. A separate parking area should also be made available for attending health and
emergency services personnel and vehicles. On-site, provide sufficient room for marshalling,
manoeuvring, repositioning or redeployment of emergency vehicles.

The site design must also include:

an incident control centre (EOC) which should have back up power and lighting
meeting points for emergency services
triage and ambulance loading areas
emergency access and egress routes and the security of these routes.
Dedicated perimeter roads may be required for emergency services. In order to provide
access and a buffer zone, adjacent streets on all sides of a venue may need to be closed,
and parking banned, with access restricted to emergency service and residents’ vehicles.
Roadways and access routes should be clearly distinguished, signposted and kept clear.
Ensure departing vehicles cannot be prevented from leaving by congestion produced by
other vehicles arriving.

Consider adequate access and marshalling areas for large numbers of emergency vehicles
should a major incident occur. Provide a suitable site for aeromedical evacuation. Consider
that in the event of a mass casualty situation, the venue layout may need to provide space
for an on-site triage area to permit treatment prior to removal of patients.

First aid posts should be dispersed strategically throughout the venue and staffed by trained
personnel. On-site first aid medical care posts should be located in as quiet a place as
possible, with direct transport access. Medical aid posts should be clearly sign-posted from
all directions and be clearly marked on site maps.

Sites suitable as evacuation assembly areas must be selected or created. The most efficient
evacuation routes to the evacuation assembly areas from different areas of the site or venue
must be determined. The assembly areas and routes must be distinct and easily recognised
on site maps. The placement of prominent signage to direct the crowd for an evacuation is
necessary.

Street and unconfined events

For events held in unconfined spaces, such as parades on public streets, complete
cooperation between all public safety agencies and the event organiser is vital. A street
carnival or fun run or parade has particular problems for crowd control where attendee
number control and monitoring become very difficult tasks. Ample advance preparation and
attention to even the tiniest details can help keep things safe, sound and sane at events
where borders are either transient or non-existent. Where the event is a moving one, such
as a parade, procession, or a fun run, it is preferable to choose a route which will minimise
possible trouble, and not place additional demands on police and security resources.

Such events have recently become a preferred terrorism target due to their ease of access.
The types of security ‘hardening’ measures that can be implemented at venues such as
stadiums, purpose built venues and even temporary greenfield festival sites, are very difficult
to install where entrances and boundaries to the location can be porous. Considerable
resources and pre-planning will be necessary.

Other particular problems for crowd control at a street event or parade may be the practical
difficulties in getting visitors and residents to and from the area because of the limited
capacity of public transport, the absence or suspension of parking facilities, together with
road closures and diversions.

It will be essential to conduct detailed discussions at a very early stage of planning with
police, emergency services, residents’ and business representatives, local authorities and
any other interested parties. The plans will need to include arrangements for security,
effective monitoring of overcrowding at the site and at associated areas such as approach
roads and bus/train stations. Planning will need to include procedures for managing crowd
behaviour, and incidents such as accidents and injuries, petty crime, and larger
emergencies.

Where the event is a parade, procession, or a fun run, and requires the closure of any public
roads it will be a requirement to submit a transport management plan. The local government
authorities must be contacted to seek permission from traffic authorities for the closure of
any public roads. There may be a legal requirement that residents affected by road closures
are given notice by advertising the closures in local and/or metropolitan newspapers as
directed by the traffic authorities and council (this will depend on the impact of the event).

While street events present a number of unique challenges depending on their location,
there are common elements and processes to all other special events. There must be
control of the points of entry and exit for attendees, vendors and equipment handlers. There
need to be good sight lines for the crowd to prevent rushing or surging for the best view,
facilities for performers, toilets, first aid facilities, child minding, food and beverage outlets,
and stalls and concessions.

Detailed planning should clearly outline the location of activity, layout of amenities, routes for
processions and street performance, and processes to guide the ‘flow’ of traffic efficiently.
The planning should also address methods of crowd control, evacuation strategies and
emergency procedures. There should be a contingency plan for adverse weather or
emergencies affecting outside events. This might mean moving a large crowd into the most
protected areas available in a quick, efficient and non-alarming manner. This contingency
plan must be communicated to all key event and facilities personnel.

Emergency vehicles are usually positioned on the perimeter of the event, with ambulances
at the beginning and end of a parade or fun run route, or at key points that allow an easy
rapid exit from the area. Emergency and first-aid personnel are stationed in the volunteer
check-in area, and police and private security located and patrolling throughout the event
location. A comprehensive public address system is required that can give messages to the
entire crowd or a particular crowd location. Where access to certain streets is controlled,
residents could be encouraged to carry some form of identification to allow them into the
area.

Site maps
Site maps are used to visually demonstrate how resources are to be distributed during the
event. They are used to plan control of traffic flow through the site or venue clearly outlining
the location of activities, positioning of facilities and amenities, roads, barriers and fences.
The site map also acts as a communication tool indicating the proposed use of space to all
the different stakeholders.

The site map is sent to all interested parties. It is essential for suppliers and sub-contractors,
who may need to know distances between fixed positions, electrical or water supplies, or the
dimensions of entrances for ease of access. Suppliers will look on the plan for the storage
areas and drop-off points for their goods. Maps are often provided on programmes or tickets
to assist the audience with the layout of the event site, showing the location of (among other
things) the exits and evacuation routes.

A site map will almost certainly be required by other agencies, such as the health and safety
authorities and emergency services (fire, ambulance and police) to ensure that all their
regulations have been taken into account and that the event will be able to function safely.
Although many revisions may take place, the final draft of the site map should be sent to all
interested parties.

Creating the site map

The three basic features of such maps include scale, projection and key symbols for staff,
volunteers and suppliers. For large events, an accurate, scaled map will enable a visual
understanding of space. The need for detail and accuracy in site maps increases in direct
relationship to the size and complexity of an event. No matter the size of the event, all site
maps should include all the features and constraints of the site, such as doors and gates,
walls and fences, electrical connections and the amount of power available, cleaning and
drinking water, waste outlets, posts and pillars, and access roads etc.

The map should indicate where everything connected to the event will be placed, and how
the attendees and the service suppliers will circulate. It should not just include the actual
dimensions of structures but also crowd and traffic movement.

A site map can be created by computer or drafted by hand. The event manager should use
an accurate, scaled map, and the northerly direction should always be indicated. Having a
universally accepted direction on the map is a sound risk strategy, so that when suppliers or
other groups come onto site, there can be no misunderstandings. Visual aids are an
important element of layout planning. These comprise representations, including drawings,
templates, three-dimensional models, movement patterns and cartoon maps.

Any symbols that are used on the map should be explained. There is now a common visual
symbol language, and this must be used at all times so that people from different countries
can ‘read’ the map. All entrances and exits and parking facilities must be clearly marked.
First aid and emergency access must also be clearly shown, so that these areas are kept
free of obstructions, and emergency vehicles should be able to access all areas.

Figure 6.1 Site plan of street event showing location of fences, barriers, stalls, stage and
amenities.

Not all items need to be on one single map, since it can then appear too complex and again
lead to misunderstandings. Consideration should be taken of those who will be reading the
plans. Not all event attendees are ‘map literate’, or will have the inclination to spend time
trying to sort out the various intricacies of a complex map. It may be necessary to create
several versions of the map, one for the audience, one for suppliers, another showing the
provision of power services and water facilities for the contractors, and even other versions
for particular groups of people with different information needs. For example, performers will
want to know the location of the green room and where they can wait and relax during the
event, stall holders will need to know the exact location of the space they have been
allocated, first aid teams will want to evaluate the positioning of first aid posts.

Site maps can be designed to be displayed on the internet, and they should be appropriately
simple and yet offer good communication. By indicating lost-children points, information
booths, cash withdrawal facilities and mobile recharge facilities on the plans, the event
manager is demonstrating that the event and the management are child and people friendly.
An aerial orientation may be suitable for this purpose. The site map may also be used for a
seating chart at a concert, or within a festival programme to show where the different
entertainments and facilities are sited.

Computer Aided Design (CAD)

Layout design planning of a large complex event where many different activities are
occurring is a time-consuming process. The industry is now using computer-based
approaches transferred from other industries, such as building and construction, to assist in
this process. The benefits of these approaches are as follows:

Alternative layouts can be quickly generated for comparisons and evaluation.

Interactive processes between the positioning of equipment/stands and the flow of
customers can assist in visualising the reality of movement of customers in the finished
design.
The computer software can be linked with other software packages to quantify resource
needs and to develop site maps showing full details and part details for different groups of
people.
Costs can be predicted for different configurations.
There are a huge range of software platforms available. The best to use are those that
provide 3D perspectives, and automatic resource allocation and calculation. Commonly used
software in the events industry are – AutoCAD, Sketch Up and Vectorworks.

Vehicle traffic management

A vital task of site management is the control of traffic in the streets and roads areas
surrounding the event location. The hazards of mixing of excited crowds and vehicles is
self-evident. For events held in established entertainment venues traffic control is usually a
minor matter. However, for events held on sites usually used for other purposes, e.g. parks,
streets, other public areas, traffic control becomes a serious responsibility for the event
management and liaison with a range of authorities and compliance with a variety of
regulations is mandatory. The supervision of an approved Traffic Management Plan will be
required and qualified staff will be needed to implement the plan. Emergency services need
to be informed of any traffic alterations from the norm, such as the blocking off of public
streets.

Traffic control has to occur for five distinct spheres:

public transport
private vehicles
pedestrians
service vehicles – contractors, performers, staff, VIP
emergency vehicles.
Each must be kept separate from each other, in both external (outside the event’s
boundaries, but in the immediate vicinity) areas and internal (including service, restricted
access and public) areas.

Crowd/traffic-separation related issues

The basic principle is to keep all vehicles at a safe distance from pedestrians. Service
providers requiring essential access should be identified in advance and checked before
being allowed through. There should be access control, careful landscaping, traffic-calming
measures and robust, well-lit barriers or bollards. Ideally, non-essential vehicles should be
kept at the maximum possible distance, at least 30 metres from the event entrances.

A traffic management plan will be required and qualified staff will be needed to implement
the plan. The example box outlines the regulation system in New South Wales and the
process for compliance.

Example: New South Wales events traffic control regulations

In New South Wales, the government has categorised events that require traffic control into
four classes.

Class 1 Event (e.g. New Year’s Eve, bicycle ride/fun run on major road network, Sydney
COD march)
Impacts major traffic and transport systems
Disrupts non-event community over wide area
Requires police, one or more councils and road traffic authority (RTA) involvement
Requires detailed traffic management plan (TMP) including traffic control processes (TCP)
with traffic control devices approved by RTA or council and widespread advertising
Class 2 Event (e.g. event blocks off main street in local community)
Impacts local traffic and transport systems
Disrupts non-event community over local area
Requires police, council and RTA involvement
Requires detailed TMP including TCPs with traffic control devices approved by RTA or
council and local advertising
Class 3 Event (e.g. on-street neighbourhood party)
Class determined by council in consultation with police
Does not impact local or major traffic and transport system
Disrupts non-event community in immediate area only
Requires local council, police and, when on an unclassified metropolitan road, RTA consent.
TMP including TCP/s required and local advertising is necessary when a road closure is
required
Class 4 Event (e.g. small ANZAC Day march, demonstration or parade under police escort)
Class determined by council in consultation with police
Requires police consent only Schedule 1, Summary Offences Act.
No TMP required, no advertising required
Role of major agencies in traffic control
Local council (first point of contact) – lead agency for special events
Sets initial event class in consultation with other agencies (at local traffic committee) on
classified and unclassified roads then council, following advice of LTC, issues conditions. If
any condition results in a metropolitan council (or a classified road event for a regional
council) exercising a ‘delegated function’ an RTA-approved TMP must be obtained.

Police-only agency involved in all four event classes

Police approval required for every event (Schedule 1, Summary Offences Act 1988); will not
approve event that carries risk to life/property; will cancel any event in an emergency (e.g.
adverse weather); with agencies are developing conditions of approval for ‘bicycle races’.

RTA – involved in events that impact major traffic and transport systems
Manages Special Event Clearways/Variable Message Signs (ads/towing operations);
approves council’s proposed regulation of traffic (Roads Act Sec 116) for all classified roads
and metropolitan unclassified roads via TMP on classified roads; RTA updates Road
Occupancy Database (in Metro Sydney Councils/Police/RTA) recommend that:

A qualified person (Work Site Traffic Controller) creates TMP (including Traffic Control Plans)
Traffic Control Devices must be properly approved (no tape and wheelie bins)
Traffic Control Devices installed under direction of qualified person
Responsibilities of the event organiser
The event organiser is responsible for:

Public liability insurance (indemnifying the police, council and the RTA);
Preparation of the Transport Management Plan and Traffic Control Plans, that are directly
linked to, and required by NSW WorkCover Authority to address the event organiser’s risk
liabilities in 1. above;
Mandatory advertising (managed by RTA) of road closures and, if required Special Event
Clearways as a direct result of the event to advise motorists of alternative routes;
Major and minor signposting for the Special Event Clearways, if required, (including large
advanced notice warning boards) and tow truck operations to ensure the event space is
available;
Traffic management equipment and staff which includes, but is not limited to:
supply and erection of pedestrian/crowd barricades, if required
supply and erection of road closure barrier boards
Certified Traffic Controllers, as required to execute the Traffic Control Plans mentioned in 2.
above;
Portable variable message signs.
Parking
If existing public parking facilities at the event location are inadequate, consider nearby
parking facilities. If it is needed to set up additional parking areas, certified traffic marshals
may be required.

Parking areas and vehicle entrances and exits should be indicated on the site plan and car
parking instructions communicated to patrons before the event or as they arrive. It may be a
requirement to submit a parking plan as part of the transport management plan. Some key
considerations are:

adequate lighting for the car park and the surrounding area
obstruction free entrance and exit area
clearly marked parking spots
a separate entrance and exit to encourage a directional flow of traffic
drivers encouraged to reverse into parking spaces if possible
controlled, signposted and marked walkways for pedestrians in the car park
shrubs and trees trimmed to minimise risk of physical injury and ensure maximum visibility
a separate parking area for staff, performers, media, stall holders and VIPs
surfaces well maintained and free of water, mud, oil
signage visible and able to be seen at night
allocated spaces for the disabled.
Marshals are required to ensure the smooth flow for participant parking. It will help to avoid
congestion and aggression if staff are available to direct drivers to parking spaces or
alternative parking areas. It will also assist traffic control if drivers are forewarned by
advance publicity about any limitations on parking space and about parking arrangements in
general parking areas are signposted well before the venue. Staff directing traffic should
wear distinctive (Hi-Vis) tabards or other clothing to distinguish them as event traffic control
personnel.

Secure parking
It is important to provide sufficient parking for people attending and working at the event. It is
sensible to provide a designated parking area for staff, contractors, stall holders, service
providers, performers and media, separate from the public parking. If site layout permits, it
may be possible to locate this area within the event enclosure. VIP parking should always be
in an on-site restricted secure area.

Ambulances, police vans and fire service vehicles should be provided with their own
dedicated parking spaces on-site. Power supply to these parking areas is usual. Provision of
on-site spaces should be made for medical staff. These parking areas should have directly
unimpeded access to the emergency exits and entrances.

Traffic and parking controls

Pedestrian routes from car parks must be separated from all other vehicle routes as far as
possible. Marshalls equipped with stop/go signs should control any location where
pedestrians cross roadways. Any areas where parking is potentially dangerous should be
physically cordoned off and the penalties for illegal parking prominently signposted and
enforced.

Public transport
For a significant portion of an audience public transport is used to get to and from an event.
For a major event it is crucial that the public transport services flow through the events
perimeter to the front of house without any disruption. It is of course absolutely crucial that
sufficient numbers of buses or taxis are provided. It is always preferable to overestimate
requirements than to have delays and overcrowding that can lead to people finding their own
way on foot through traffic areas.

An event that is serviced by public transport has the advantages of requiring fewer parking
spaces and a reduction in congestion on roads around the event.

A designated area for people to get off and on buses should be provided as close to the
entry and exit gates as possible. This area should be out of any other traffic streams. It
should be well lit and marshals should be provided to control queues and give directions.
Private vehicles should be prohibited from the area.

A separate taxi rank and drop off area could be provided. If Uber drivers intend to use the
designated area they should be obliged to apply for a special pass to be displayed on their
windscreen without which they will be prohibited from the area.

If the event is not accessible by scheduled public transport it may be necessary to provide
hired shuttle bus services and/or additional parking spaces. A drop-off and pick-up area for
private vehicles could also be provided. This is particularly necessary if the audience
includes the elderly, the very young and the infirm or incapacitated. This area could also be
used by taxis. This area should be separate from all other transport areas and parking
should not be permitted. It should not be used as an Uber pick-up area.

Event signage
A key safety element is the use of signage to communicate information and instruction to
both the event attendees and staff. Signs are required to provide essential information at
‘decision points’ – locations where attendees make choices or require direction. This is
particularly important for traffic and crowd control, and for emergency procedures. Clear,
comprehensive signposting at venue approaches, entrances and exits, and around and
throughout the venue is vital. The location of each sign and its content should be included on
the site map and listed in the safety plan.

There are seven types of signage used at an event:

External to the venue, giving directions and parking areas for different sorts of vehicles and
purposes, this signage should be easily read from a moving vehicle.
Internal directional and identification signs – ‘tickets this way’, ‘you are here’ boards, toilets,
restaurant, children’s play area.
Statutory emergency signage, e.g. fire exits. Note that emergency signage must be powered
independently of the site or venue power supply.
Hazard warning signs – with international symbols – flammable liquids, slippery floor, ‘now
wash your hands’ notices, evacuation and emergency procedures, first aid facilities.
Information signs – ticket prices, prohibited behaviour and items, restricted access areas,
programme changes.
Sponsorship and advertising signs.
General signs, e.g. ‘thank you for coming and have a safe journey home’.
Signs within the venues and leading to the venue need to be clear, direct, uncluttered and
easily visible. It is probable there are regulations and restrictions regarding where signs can
be located and fixed, and this should be investigated before placement. Care should be
taken with regard to their durability and how they are fixed, in case of rain or high wind.

Thought should be given to their size and legibility from a distance, and where they should
be sited, bearing in mind that once the customers have arrived their bodies may obscure the
signs.

It is useful if the height and sites for placing can be consistent so that the attendee becomes
used to looking at a particular height and in a particular direction for information.
Particularly useful are self powered variable electronic message signs with automatic
adjusting LED displays that allow remote modem message changes. They are easily
positioned and the wide view angle LEDs are highly visible at acute angles. These devices
are also available with CCTV surveillance cameras that can transmit to the communications
control room for both traffic and crowd monitoring.

On the schedule of work for the event it should be noted when, and by whom, signs are
going to be put up, checked regularly for vandalism, damage or loss; and removal at the end
of the event. Often these are the first and last on-site tasks.

It is important to locate directional signs appropriately and to orientate them correctly to

features on the ground at events, fixed maps are usually vertical and orientated for
architectural convenience, perhaps on a wall or in a prominent position along the edge of a
road or pavement.

A vertical map should be located so that buildings on the left of the map are to the left on the
ground, and buildings on the right of the map are to the right on the ground. Things at the top
of the map will then be behind the map board, and things at the bottom of the map will be in
front of the board. This is the most readily understood orientation, and should be used
whenever possible. Any other orientations require the user to revolve the map in their head,
causing difficulty in recognising the correct direction.

Compare the orientation of map boards with the signs used on main roads. When
approaching a road roundabout, there is usually a sign indicating the exits from the
roundabout. This always shows the driver entering from the bottom of the map, so that
points straight ahead are at the top of the sign, while the left of the sign indicates a left turn
and the right of the sign indicates a right turn. It is rare to see a roundabout sign where the
driver enters from the right, the left or the top.

Signage must be thoroughly thought through in advance and installed correctly. It must not
be unsuitable, inadequate and illegible, or look hurried and temporary. Signs should have a
corporate feel about them, and be made to look similar and professional. Uniformity in their
design enables the customers to recognise at a glance what is being said. Different colours
could be used to denote different types of signs – for example, a certain colour could be
used for directional signs and another colour to denote room and space identification. Care
should be taken with certain colours, because of colour blindness. Providing key information
in languages other than the primary language of the attendees can eliminate confusion and
the use of internationally recognised symbols is essential for emergency and hazard
signage.

Presenting too much information can be as dangerous as presenting too little (O’Toole and
Mikolaitis 2002). Signs are meant to communicate, and if too much information is given and
causes confusion then it has failed in its purpose. Acronyms and symbols should only be
used when it is expected that all attendees will understand them.

Similarly, it is important to check the signs for error or poor wording. Do not rely on an
external supplier to spot grammatical errors; there are far too many examples of stupid
mistakes with wording – e.g. ‘Service entrance – do not enter’; ‘Yield to Peds’; ‘Disabled
Door’; ‘Don’t Do That’.

Entrances and perimeters

For crowd control purposes an event site with secure boundaries is greatly superior to open
access. It enables the organisers to regulate who is in the event site and control behaviour.
Controls will be necessary at access points to prevent illegal entry to the venue,
gatecrashers or unwelcome persons, and the entry of undesirable items.

The style and quality of perimeter security will depend on the risks and vulnerabilities
identified in the event’s security assessment. If any searching of persons or vehicles has
taken place then a robust perimeter must be maintained in order to have full confidence in
the security regime applied. Where possible, use existing structures to contain an event
area.

Temporary fencing will require supporting processes such as patrol, CCTV coverage and
alarms to ensure reduction in risk. Equally, any temporary fencing must adhere to health and
safety legislation, and fire regulations, remembering safety must always have priority over
security.

Careful consideration should also be given to the location of barriers, to ensure that they
assist event personnel – i.e., the authorities and stewards – with crowd management and
control, rather than acting as hazards or obstructions.

Barriers and fences

Water-filled barriers are polyethylene composition containers that are light and easy to move
into position, but when filled with water are able to withstand low speed vehicle impacts. Pin
connectors allow the barriers to be installed straight or curved.

Temporary chain mesh fence panels on rubber post feet are the most commonly used
temporary fencing for outdoor events to provide secure site compounds. Supplied in
standard 2.1m × 2.6m or 2.1m × 3m panels, installation by experienced crews is a rapid
procedure. The modular construction means that gates for access at any section are easily
inserted. A major advantage of this form of fencing is that it can be used to create secure
crowd funnels and walkways that can be quickly widened by staff or in an emergency
pushed over to release crowd crush situations. Care must be taken to inspect fence
components during erection. The wire mesh often breaks away at connection points creating
a jagged projection into walkways that can cause nasty cuts or damage clothing.

Fences are often covered with opaque plastic or cloth to give an impression of solidity. The
notion is that by creating an illusion of being confined between walls and not being able to
see options on the other side of the fences, the crowd will be docile and obey instruction. It
also prevents the taking of short cuts and enables security staff to easily see occurrences of
fence jumping.
External lighting provides an obvious means of deterrence as well as detection, but take into
account the impact of additional lighting on the neighbours. If it is carefully designed and
used, external lighting will help security staff and improve the capabilities of CCTV systems.

Entrances and exits

All events will require space for the arrival and departure of the audience, participants and
performers, suppliers and volunteers. The varying movements of each of these groups must
be controlled as they pass through the event, to eliminate bottlenecks, overcrowding and
hazardous situations. Excessive numbers concentrated around an entrance or exit point,
where flow rate is naturally reduced, can easily result in overcrowding and increased crowd
forces, ultimately leading to trampling and crushing (Sime 1995).

The box office entry gates/doors will need monitoring to ensure easy control of queues and
the selling and checking of tickets. Security controls will be necessary to prevent
gatecrashers or unwelcome persons, and the entry of undesirable items.

The entrance to an event should be large, spacious and well signed. Space is required for
ticketing, bag check and security assessment. To prevent crowding and facilitate pedestrian
movement, venues should provide several dispersed entrances and exits rather than one
central access. Pauls (1984) suggests the key factors which must be addressed for safe
crowd ingress are:

location and number of entrances

separation of ticketing and admission areas
risk of excessive crowd concentration
design of doors to allow maximum ingress and egress
a separate door for entry and exit should be used to separate opposing crowd flows
exits should be wide enough to accommodate groups of people, so as to prevent the group
having to disperse upon exiting and, subsequently, having to wait for all group members
before leaving.
Fruin states “dispersed and equally balanced ingress and egress points are preferred over a
single centralised location. The influence of external facilities on the volume and direction of
movement must be considered” (1984: 4). He recommends a balanced ingress (or egress)
system in which the entry and exit points are distributed around a site and not focused on
one shared system.

The exits should allow people to leave a venue easily and quickly. Because of the shorter
time span at the end of the performance, pedestrian facilities are taxed to the maximum, and
dense crowding often occurs. The site design must ensure that they can pass through the
system at the same speed throughout its length. Potential obstructions and routes that have
limited space must be eliminated.

Internal site movement control

Once they have entered an event, there may be a constant physical flow of people and
materials around the site. To ensure crowds do not block entrances, exits or pedestrian
flows, significant planning is required to organise how the crowd is going to be distributed
inside the venue to include preventive measures to avoid injuries and systems to ensure that
the venue will not be overcrowded. Well-designed auditoriums and festival sites
characteristically have direct lines of patron flow and clear lines of sight. Circuitous and
narrow passageways, ‘dogleg’ routes, obscured doorways and stairs, and ambiguous
pathways create confusion, and in an emergency flight response situation, have the potential
for disaster. In such emergencies ‘the-line-of-sight’ becomes ‘the-line-of-flight’.

As Fruin (1984) noted, spatial features that are typically implicated in dangerous crowding
incidents are those that rigidly confine people within an inadequate space, or are not
properly designed for crowd pressures and efficient mass movement. This includes corridors
and stairs of inadequate width, insufficient numbers of doors or gates, escalators and
protective guardrails that are either too low or not provided at all. Minor design deficiencies
that present no apparent problems under normal traffic conditions can be accentuated in
crowds, potentially triggering more dangerous, ‘chain reaction’ or ‘ripple effect’ accidents.

Stairways, gangways and ramps

Significant planning is required to organise how the crowd is going to be distributed inside
the venue and not block entrances, exits or pedestrian flows. Stairways, gangways and
ramps should be designed to ensure a steady flow along their length. Fruin states
“arrangements that result in unbalanced use of egress or ingress routes, dead ends, or
similar confusing and irregular pathway choices, are not acceptable” (1984: 3).

Crowd movement is eased by roundabouts and strategically placed obstacles, such as

railings, trees or columns, all of which are flexible but have the same psychological effect as
a wall, used as wave breakers, preventing large crowd pressures building up, and
encouraging lane formation (Helbing et al. 2005). Corners in corridors should be rounded,
rather than angular, and obstacles smoothly contoured. Line-of-sight paths should be made
as long as possible, allowing individuals to see their destination and, thereby, more likely to
choose the most direct route and to move quickly.

Site design must consider gradients, escalators, approaches to stairways, segregation of

conflicting flows of people, widths, hand rails, lighting and the length of flights of stairs.
Gradients are particularly problematic, movement down an incline poses risks where
stumbling, pushing and congestion may cause sudden, uncontrolled surges downwards.

Differences in the traffic characteristics of pedestrian facilities should be carefully noted.

Stairs have less capacity than corridors or ramps, and backups will develop where the two
intersect. A stair that has the same overall width as an escalator has about the same
pedestrian traffic capacity, but the escalator has the more dangerous mechanical delivery
characteristic. For this reason, the entrance and exit approaches of escalators must be kept
free of obstructions or conflicts with other traffic flows.

Space should be allowed for crowds observing a particular event or gatherings around a
particular point of interest – such as a street busker – where ring structures result,
emanating outwards from the point of interest.

Auditorium
For auditorium control the crucial consideration is of course the audience size, and if they
are sitting or standing. Sightlines are of major importance. Jostling for a view is a major
cause of crowd disturbance and crush. Each member of the audience should be able to see
what is happening on the stage or performance area.

If the audience is standing, punter barriers will be required to restrict access to the stage and
to protect the audience in the case of crowd surges. Additional infrastructure and equipment
requirements may include crowd barrier protection for lighting, audio and vision mixing
positions power supply equipment, platforms, gantries and lighting towers.

To prevent overcrowding in a particular auditorium or big top within a multi-venue event site,
entry control can be a solution. Means of restricting entry could be by security staff or ushers
simply stopping entry after capacity has been reached, or a limited number of tickets to the
performance space are issued. This of course relies on the entrance to the space able to be
closed.

There must be obstruction-free space around emergency exits. The emergency (crash)
doors must never be locked and the exterior area of the doors must be clear of any
impediments, well lit, and have appropriate signage.

Seating
The type of seating required is dependent, to a large extent, on the type of event being
organised. As a guide it is recommended that:

individual movable chair seating should not be used in enclosed and restricted facilities at
events for more than 2,000 people
individual movable chair seating can be used in unconfined, outdoor areas
general admission seating can be used for events that are expected to attract a disciplined
and orderly audience
reserved seating should be the only seating allowed for those events that attract excitable
and competitive crowds
special facilities should be provided for handicapped patrons
the legal capacity level of each area should be prominently displayed for public viewing and
enforced.
There must be enough space between rows of seats to enable people to move freely without
disturbing others. To reduce the evacuation time in an emergency situation, adequate aisles
between seats and down the walls of the auditorium is essential.

Location of stages
The safe location of stages or other performance areas in multi-venue festival sites is
dependent on crowd flow through the site between stages and backstage ingress and
egress from restricted access perimeter service roads. If several attractions may be taking
place at the same time, avoid placing popular attractions close together, or near entrances
and exits, and where traffic will slow down. The other stage location considerations of noise
spill, closeness to amenities, etc. must be secondary to crowd safety concerns.

Accommodating special needs

There may be people attending who have difficulty with the written word, have vision or
hearing or speech impairment, have mobility difficulties, or are from other cultures. For those
with difficulties with movement, all entrances and routes should be kept free of obstructions,
and ramps, stair lifts and kerb lifts provided. The idea is to provide a ‘continuous pathway’ of
uninterrupted travel to or within a venue that provides access to all required facilities for
non-ambulatory people. These pathways should be clearly indicated on the site map and
signage erected. This concept is extended by ‘access precincts’ to incorporate those areas
linking public and commercial service providers to allow a precinct to be used as
independently as possible within the limits of a person’s disability.

A useful aide memoire for an event manager when considering special needs includes the
following:

use large-print signage and/or braille, site signs positioned at the right height for wheelchair
users to provide information about the services provided
consider different types of fire alarm systems for those who are hard of hearing
provide special communication devices for use during the event
where possible, remove physical barriers to ensure access to all buildings and elements of
the event
provide special seating or viewing areas
consider the width of the aisles, the gradients to be covered, the dimensions of gates and
doors to be passed through, and their ease of opening
install accessible toilets and washing facilities
add handicapped parking places with easy access to the site
discuss with a range of people with difficulties what they feel would be useful to make their
visit to the event more comfortable and enjoyable.
Facilities and stalls
Certain elements of the event should be next to each other, and their relationships should be
considered carefully – for example, the closeness of catering to waste facilities, or
auditorium and toilets.

Concession stalls should be located so that people have to pass by the stalls many times as
they go from one attraction or venue to another but without impeding the crowd flow. Food
stalls will require water for cleaning, waste collection, and power for lighting, cooking,
refrigeration, etc. These services must be supplied and installed by qualified and licensed
contractors. The setting up of all stalls, particularly food stalls, must be supervised to ensure
compliance with health regulations. The prime risk for attendees is food poisoning, but spills
of hot cooking oils, or other liquids, cuts from broken glass, and slips on fallen food or
rubbish are other potential hazards.

Stall holders will need a secure back area behind their stall for storage and parking. Ideally
there should be a restricted access service road running behind the stalls which has its entry
separated from the public entry. Service access is used constantly during a festival and
requires monitoring and control.

Restricted areas
There should be clear demarcation between public and restricted areas of the event site,
with appropriate access control measures into and out of the restricted areas. These areas
could include:

stage, backstage and green room

audio and visual control/mixing desks
box office
administration communications office
emergency operations centre
staff rooms and toilets
media room
equipment storage
generators
support scaffolding for temporary structures
first aid and medical posts
stall holders’ rear access
waste exchange area
emergency access
emergency parking
staff, performer and VIP parking
if alcohol is being sold, the sale and consumption must be in an age restricted fenced area
with clear signage showing where and under what restrictions alcohol can and can’t be
served.
It will be necessary to allow only authorised personnel to enter restricted access to the event
support facilities and performance areas. Fencing, barriers, signage and security staff may
be required to make sure the boundary between public and private areas of the event is
secure. Security may involve lighting, human resources, dogs or other techniques.

Access points to restricted areas should be kept to a minimum and clearly sign posted
access points may include backstage gates/doors, emergency gates/doors, sub-contractor
gates/doors. Ensure there are appropriately trained and briefed security personnel to
manage access control points or alternatively invest in good quality access control systems,
especially in VIP or restricted access areas.

Entry and exit procedures should allow legitimate users to pass without undue effort and
delay. Ideally, adopt a photo ID card access control system which varies in appearance for
the different levels of access across the site. Security staff should be instructed what to
examine when checking passes and this should be quality assured through testing. Ensure
staff are fully aware of the role and operation of the restricted access control system. The
installer of an electronic system should provide adequate system training.

Backstage
The backstage area must be a secure restricted area fenced off from the general public
areas of the site with its own supervised and security controlled gates, parking and security
checkpoints. Performers, stage crews, staging sub-contractors, VIP and media will access
the event through these gates.

The backstage area is where staging equipment and props are unloaded from transport and
stored when not in use. Often power generators for the stage are located in this area.
Unloading and equipment handling areas will need to be well lit, have level hard surfaces, be
free from obstruction, be separated from working areas and walkways, and have adequate
materials handling equipment. Adequate facilities need to be available for storage and
loading resources which need to be distributed during the run of the event. Items need to be
secure, particularly if the event is in an open space, subject to pressure from people or
vulnerable to weather changes.

Figure 6.2 Side stage access control fencing – note covering to prevent public view of
backstage.

Only staff with tasks in the area should have access. An access pass applied for in advance
of the event should be issued to performers, performers support technicians and
accompanying persons, VIPs, media, etc. who will normally enter the event via the
backstage gates. It is good practice that sign-on sheets are used to record the ingress and
egress of everyone using the backstage gates. At the worst, a sign-on sheet can be used as
evidence in contract disputes, at the best it gives the stage manager quick information about
who is on site and who is missing.

The backstage area is usually the responsibility of the stage manager who will often
delegate artist liaison staff to make contact with the performers on arrival, give them the
appropriate run sheets, introduce relevant crew members and look after their needs while on
site.

Green room
It is usual to have a dedicated backstage space for performers so that they can prepare and
rest between performances. This is usually called the green room. There are often several,
sometimes with different levels of comfort and facilities. In general, the room will be lockable,
with toilet and washing facilities, make-up mirrors, clothing racks, and food-serving benches.
If possible air conditioning and a fridge should be provided. The green room is also for the
provision of hospitality to the artists – i.e. food and drink. It can also provide a place for
storage of performer’s equipment and personal belongings. The quality of a room and the
length of time a performer will occupy a room will be items in their contract and will depend
on their status. Often a VIP will be allocated a green room for their use while attending the
event.

Green rooms are often carelessly managed, with food left uncovered and unrefrigerated,
alcohol and illicit drug use common, and there is the possibility of slips from wet floors and
overloaded power sockets. Many performers travel with an entourage that can include,
personal assistants, publicists, stylists and bodyguards. It is important to establish the
numbers, roles and identity of these persons as they will be occupying the green room and
backstage area.

The green room area will need to be a secure restricted area within the already limited
access backstage area sealed off from the general public areas of the site. It will need its
own security controlled gates or checkpoints with access only given to those on a
pre-submitted list of names. Only performers and their entourage, key members of stage
crews, senior event management and media will access the green rooms.

Stage
The performance area, arena or stage is one of the most hazardous and strictly controlled
environments at an event. Access to the stage, and the immediate side and rear stage
areas, must be stringently limited to the stage crew and performers and rigorously enforced.
Even the famous triple A – Access All Areas pass should not allow right of entry to a stage.
Permission can only be granted by the stage manager, who should also have the authority to
remove anyone, even a celebrity performer, VIP or senior staff member from the stage if that
person is regarded as causing a hazard or nuisance. At some events, VIPs and performers’
entourages are permitted to view performance from a special area side-stage.

It should not be possible to gain access to the stage from the auditorium. Security staff
should be placed on the auditorium floor at the stage apron behind stage barriers. The
number of security staff and the type of stage barrier required will depend on the volatility of
the crowd and the style of performance. At the most extreme events, one guard every 3
metres, and 2-metre high punter barriers, are common.

On-site facilities and services

The placement of facilities in the event site should be assessed not just for convenience of
construction, but by identifying and evaluating risk hazards that could lead to an injury.

Site lighting and power requirements

If the event is to be held at night or in a dark venue, it is essential to ensure there is enough
light to see walkways and exits. Back-up generators are needed to provide adequate lighting
in case of blackout. It is advisable to have the services of a qualified electrician on site in
case problems arise with lighting equipment. Even in venues darkened for the performance,
lighting should always be adequate to identify exits as well as corridors and aisles leading to
them. Auxiliary battery power or generators should be installed to provide light in a power
outage and to power the public address system. The latter may permit directions to be given
to spectators in a power failure, thereby alleviating panic.

As many concerts are performed with only stage lighting, access to the main lighting or
house lights is essential in case of an emergency. The location of the controls for these
lights, and the operation of the controls, must be known and easily accessible for those on
site who are responsible for emergencies.

Areas of the site that will need lighting include secluded areas that might be used for
urination, settling arguments by fights, sexual predation, drug deals and other offensive acts.
Parking areas and public transport waiting areas also need lighting.

Power supply
One of the most hazardous items of equipment commonly located in areas of the event
accessed by the public are those that supply power to the site.

Mains grid power is provided to the event by distribution boards connected to the grid by 3
phase transformers. The hazards arise from poorly connected leads, overloading (a constant
problem caused by stall holders) faulty and unearthed devices plugged into the board, and
faults in the boards themselves. The risks of electrocution and fire is high.

Most outdoor events usually rely on truck-mounted mobile generators (gensets) that can
power their entire operation and can provide their rated output 24 hours a day. These large
gensets are exceptionally complex pieces of equipment. They may include sophisticated
transforming and computer-controlled switching equipment, natural gas pressurization
compressors, extensive sound insulation and muffler baffles and a wide array of other
seemingly ancillary equipment. The large diesel engines that power many gensets – both
mobile and permanent – typically feature oil and water-heating and circulation systems so
that they are ready for instant start up at any time. Testing and maintenance of gensets is a
significant consideration. Maintenance and testing are typically done by equipment vendors.

Large generators need to be refuelled a couple of times a day, and the greater the load they
are under, the bigger the volume of fuel they consume. In the case of diesel-fuelled
generators, this means refuelling trucks need to have ready access to wherever the
generator is located. So, added to the risks of electrocution is the presence of highly
flammable liquids which will require secure flameproof storage.

Stages, platforms and other performance facilities

One of the factors determining stage configuration will be the expected behaviour of the
crowd. While classical music and ballet performances usually attract a mature and reserved
audience, teenage and sub-teen fans at rock concerts have been known to storm the stage
in order to touch their idols. Such incidents, apart from being disruptive, have caused
injuries. It is therefore necessary for event planners to understand the audience that a
particular performance will attract.

Stages are usually elevated above the floor or ground, to provide a better view of the
performance, especially for spectators farther back. This, in itself, impedes those who would
rush the stage in an attempt to touch a performer. However, a stage or a platform alone is
usually insufficient to deter determined and agile spectators, and an additional physical
deterrent is needed.

For live music concerts with a standing audience an effective practice is to erect a ‘V’
shaped barrier in front of the stage to deflect patrons to the outside of the stage should any
surge come from behind. It also provides an additional barrier to prevent spectators from
reaching the stage. Security staff can be positioned in this spectator-free zone, or should be
able to gain access to it quickly at either end if necessary.

A punter barrier is an L shaped metre and a half high fence mounted on a 3 metre long foot
that extends towards the audience. The audience weight on the foot – the horizontal part of
the L – prevents the fence – the upright part of the L – from being pushed over. Often there
is a raised walkway on the stage side of the barrier that gives security staff a height
advantage over the audience.

Barriers and fences used for indoor concerts can be utilised in an outdoor setting. However,
opaque board fences are often erected instead. Board fences have the added benefit of
providing a walk space on the spectator side of the fence as well as behind. As most outdoor
concerts do not have seating, spectators in the front rows seated on the ground have to take
a position several metres back from the fence, to allow for a sight-line over the top of the
fence to the stage. This area permits emergency access to the front rows of spectators.
Any stage protection barrier must be capable of a certain amount of flex in order to prevent
the crushing of spectators in the front by a crowd surge from behind. At the same time it
must be sufficiently solid to prevent collapse and the associated injuries. Fences installed
often fail to address this two-fold requirement. Barrier posts must be securely anchored to
the floor, not merely mounted to freestanding bases. They should also have some padded
protection.

The front skirt around the base of a stage can be constructed so as to breakaway under the
pressure of a crowd surge, thus allowing spectators to be pushed under the stage rather
than being crushed against its base. It is important to note that this idea is not practical
where there is less than 2 metres clearance beneath the stage, due to the potential for head
injuries should a spectator collide with the stage. It should be stressed that use of a
break-away stage skirt does not remove the requirement for a barrier in front of the stage,
and should be seen only as a backup should the barriers fail.

Temporary structures
Due to their transitory nature, many events require easily-constructed temporary structures.
This includes the stage platform itself, as well as towers to house speakers and floodlights,
temporary seating (bleachers), dance platforms, roofs, towers and masts, viewing platforms,
marquees and large tents, and artistic or appearance items such as archways, overhead
signage and even sideshows.

It is essential that all such temporary structures be designed and erected with a margin for
safety and a view to potential hazards. This should be done under the supervision of a local
government inspector, and must conform to local government building and/or engineering
specifications.

Temporary structures are often hurriedly erected as access to the venue may only be
permitted a short time before opening, and they are usually designed for rapid removal at the
conclusion of the event. In addition, these temporary structures are frequently neither
designed nor erected to withstand other than intended use, therefore little or no safety
margin is incorporated. High wind or spectators climbing for a better vantage point can
overstress the structure. A number of accidents have occurred in the past when such
structures have been poorly designed or constructed.

Temporary structures should also be inspected periodically during events of longer duration.
Any that may be used for other than their intended purpose should be signposted and/or
secured to prevent inappropriate use or access.

Doors and windows

If using a temporary building structure as a location for an event, a survey of the existing
doors, windows and build materials could be made to identify any safety and security
deficiencies. External doors should be strong, well-lit and fitted with good quality locks where
possible. Due to the temporary nature of these structures extra security staff or other
appropriate security measures may be required. Doors that are not often used should be
internally secured ensuring compliance with relevant fire safety regulations and their security
monitored with an alarm system. As a minimum accessible windows should be secured with
good quality key operated locks.

Seating
Seating in a theatre, arena or similar location often combines the standard fixed seating, with
additional foldable or stackable seating on the central floor, whereas temporary seats are
often not secured to the floor or to one another. While this may not present any problems
with sedate audiences, more enthusiastic spectators may pose difficulties. Persons standing
on the seats for a better view are susceptible to injury if balance is lost or they are jostled. In
such instances, other spectators can be affected, sometimes caused by a ‘domino effect’ in
closely spaced chairs with potential for a significant number of injuries. If an audience
becomes hostile, portable chairs can be used as dangerous missiles.

Portable, folding or stacking chairs should be secured to the floor and to one another. Where
this is not possible, attachment of the legs of each row of chairs to two long planks, one
running under the front legs, and one running under the back, is an alternative solution.

Loading
The collapse of temporary scaffolded raked seating caused by poor construction or inferior
materials has caused severe injuries and deaths on many occasions. There is a limit to the
load capacity of any structure, and precautions should be in place to prevent overloading.
Any viewing platform or vantage point, such as a building veranda or balcony, can be the
source of a major incident if spectator numbers are not properly controlled.

The bases of temporary scaffolded structures must be protected from damage by vehicular
traffic or have buffer zones designated around them. Restrictions must be enforced to
prevent persons climbing them from the sides or rear, and access to underneath the
scaffolds must be forbidden and prevented by fencing.

Toilet facilities
It is essential that there are sufficient toilet facilities at the event for the number of expected
attendees. If alcohol is being sold, this could increase demand. If there are not enough
permanent toilet facilities at the site there will be a need to provide portable toilets.
Discussion should be held with a reputable supplier about the number and placement of
toilets, and arrangements for emptying during the course of the event, as required. A visit by
the supplier to the site before the event would help them to assess the requirements. Toilet
locations should be:

Figure 6.3 Portaloos and restricted service areas.

well-signposted
well-lit (including surrounding area) if night usage is expected
serviced (including pump-out of portables) on a 24-hour basis during the event (vehicle
access is obviously necessary)
located away from food storage and food service areas.
In determining the number of toilets to be provided for particular events, the following criteria
should be considered:

the duration of the event

the type of crowd
whether the event is pre-ticketed and numbers known or un-ticketed with no crowd estimates
peak times at the end of programme items, consider staggering finishing times where there
are multi programmes
whether alcohol will be consumed.
Calculating the number of toilets required for an event is a matter for conjecture and there is
no uniform standard. Where local laws or regulations do exist these must be applied. The
following tables should only be taken as a guide.

Toilet facilities where alcohol is not available

Number of male patrons WCs Urinals Hand Basins

Up to 250 1 2 2
Up to 500 2 4 4
Up to 1000 4 8 6
Up to 1500 6 15 10
Up to 2500 8 25 17

Number of female patrons WCs Hand Basins

Up to 250 6 2
Up to 500 9 4
Up to 1000 12 6
Up to 1500 18 10
Up to 2500 30 17
Toilets for disabled patrons

At least one unisex toilet for disabled people is required per 500 patrons

Toilet facilities where alcohol is available

Number of male patrons WCs Urinals Hand Basins

Up to 250 3 8 2
Up to 500 5 10 4
Up to 1000 9 15 7
Up to 1500 10 20 14
Up to 2500 12 30 20

Number of female patrons WCs Hand Basins

Up to 250 13 2
Up to 500 16 4
Up to 1000 18 7
Up to 1500 22 14
Up to 2500 40 20
These figures are for events of 8 hours duration or longer. The figures may be reduced for
shorter duration events as follows:

Duration of event: 6 to 8 hrs – reduce the toilet requirement listed above by 20 per cent
Duration of event: 4 to 6 hrs – reduce the toilet requirement by 25 per cent
Duration of event: less than 4 hrs – reduce the toilet requirement by 30 per cent
In an outdoor setting, it is a relatively simple matter to provide additional toilets by hiring
temporary, portable toilets. This solution may not be suitable for indoor settings, for which
provision of additional toilets may be more difficult. One possible solution is to convert some
men’s washrooms to women’s for events where a predominantly female audience is
anticipated or vice versa. As a means to overcome long line-ups, particularly at female
toilets, some organisers provide additional, unisex toilets to be used by either males or
females.

Food vendors and staff toilets

Separate toilets and hand washing facilities should be made available for food handlers and
staff in an area off limits to the public. Toilet facilities will also be required backstage.

Maintenance
Organisers should ensure that adequate cleaning supplies are available for cleaning staff.
Cleaning schedule for toilets and hand-basins should ensure:

an adequate supply of toilet paper and soap;

cleaning of toilets to a suitable timetable;
provision for disposal and removal of sanitary napkins; and
availability of plumber or appropriate maintenance person to repair or remove blockages.
Pumping out should be conducted on a regular schedule via a restricted access service road
running behind the line of toilets. If necessary pumping facilities should be provided and
maintained for the ongoing storage and disposal of sewage.

Figure 6.4 Toilet queue – ideally the wait should be no more than 10 minutes.

It is good practice to have an attendant in the toilet area to manage unacceptable queues,
and report maintenance and first aid problems. Security staff should be present to
discourage the selling and use of drugs in this area. Where no attendant is present, toilets
should be regularly patrolled.

Campgrounds
Facilities provided in campgrounds should be adequate for the number of people present.
They should be adequately lit at night and kept clean. Access to the facilities should be
maintained and the pathways kept clear. In addition to the provision of showers and toilets,
adequate signage, litter bins and litter clearance must be arranged. There should be
constant patrols by security staff throughout the period the campsite is occupied. Instances
of theft, intrusions on privacy, constant disturbance of other campers, should result in
warnings or expulsion.
There may also be a fire risk at campground settings in country and bushland districts.
Provision must be made to ensure fires are restricted or banned altogether during periods of
high fire risk.

At events where the duration is overnight or longer, hygienic washing facilities should be
provided. Suggested minimum requirements for facilities for camp grounds based on 2–3
nights camping are as follows:

Sex WC Urinal Hand basins Shower

Male 1 per 50 1 per 100 1 per 75 1 per 100
Female 1 per 25 N/A 1 per 75 1 per 100
Water
It is vital that free drinking is water available to attendees, participants, staff, volunteers,
contractors, performers, etc. at the event particularly if:

large crowds are expected

the weather is likely to be hot
participants are required to walk a long distance e.g. in a parade
there is the chance participants will overheat (e.g. if there is a mosh pit, vigorous sport)
possibility of dehydration from alcohol and drugs.
It is a legal requirement that there is free drinking water readily available when selling
alcohol.

It is also important that sufficient water supply, under pressure, is available for food
concession stalls for food preparation and cleaning, for toilets, for dust control, and, for
emergency services in case of fire.

Waste management
Even small events can generate large amounts of waste. It is probable that there is a
requirement to submit to the local council a waste management plan as part of the event
approval application. Some aspects for consideration are:

waste receptacles – type, quantity and placement

emptying of receptacles – frequency, operational issues (e.g. how will waste trucks access
necessary pick up areas)
managing waste which has not been placed in receptacles (litter)
types of waste – food, paper, plastic, glass and cans
basic recycling bins
types of packaging used in order to minimise waste.
Food waste should be deposited in covered containers placed strategically around the
venue. Covers are essential, especially in outdoor settings or if high temperatures are
expected. Spectator density may prohibit access by garbage removal vehicles, so to prevent
containers from overflowing, containers should be emptied regularly, and waste moved to a
temporary, properly prepared holding area, until bulk removal at designated times or after
the event.
Arrangements should be made for the appropriate storage or disposal of empty containers
from backstage and stall holder areas. Special arrangements must be in place for the
collection and disposal of various forms of hazardous waste, including waste from food
preparation areas, ‘sharps’ and other hazardous materials. Where possible, specific
containers for recyclable materials should be installed.

Avoid the use of litter bins around critical/vulnerable areas of the event i.e. do not place litter
bins next to or near areas of crowd density, support structures. Review the use and security
of compactors, wheelie bins and metal bins to store rubbish within service areas, goods
entrances and near areas where crowds congregate.

All event sites should have in place an agreed procedure for the management of contractors,
their vehicles and waste collection services. The vehicle registration of each vehicle and its
occupants, should be known to the event security or management in advance.

Litter management
Litter, especially broken glass, can cause major problems at events. Not only is it unhygienic
to leave litter lying around but serious injuries can occur from broken glass and it may even
be used as a weapon or missile. In order to minimise these problems it is important that:

Figure 6.5 Industrial waste bins.

adequate litter receptacles are provided

a ‘no glass’ policy is considered
a container is provided specifically for the disposal of glass and sharp objects
a separate syringe disposal unit is considered
litter is collected regularly throughout the event.
A major consideration is a provision for the safe disposal of needles, syringes and other
sharps away from the reach of children.

On-site first aid – emergency medical aid

At most events there will need to be sufficient emergency medical staff, facilities and
equipment to handle routine accidents and crowd incidents. Lives have been unnecessarily
lost at events by the lack of simple equipment such as stretchers and oxygen. Preventable
deaths have occurred because of lack of knowledge of treatment for overdoses, heart
attacks, falls and burns. There is an obligation to provide treatment for non-life threatening
but distressing injuries suffered by attendees, staff and service providers. Experience from
events has shown that most casualties are from:

heatstroke, dehydration, respiratory distress

age-related illness
illicit drug and alcohol abuse
cuts from broken glass and drink can ring pulls
injuries from missiles, usually bottles and cans
fainting and exhaustion from a combination of hysteria, heat and alcohol
and at concerts, often at or near the stage barrier: trampling or crushing from crowd
pressure; crowd surfing and stage diving; epilepsy attacks brought about from strobe
lighting.
Planning for medical aid services begins with establishing what level of on-site medical care,
if any, is expected to be needed given the nature of the event; and, what mix of medical
personnel will be required on-site, for example, first aiders, paramedics, nurses, doctors. The
extent of the on-site medical facilities required is dependent on:

the number of people likely to come

the temperature and weather
the density of the crowd
the length of the programme
the type and level of audience participation
the proximity to local services (doctors, hospital, ambulance).
The crucial factor is the type of audience expected. They might be disabled or elderly and
therefore not in the best of health. Young audiences bring their own problems in that they
may be excitable and vulnerable to dehydration, hyperventilation and crushing.

Medical teams
When considering the size and type of medical teams required the questions are:

How many teams are needed? For example, is one ambulance per 10,000 people and 1–2
doctors per 50,000 too much or not enough?
Who can see, treat and discharge patients?
Will there be peak periods or special circumstances requiring additional staff?
At small events, at the very least, a trained, certificated first aid officer should be on site at all
times, including the production periods of site set-up and bump out.

It is important to communicate with local emergency medical services, to establish their

response times and whether they can handle a mass crowd disaster.

First aid facilities

First aid posts should be dispersed strategically throughout the venue and staffed by trained
personnel. These posts need to be kept in a hygienic condition and contain adequate
medical equipment and supplies, hot and cold or sterile water and a supply of drinking water.
It is essential they have communication links to the communications control room, and their
own allocated team communications channel. Facilities should include first aid kits of
different sorts, including travelling kits, first aid rooms (or rest rooms, sick bays) and welfare
and drug counsellors. At large events, a medical centre should be equipped to provide
skilled response to cardiac, drug overdose, spinal injury cases and other emergencies. For
big venues, a large room or marquee might be used as a casualty station.

At some venues, first aid personnel are located under the stage or immediately back stage
to accept injuries suffered at the front of the spectator area.

Important considerations in the establishment of on-site medical aid posts are:

they should be within 5 minutes of all sections of crowd, but located in as quiet a place as
possible
there should be a mode of transport to the aid post from all areas of the site
medical aid posts should be clearly sign-posted from all directions, clearly identified with
illuminated signage, marked on site maps
the location should be known by all security and other event personnel
they should be stocked and staffed for the duration of the event and for spectator arrival and
departure periods
facilities should be provided for injured or sick patients to lie down; with privacy in clinical
areas
there must be a means of communication with the primary medical control point, mobile
medical teams in the venue, event organisers, security and other support staff
there must be a means of communication available for attending medical personnel to
communicate with off-site medical staff and ambulance services
provision for the storage, collection and disposal of clinical waste is required.
Other considerations are:

how will medical staff be fed, watered, rested and protected from the elements
work safety for the medical team including standard occupational health and safety
provisions, and protection from violence
medical teams should be provided with maps of the venue
arrangements for easy movement of medical teams onto and off the site
medical team members’ attire should make them easily identifiable
first aid kits need to be checked regularly to see if the medicines, dressings or equipment are
current, in the case of medicines, sufficient and appropriate.
Coordination questions are:

Will medical staff operate in a facility to which the injured must make their way, or will clearly
identified medical teams patrol spectator areas?
How will medical staff be notified of or summoned to spectators requiring assistance in
widespread spectator areas?
How will medical supplies be transported, including secure on-site storage of drugs?
Will there be vehicles to transport spectators to the on-site medical facility?
First aid officers should always record treatment in a register. Normally, this would include
the injured person’s name and occupation; the date, time and place of the accident; how the
accident occurred and what the injured person was doing at the time. The record will also
include the nature of the injury, a brief description of the treatment given and the name of the
person who gave it.

Figure 6.6 First aid post.

It may be the case that an injury has occurred and been treated without the knowledge of the
person’s family or friends who may be on site at the event. Medical staff will need to contact
them to obtain knowledge of any outstanding medical conditions, to tell them about the
treatment applied, to take the person home or to their own doctor, or if the person has been
sent off site to a hospital.
Use of the sound system used by the performers may appear to serve the internal
requirement, however, there have been occasions when those responsible for it have
refused to allow its use except during the change of performers. This has resulted in the
delay of public announcements such as requests for next of kin of injured spectators. A
social media message system or use of electronic signage could be established instead.

Ambulance services
The relevant ambulance service must be consulted to determine ambulance requirements
for the event. Some considerations are:

Will ambulances be pre-positioned on-site, or will they have to be called to the venue on an
as-required basis?
If ambulances are on-site for participants, (for example at sporting events) are these
ambulances exclusively for participants, or will they be available for injured spectators?
Are the medical vehicles appropriate to the terrain? For example, regular ambulances for
road networks, 4-wheel-drive vehicles for off-road areas, golf carts or similar vehicles for
densely packed or widespread spectator areas.
Summary
Site design is essential to control hazards in traffic and pedestrian control, and operations
movement within the event site. It involves the design of traffic areas, and separation of
vehicles and pedestrians, and the location of crowd facilities and amenities.
Consultation is critical at all stages of the process, particularly with staff, contractors and
suppliers.
Accurate estimations of audience numbers will be vital when preparing the site plan and
set-up of an event.
A site inspection is essential to identify hazards associated with the venue or site in order to
plan effective safety measures.
Attention must be given to the provision of separated entrances and parking arrangements
for suppliers, staff and performers isolated from those used by the audience.
Controls will be necessary at restricted area access points to prevent entry of any unwanted
persons.
There will need to be preventive measures to avoid crushing at public entrances. Queuing
requires consideration on ways in which it can be dealt with effectively.
The needs of emergency services for access to, and egress from, the venue, as well as
movement around and within the site.
Sites suitable as evacuation assembly areas must be selected or created. The most efficient
evacuation routes to the evacuation assembly areas from different areas of the site or venue
must be determined.
The placement of prominent signage to direct the crowd for an evacuation is necessary.
For events held in unconfined spaces, such as parades on public streets, complete
cooperation between all public safety agencies and the event organiser is vital.
Site maps are communication tools that stakeholders the traffic flow through the site, the
location of activities, positioning of facilities and amenities, roads, barriers, doors and gates,
walls and fences, electrical connections and the amount of power available, cleaning and
drinking water, waste outlets, posts and pillars, and access roads etc.
The site map should indicate where everything connected to the event will be placed, and
how the attendees and the service suppliers will circulate through the site.
A traffic management plan for the control of traffic in the streets and roads areas surrounding
the event location will be required and qualified staff will be needed to implement the plan.
Public transport services should flow through the events perimeter to entrances without any
disruption.
A designated area for people to get off and on buses should be provided as close to the
entry and exit gates as possible.
Signs are required to provide essential information at ‘decision points’ – for traffic and crowd
control and for emergency procedures.
Clear, comprehensive signposting at venue approaches, entrances and exits, and around
and throughout the venue is vital.
Secure boundaries enable the organisers to regulate who is in the event site and control
behaviour. Controls will be necessary at access points to prevent illegal entry to the venue,
gatecrashers or unwelcome persons, and the entry of undesirable items.
The box office entry gates/doors will need monitoring to ensure easy control of queues and
the selling and checking of tickets.
The entrance to an event should be large, spacious and well signed. Space is required for
ticketing, bag check and security assessment.
To prevent crowding and facilitate pedestrian movement, venues should provide several
dispersed entrances and exits rather than one central access.
Spatial features that typically are implicated in dangerous crowding incidents are those that
rigidly confine people within an inadequate space, or are not properly designed for crowd
pressures and efficient mass movement.
Planning and lay-out design is required to organise how the crowd is going to be distributed
inside the venue to include preventive measures to avoid injuries and systems to ensure that
the venue will not be overcrowded and crowds do not block entrances, exits or pedestrian
flows.
The placement of facilities in the event site should be assessed not just for convenience of
construction, but by identifying and evaluating risk hazards that could lead to an injury.
Certain elements of the event should be next to each other, and their relationships should be
considered carefully – for example, the closeness of catering to waste facilities, or
auditorium and toilets.
There should be clear demarcation between public and restricted areas of the event site,
with appropriate access control measures into and out of the restricted areas.
The backstage area must be a secure restricted area fenced off from the general public
areas of the site with its own supervised and security controlled gates, parking and security
checkpoints.
It should not be possible to gain access to the stage from the auditorium.
Any stage protection barrier must be flexible in order to prevent the crushing of spectators,
but sufficiently solid to prevent collapse.
It is essential that there are sufficient toilet facilities at the event for the number of expected
attendees.
If the event is to be held at night or in a dark venue, it is essential to ensure there is enough
light to see walkways and exits.
Back-up generators are needed to provide adequate lighting in case of blackout.
Facilities provided in campgrounds should be adequate for the number of people present.
They should be adequately lit at night and kept clean.
It is vital that free drinking water is available to attendees, participants and staff.
All event sites should have in place an agreed procedure for the management of waste
collection services.
At most events there will need to be sufficient emergency medical staff, facilities and
equipment to handle routine accidents and crowd incident.
First aid posts should be dispersed strategically throughout the venue and staffed by trained
personnel.
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