NLF Pre-game Event Operations Manual - Case Study Example

NLF Pre-game Event Operations Manual Name Date Course NLF Pre-game Event Operations Manual Structure Event organizers will work in groups to ensure that the process is successful. The group will elect a chair person who will be in charge of coordinating all the operations of the group. The chair person will be assisted by the other members of the team. A treasurer will also be appointed and will be in charge of finance. The secretary will be responsible for keeping the minutes. The human resource officer will be in charge of coordinating the issues of staff, volunteers and all the aspects of training. The other team members will be responsible for providing support to the entire team so as to ensure that all the processes are successful. The emergency services coordinator will also be responsible for the purposes of coordinating the emergency activities. A warden will also be part of the team and will be responsible for directly dealing with emergencies such as fire or bomb threats. Crisis committees will be formed to deal with any crisis during the event. A structure plays an important role in ensuring that the members are able to work together closely (Swarbrooke & Page, 2012). Communication among the team members is also useful and the secretary has to ensure that each member has the required information. Human resources Staffing The staffing process is important because members of staff will be directly involved in carrying out different operations. The staff members will be hired to carry out activities in the following areas: Gate control Crowd control Treasury operations Cleaning operations Site crew Technical operations Security operations The staff members carrying out the gate control operations will be hired from a private company dealing with large events. Gate control staff and the security operations staff will be hired from a private security company. Treasury operations staff will mainly be responsible for the ticketing process and they will be hired from a private company specializing in revenue collection. A private company specialized in cleaning services will be contracted for the cleaning operations. The site crew will be causal hired locally to carry out different operations at the site. The staff responsible for carrying out the technical operations will be hired from different companies in different industries. The staff members have to be highly qualified in order to ensure that they carry out their duties effectively. Lack of proper qualifications may expose the spectators to risks and injuries (Schulenkorf, N, 2012). Training Induction training will be carried out among the staff members in order to ensure that they are fully aware of their roles. The training will be carried out at the venue and it will be on various areas. Training of the staff will be conducted by experts who are experienced in different areas. Venue orientation and familiarization will form part of the training. The staff will also be trained in how to handle emergencies as well as the issues of personal safety. Emergencies usually occur from time to time in the sporting events. Customer relations will also be part of the training as the staff will be dealing with a high number of diverse people. The training of the staff members is useful in ensuring that they are able to meet the needs of the spectators as well as any other stakeholders (Robertson & Frew, 2013). Work place health and safety training will be carried out among all the site workers. Other forms of training will also involve the first aid procedures. The staff members who will be dealing with fire and emergencies will be trained on the evacuation procedures. The security team will also undergo some training on how to deal with bomb threats. Volunteers The volunteers will also be recruited and they will be responsible for providing support to the staff members. Medical volunteers will be hired in order to provide medical assistance and first aid to the spectators or any other person who is need of the medical assistance. Volunteers from the Red Cross as well as St John Ambulance will be recruited in order to provide different services to the fans as well as the players. Volunteer fire fighters will also be hired in order to be on standby in case of a fire outbreak. The volunteers have to undergo some training in order to ensure that they are fully prepared to offer their services to the members of the public (Mair & Whitford, 2013). Most of the volunteers will work on a full time basis throughout the event. Volunteers will also be hired for the purposes of ensuring that the environment is clean. Other volunteers will also be responsible for providing any assistance to the visitors. The volunteers will mainly play an important role in terms of ensuring that the safety of the patrons is enhanced. Risk Management Disaster A disaster is a natural or manmade event that may result to loss of lives, injuries and extensive damage to properties (Hoye, Smith, Nicholson & Stewart, 2015). The crisis committee as well as the coordinator of emergency services will be responsible for handling any major disaster. In case of a major disaster, the committee as well as the coordinator has to inform the authorities in the city. This is considering that the city of Melbourne has an emergency department which can deal with a major disaster. A protocol for disaster management will be established in order to ensure that the response is swift. This is considering that a swift response will be useful in saving lives. In case of a disaster, the coordinator has to be informed before the crisis team notifies the city authorities. The team will also work with different agencies in order to ensure that it is fully prepared to handle any form of disaster. This will include the weather department I order to ensure that it is fully prepared to any form of natural disaster that is related to the adverse weather conditions. Fire Fire disaster during the event has the potential of threatening the safety of the spectators as well as the players (Haghighi, et al, 2013). The incidences of faire can be caused by different activities including an electric fault. A chief fire warden will be appointed for the purposes of dealing with the fire emergencies. The chief fire warden has to ensure that all the alarms are working and has to be familiar with the facility. The chief fire warden will be required to respond immediately in case of an alarm. The fire warden will then have to announce to the occupants about the fire and direct them to safe zone. The fire brigade should be notified immediately and the fire warden to should identify the areas that the occupants in the facility may be located. The fire warden will also be responsible for the ensuring that all the firefighting equipment is functional. This will require a lot of coordination with the other staff members working at the facility. The escape route has to be well understood by the fire warden so as to ensure that the lives of the people are saved. Theft The nature of the anticipated crowd means that incidences of theft may be experienced. Security will therefore be put in place in order to deal with any incidences of theft during the event. The security personnel will be trained on asset protection in order to minimize any event of theft. The duties of the security personnel will be clearly specified and it will also involve handling the confiscated items. The security personnel have to be notified in case of any incidence of theft. The security personnel will also be required to arrest any person who will be found stealing. However, they have to hand over the suspect to the police immediately. When handling a large crowd, the safety of the patrons has to be considered (Sherry, Schulenkorf & Chalip, 2015). The surety personnel have to deal with the incidences of theft as well as providing security to the spectators. The security personnel will however be required to work with the other members of staff in order to ensure that the property is protected from theft. A network of CCTV cameras will also be used for the purposes of monitoring the crowds at the event. This will play an important role in ensuring that the suspected thieves are identified. Insurance A public liability insurance policy will be obtained as it is a requirement for holding such a huge event. It will be obtained from an insurer authorized to conduct insurance business in Australia. A certificate of currency will also be provided so as to ensure that the event is fully insured. All the private companies that will be offering different services to the company must also produce copies of the insurance covers. The insurance will play an important role in terms of ensuring that the event is cautioned against risks (Veal, Toohey & Frawley, 2012). The insurance will cover various aspects including property as well as the patrons in case of major incidences during the event. The insurance policy is important during an event that is attended by a high number of people. An event with a high number of people is considered a high risk and hence the importance of an insurance policy. Disease As a result of the huge crowd and gathering of people together, the spread of communicable and contagious diseases is likely to take place (Masterman, 2014). It might be difficult to contain some of the diseases due to their complicated nature. However, screening will be carried out among the spectators at the gate. Screening will however be applicable for preventing specific diseases such as Ebola or H1N1 virus which are high contagious. The diseases are also life threatening as it has no cure. Although the outbreak of the diseases has not yet been reported in Australia, it is important to take precautionary measures when the dealing with a high number of people. Precautionary measures will also be put in place for the purposes of ensuring that diseases are prevented. High levels of hygiene will be observed at the stadium for the purposes of preventing some of the contagious diseases. Facilities such as toilets will be provided and high standards of hygiene will also be put in place. Clean portable and palatable water will also be provided so as to ensure that patrons do not contract any disease while at the stadium. Fumigation will also be carried out in some areas so as to ensure disease causing organisms are eliminated. Weather In Melbourne, the public paces including the sports facilities are considered as outdoor sites (Frawley & Cush, 2011). As a result of this, the event is exposed to extreme weather conditions such as rainfall. The even t may be affected incase of extreme weather conditions. The events managers will therefore check for weather updates in the Bureau of Meteorology. This will be useful in ensuring that all the information about the weather is known in advance. This will influence how the event will be carried out. In case of rainfall, the patrons will be advised accordingly. They will be advised to carry their umbrellas as well as put on protective clothing. This will play an important role in terms of cautioning the patrons against extreme weather conditions. The patron will be provided with adequate information about the weather so as to ensure that their health is not affected by the weather. It is also important to note that the attendance during the event is dependent on the weather conditions. This is because the event may be interrupted incase of extreme weather condition. Different structures may also be constructed in order to ensure that the patrons are not affected by the extreme weather conditions. The success of the event is mainly dependant on the weather condition as is will be impossible for the event to take place under extreme weather conditions. Long range forecasts have to be monitored in order to ensure that the event takes place. This is considering that there are no refunds for sites not used as a result of unfavorable weather conditions. Evacuation The evacuation plan will be important in ensuring that the patrons are evacuated easily incase of any emergency during the event. The map of the facility will be obtained for the purposes of ensuring that all the evacuation points are clearly marked. The staff members in charge of responding to the emergencies will be clearly informed of all the evacuation points. The warden will be responsible for informing the people in the facility about the need for evacuation. The warden has to ensure that panic is not caused during the evacuation process as it may contribute to more injuries during the process (Frawley & Cush, 2011). All the patrons will assemble at a safe zone and their numbers determined. This is mainly for the purposes of ensuring that all the patrons can be accounted for. The security team at the gate will be required to count the number of all the patrons entering the facility. The patrons will only be allowed to leave the safe zone after the danger has passed. A list of staff members will also be provided to the security personnel as they will be largely involved in the evacuation process. Different stakeholders have to be involved in the evacuation process including the volunteer fire fighters before the arrival of the emergency services from the city. The crisis management committee will also provide the required assistance during the evacuation process. The police have to be informed of the emergency so as to ensure appropriate action is taken. Bomb threat The bomb threat is currently high as a result of increased levels of terrorism. The terrorists may target the social events where a large number of people have gathered. Dealing with the bomb threat is therefore important for the purposes of ensuring that the patrons are safe. A bomb threat checklist will be located next to each telephone. This will play an important role in ensuring that a bomb threat is reported immediately by anyone within the facility. The warden has to be informed about the bomb threat for further action which includes informing the police. The police can then take further action to ensure that the threat is determined and substantiated. Where necessary, the warden may order the closure of facilities so as to ensure that the patrons are safe and panic is reduced. The information will not be spread immediately to the patron as it is likely to cause a lot of panic. The information should instead be confined to the members conducting the search and the police (Hoye, Smith, Nicholson & Stewart, 2015). In case the search team and the police have proved that the bomb threat is real, appropriate action should then be taken and it involves the evacuation of the patrons. All the patrons will be moved to the safe zone. The police will then make the appropriate decision with regards to how the bomb can be handled. All the security personnel at the facility will undergo some training on how to handle the bomb threat so as to effectively deal with an incident of bomb threat. Injury The number of patrons who will be attending the event is high. A lot of activities have to be carried out during the preparation process. Injuries may take place at this stage among the staff members. Light injuries may also take place during the event as the patrons are cheering their team. In case of an unfortunate incident like stampede, major injuries can take place (Haghighi, et al, 2013). During the event, the Red Cross volunteers as well as the embers of St John ambulance will be involved in the process of attending to the injured. The first point medical provider will be St John Ambulance assisted by the Red Cross volunteers. This will play an important role in ensuring that the injured are attended to during the event. Each of the medical team will have up to eight medical personnel fully equipped to provide the medical care to the patients. All the medical staff will be provided with a mobile phone for the purposes of communication. In case of an emergency, St John will be responsible for contacting and controlling an ambulance. The ambulance can then be used for the purposes of transporting the patient to the hospital. During an event, it is important to ensure that the injured are treated immediately. The presence of the medical personnel will be useful during the event. Tents will also be set up for providing treatment to anyone who is injured. Other volunteers will be located at different points within the facility so as to ensure the injured are brought to the tent for treatment. First aid will however be provided on the spot by the volunteers. Riots Riots are at times witnessed in the sporting events due to various reasons including disagreements among the fans watching the game. The decision of the match officials can also prompt riots among the fans (Mair & Whitford, 2013). Riots can lead to extensive damages as well as injuries to the spectators. In case of riots, the medical staff will be on standby to treat the injured. The Victoria Police will also be contacted an informed of the event. They will also be requested to provide some officers who will be responsible for controlling the crowd as well as responding to riots. However, if the riot gets out of hand, the anti-riot police will have to be called to quell the riots. The security personnel at the event will be required to put in place measures to ensure that riots do not erupt. The assistance of the police will be required since the security personnel from the private companies may not be able to handle riots. The laws may also be broken in case of riots and hence the need for police presence. The police as well as the security personnel will be required to arrest all the hooligans and trouble makers. This is considering that hooliganism in sports is responsible for riots. The security personnel at the gate will also be provided with firm instructions not to let in the people who have been accused to hooliganism in the past. A lot of focus will however be placed on the prevention of riots as opposed to taking action after the riots have erupted. Event evaluation The evaluation is important in terms of determining whether the event was successful or not. During the evaluation process, all the planned activities will be audited in order to determine whether they met the required standards or not. The performance of each team will also be evaluated in order to determine the whether the teams performed the activities as required. The success of the event will be determined by its ability to handle different operations as well as activities. The event will be considered a failure if it fails to meet the expected standard which will be set in advance. Any failure to handle activities such as emergencies will also be considered as a failure. A checklist of all the activities will be developed and performance of each activity determined and ranked. The evaluation will also target how the financial resources were used during the event. This will play an important role in terms of determining how effective the processes were. The evaluation will be carried out by experts within the team in order to ensure that accurate results are obtained. The events evaluation is important as it sets out room for future improvements (Frawley & Cush, 2011). The evaluation is therefore considered as an important tool for the purposes of improvements. The results of the evaluation will also be used for the purposes of identifying the teams that performed their duties effectively. Such teams may be rewarded or included in the future events. List of References Swarbrooke, J, & Page, S, J, 2012, Development and management of visitor attractions, Routledge, London. Schulenkorf, N, 2012, Sustainable community development through sport and events: A conceptual framework for Sport-for-Development projects, Sport management review, 15(1), 1-12. Robertson, M, & Frew, E, 2013, Events and festivals: current trends and issues, Routledge. Mair, J, & Whitford, M, 2013, An exploration of events research: event topics, themes and emerging trends, International Journal of Event and Festival Management, 4(1), 6-30. Hoye, R, Smith, A. C, Nicholson, M, & Stewart, B, 2015, Sport management: principles and applications, Routledge, London. Haghighi, P, D, et al, 2013, Development and evaluation of ontology for intelligent decision support in medical emergency management for mass gatherings, Decision Support Systems, 54(2), 1192-1204. Sherry, E, Schulenkorf, N, & Chalip, L, 2015, Managing sport for social change: The state of play, Sport Management Review, 18(1), 1-5. Veal, A, J, Toohey, K, & Frawley, S, 2012, The sport participation legacy of the Sydney 2000 Olympic Games and other international sporting events hosted in Australia, Journal of policy research in tourism, leisure and events, 4(2), 155-184. Masterman, G, 2014, Strategic sports event management, Routledge, London. Frawley, S, & Cush, A, 2011, Major sport events and participation legacy: The case of the 2003 Rugby World Cup, Managing leisure, 16(1), 65-76. Read More