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Operations Manual

The Operations Manual sets out the way a sports ground operates on a daily basis.

The Operations Manual serves two main purposes:

  1. to act as a reference point and a prompt for key members of the safety management team during an event, and
  2. to act as a record of the event planning process, should it be necessary to review or question any of the actions taken.

The Operations Manual should contain all the documents considered necessary for the safe management of the event.

It is the responsibility of the venue management and/or event organiser to ensure that an Operations Manual is compiled, updated and made available on event days. This applies however small the venue or the event.

SG03: Event Safety Management outlines full details of the Operations Manual and its content.

The range of documents to be included in the Operations Manual will vary according to the venue and the event. Hence the following list, which is also provided in the Green Guide and SG03: Event Safety Management, is not intended to be exhaustive. Rather, it outlines the range of documents most commonly required.

Summary of contents

Capacity calculations

Details of how many people can be safely accommodated at a ground.

Communications Plan

The Communications Plan should outline the operational communications for the ground, along with pre-event and during event communications with spectators. It should also consider accessible communications.

Safeguarding Plan

The Safeguarding Plan outlines the approaches to be used for the protection of the welfare needs of children, young persons and vulnerable adults.

Statement of Intent

The Statement of Intent is the agreement between the ground and the police service. In addition, any other Memorandum of Understanding documents between the ground and others should be included in the Operations Manual.

Risk assessments

Risk assessments involve identifying what incidents, hazards and threats exist, or may exist, and identifying mitigating actions to reduce their potential impact.

They should form part of the Operations Manual, with event specific risk assessments completed as part of the Event Management Plan

Stewarding Plan

The Stewarding Plan sets out the number of stewards to be deployed at a ground, based on the size and configuration of the ground, nature of the event and any other relevant factors.

Zone Ex Co-ordination Plan

This plan should outline and co-ordinate the pre-event preparations and event day procedures within Zone Ex; that is, the areas that lie beyond the venue’s
outer perimeter.

Crowd Disorder and Anti-Social Behaviour Plan

This Plan should set out the procedures for reducing, responding to and dealing with any crowd disorder and anti-social behaviour issues.

Chain of command

The chain of command outlines individual responsibilities. It is vital that all parties and individuals are familiar with their duties and lines of communication during events.

Event Safety Policy

Contingency Plans

Details of the planned response for identified risks.

Planned preventative maintenance schedule

A planned maintenance schedule supports safety by ensuring a rolling programme of work is undertaken to prevent degeneration of the venue structure and premature malfunctioning of equipment.

Testing and exercises

Details of how contingency plans and incident responses have been tested.

Medical Plan

Outlines the number of medical personnel needed for an event.

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