Emergency Procedures for the
HSBC UK National Downhill Series Presented by GT Bicycles.
The National Series holds the best safety record within British Cycling for its emergency procedures with a faultless record since 2007. This is when we started to deliver British Cycling’s National Downhill Mountain Bike Series on their behalf.
The National Series Team will:
- Record all details of Emergency Services. Attendance, including time, a reason for request and request originator.
- Comply with all recommendations from Governing Bodies and the Health and Safety Executive.
OPERATION: The National Series will identify the most likely causes of potential incidents that could occur. All available resources will be identified. The limitations, capabilities and response times will be carefully considered before adopting an Emergency Action Plan. All of the National Series senior management will have a thorough and detailed knowledge of the EAP’s. In-house training programs will be performed track side at each event. This will take account of the need for formal instruction and practical implementation of each plan. Training will take place at each event so that an automatic response develops. Emergencies, whatever nature, require a very rapid response. Support staff will be able to respond with speed and efficiently without recourse to the written procedures.
This will include, in detail, the following:
- Who is in charge from the moment an incident occurs.
- The system of communication during the incident.
- The nature and location of any emergency equipment.
- Key tasks and depth of first aid provision.
- The scope of first aid provision.
- Procedures for handling casualties and after care.
- Public relations and statements – police, press and family.
- Completion of incident reports.
- Replenishment of used equipment.
- Evaluation of the incident and EAP.
ACTION TO BE TAKEN IN THE EVENT OF OVERCROWDING:
Note: Overcrowding is preventable. The first signs of a possible overcrowding situation should come from the Event Director through ‘management by walking about’. In the event of any maximum load, being approached. The Event Director must take the following action:
- Halt admissions at the event venue entrance and advise the public of a possible queuing time.
- If possible provide staffing cover to control the activity.
- Operate a call out system and liaise with the entrance on the numbers to be admitted.
ACTION TO BE TAKEN IN THE EVENT OF DISORDERLY BEHAVIOUR:
Disorderly behaviour is anything that causes a nuisance, inconvenience, danger or a health hazard to the perpetrator or others. Some instances of disorderly behaviour will warrant immediate ejection from the venue by the National Series Team. Generally speaking, a system of line management warnings must be used.
-National Series Team advises person that their conduct is in contravention of the event rules and that they should not behave in that way again.
-National Series Team advises same person that their conduct is not acceptable and that they will be reported to the Event Director should they misbehave again.
-The Event Director advises same person that any further breaches of the rules and they will be asked to leave and banned for a period to be determined.
-The Event Director advises same person that they must leave the venue immediately and that they are banned for a period of one year from any National Series events.
-The person’s name should be obtained, if possible and placed in the diaries with a description. An incident report should be completed as soon as possible. Should the person refuse to leave the area. The person should be advised it is the National Series policy to call the police and the person will automatically be banned for a period of life.
-When the police arrive, explain what has happened and that the person is refusing to leave and that the person is trespassing. Escort the police to the area and as far as possible ensure the person leaves with the police and that both they and the police are aware of the ban.
NOTE: The National Series Team are expected to ensure that these Codes of Conduct are complied with and provided the above procedure is applied in as tactful a manner as possible. It is always the management’s intention to fully support the National Series Team in the fulfillment of their duties.
-Should a member of the National Series Team be physically attacked the police must always be called and charges pressed. The Event Director should then be advised as soon as possible. The appropriate incident form for this kind of incident should also be completed.
ACTIONS TO BE TAKEN IN THE EVENT OF AN EMISSION OF A GAS LEAK:
Identified Risks: Camping Gas.
Hazard clues – smell, eye irritation, a person lying on the floor.
-On discovery of a gas leak, clear the immediate area and contact any member of the National Series Team. The National Series Team member will call the Fire Brigade. Informing them the type of gas leak if possible. Evacuate everyone from all vehicles and tents within a 200-meter radius.
-If fumes have overcome anyone and the senior National Series Team member considers it safe to enter the area. The National Series Team may nominate a trained person to enter the area. THERE MUST ALWAYS BE SOMEONE AT A SAFE DISTANCE CONTROLLING THE LIFE LINE before anyone enters where a gas leak is suspected. Any casualties should be removed to a safe location.
-Open all doors and windows if possible where safe to do so. Be sure not to switch electrical switches/appliances on or off or create any situation. This might ignite the gas.
-Complete an Incident Report for ALL gas leaks.
GAS LEAK EMERGENCY ACTION:
-Open windows, No smoking, No naked flames, Do not turn light switches on or off, Mains gas turned off and Extinguish pilot lights.
ACTION TO BE TAKEN IN THE EVENT OF STRUCTURAL FAILURE:
-On discovery of a structural failure, usher people away from the area to avoid danger.
-Contact a member of the National Series Team immediately.
-The National Series Team should assess the damage or likely further damage, Then clear the area and make it secure by posting National Series Team members to keep people away. Do not attempt to recover people trapped under a fallen structure if there is any danger of further collapse or your life is put at risk.
-For structural failures limited to a small area and easily contained contact the Event Director. For serious failures contact the Fire Brigade – especially any involving trapped persons.
-Complete an Incident Report.
ACTION TO BE TAKEN IN THE EVENT OF SERIOUS INJURY OR HEART ATTACK:
Identified Risks: Broken limbs, head injuries, facial injuries, lacerations, spinal injuries, Fencing (Stabbing),
-Heart attacks-these can occur anywhere but the high-risk age groups are 50+.
Location of First Aid – Identifiable base station at every round.
Dealing with the Emergency:
-On discovery of a serious injury/heart attack contact the National Series Team immediately and inform them of the location and the injury.
-The National Series Team will direct first aid to the casualty if required.
-For a heart attack victim that is an unconscious state, maintain an airway and commence CPR as required.
-The National Series Team member should keep in contact with the person treating the casualty. The person treating the casualty should call the ambulance as required giving details of the injury. As well as the condition of the casualty and tell them of best route to enter the venue.
-The National Series Team will ensure that a member of the team is waiting at the entrance to direct the Ambulance crew when they arrive.
-On hearing the call, all available team members should respond even though they may not be qualified first aiders as they can be used to fetch and carry things if needed.
-Where possible the area surrounding the casualty should be secured/screened to minimise public involvement/awareness.
-The next of kin of those involved in the incident should be contacted as soon as possible.
-Accident/Incident reports must be completed by all team members separately as soon as possible and statements from witnesses should be included.
-The Event Director must be informed as soon as possible. The press must be directed to the Event Director.
-Following implementations of the Reporting of Injuries, Diseases and Dangerous occurrences Regulations 1985. Employers must report this type of incident to the health and safety executive, this should be done by the Event Director on a F2508 Form as soon as possible. This form can be found HERE.
ACTION TO BE TAKEN IN THE EVENT OF A ROBBERY:
-If you are put in the situation whereby someone is pointing a gun at you or threatens violence and demands money or your property. You should co-operate with them fully and do exactly what they say.
-Listen carefully to their instructions and try to take as much information about them as you can in order that we can help the police get a description of the robber.
-Do not make any sudden moves or disobey them.
-Do not attempt to tackle the robber.
-Make an announcement on the P.A system ‘National Series ANNOUNCEMENT. EMERGENCY CODE 2’.
-On hearing the announcement all available National Series Team members should immediately attend at race registration. If safe to do so, try and get the route the robber goes.
-Complete Incident Reports.
ACTION TO BE TAKEN IN THE EVENT OF A PERSONAL ATTACK:
–Should you be physically attacked summon the nearest assistance available and contact the National Series Team. Any National Series Team members coming to your assistance should attempt to TALK DOWN the situation first, But USE RESTRAINT if the situation continues.
-The National Series Team should then make a ‘STAFF ANNOUNCEMENT. EMERGENCY CODE 3. LOCATION ……’. Then dial 999 and ask for the police stressing assault in progress and urgency.
-On hearing the announcement the Event Director and all the National Series Team that are available should attend and give their assistance.
-If you are not able to restrain the person until the police arrive. Get as much information about the person as possible. If the attacker tries to leave let him or her do so but try and see in which direction they go in and their method of escape.
-For instances of this nature, it is always the National Series intention to fully back and support the team in the fulfillment of their duties. The police must always be called and charges pressed. The Management should attend the police station.
-The Event Director should be advised of the situation as soon as possible.
-Incident forms should be completed.
ACTION TO BE TAKEN IN THE EVENT OF A BOMB THREAT:
-Remain calm when talking to the person concerned.
-Try to take as many details as possible – write things down. Ask where the bomb is and when it is timed to go off.
-Listen carefully for clues as to the caller’s sex, age, accent and emotional state. Write these down ASAP and then contact the Event Director ASAP. In all cases the National Series Team should then:
-Dial 999 and ask for the police, tell them it is a bomb scare with any details of location, time it is due to go off etc..
-Make a ‘PUBLIC ANNOUNCEMENT. THIS IS AN EVACUATION ALERT. PLEASE LEAVE BY THE NEAREST EXIT. DO NOT COLLECT ANY OF YOUR BELONGINGS. PLEASE ASSEMBLE AT THE MEETING POINT’. Repeat 3 times.
-The fire alarm must not be used.
-Nobody must touch any suspicious objects. The National Series Team will direct everyone away from the suspicious area.
-Incident forms should be completed.
ACTION TO BE TAKEN IN THE EVENT OF THEFT, VANDALISM, INDECENT EXPOSURE, SEXUAL ASSAULTS AND COMPLAINTS:
If you discover any of the above contact the National Series Team as soon as possible.
–You are not permitted to restrain anyone wishing to leave the venue you suspect or have caught committing any of the above acts. In any event get a good description of the person and if they run away, try to see in which direction and how they leave. Keep evidence of theft i.e. if things have been hidden in bags. Get witness accounts of the incident.
–Call the Police for all of these incidents. When children are involved try to get the Police to inform parents. A lifetime ban for all these incidents will be implemented by the Event Director.
–Complete Incident Report forms.
EMERGENCY ACTION PLAN FOR A MAJOR LOCAL EMERGENCY:
In the event of a major local emergency i.e. serious multiple pile up on the road outside of the venue. It is likely that the authorities will use the National Series event as a temporary support facility. In case of this the National Series Team will act as follows:
–Co-operate fully with the authorities.
–Clear the planned area of the public by using the following announcement. ‘PUBLIC ANNOUNCEMENT. DUE TO A SERIOUS LOCAL EMERGENCY THE AUTHORITIES WISH TO USE OUR VENUE FOR THE EMERGENCY SERVICES. PLEASE EVACUATE THE SAID AREA AS SOON AS POSSIBLE’.
–The National Series team will then evacuate areas and encourage members of the public to leave as quickly as possible. The National Series Team should then assemble at race registration for further instructions.
–Open all access gates to allow easy access to the emergency services.
–On the clearance of the venue, re-allocate National Series Team members to assist the authorities if need be (Remember that some National Series Team members are First Aiders).
–Ensure that the Event Director is notified at the earliest opportunity.
–Ensure all enquiries from the media are passed on to the Event Director.
–Complete an Incident Form.
FIRE: EMERGENCY ACTION PLAN:
If you discover a fire (National Series Team):
-Immediately operate the nearest fire alarm call point to alert other members of the team and the public of the danger. Direct/evacuate people in the immediate area to leave and direct them to the meeting point.
-Attack the fire if possible, with appliances provided but without taking personal risks.
-When a vehicle is concerned, if possible, close the doors where the fire has been discovered, as soon as possible.
-Assist the National Series Team in evacuating the buildings, vehicles and tents as directed.
If you discover a fire (for Riders/Spectators):
-Operate the nearest fire alarm call point, direct members of the public to the nearest exit.
-If possible, close all doors where the fire has been discovered as soon as possible.
-DO NOT STOP to collect any belongings. DO NOT make your way to any other part of the building to seek friends or relatives. Each area will be checked and cleared by the National Series Team.
-Make your way to the Meeting Point.
ON HEARING THE FIRE ALARM:
-The National Series Team on hearing the fire alarm (whistle sounding) must first assess the situation for any immediate signs of a fire i.e. smoke. If there are signs of danger then evacuation of the area must be immediate.
The National Series Team will make an immediate announcement of ‘PUBLIC ANNOUNCEMENT. PLEASE MAKE YOUR WAY TO THE MEETING POINT AND WAIT FOR FURTHER INSTRUCTION’ which is to be repeated three times.
Confirmation of False Alarm:
-On confirmation of a false alarm, the siren will be silenced and the following public announcement made, ‘PUBLIC ANNOUNCEMENT. FALSE ALARM. PLEASE CONTINUE WITH YOUR ACTIVITY’.
-REPEAT THREE TIMES.
Confirmation of Fire:
–On confirmation of a fire, the National Series Team will immediately arrange to call the fire brigade on 999. The full address of the venue must be given and any useful and relevant information on the location and nature of the fire.
The National Series Team must make a calm public announcement of ‘PUBLIC ANNOUNCEMENT. PLEASE MAKE YOUR WAY TO THE MEETING POINT AND WAIT FOR FURTHER INSTRUCTION’ which is to be repeated three times.
The National Series Team must make available any information relating to the day’s activities in order to assist in the location of both the National Series Team and the public.
-On no account may anybody re-enter the area without the authority of the senior fire officer.
-On re-entry, the National Series Team should take up their positions first. The public will then be re- admitted.
MANAGEMENT POLICY – PUBLIC ANNOUNCEMENTS/EMERGENCY ANNOUNCEMENTS.
-Announce to all areas in a calm voice. Repeat all announcements 3 times.
Fire Evacuation: –‘PUBLIC ANNOUNCEMENT. PLEASE MAKE YOUR WAY TO THE MEETING POINT AND WAIT FOR FURTHER INSTRUCTION’.
On confirmation of an evacuation: ‘PUBLIC ANNOUNCEMENT THIS IS AN EVACUATION ALERT, PLEASE LEAVE THE AREA, DO NOT COLLECT YOUR PERSONAL BELONGINGS, PLEASE ASSEMBLE AT THE MEETING POINT’.
-On confirmation of a false alarm: ‘PUBLIC ANNOUNCEMENT. FALSE ALARM. PLEASE CONTINUE WITH YOUR ACTIVITY’
-Emergency For Serious Injury or Heart Attack: ‘Attention please, National Series Team announcement, EMERGENCY CODE 1….(then state location)’.
-Robbery: ‘Attention please, National Series Team announcement, EMERGENCY CODE 2’.
-Personal Attack on a National Series Team Member or a member of the public: ‘Attention please, National Series Team announcement, EMERGENCY CODE 3…..(then state location)’.
-Major Local Emergency: ‘Attention please, public announcement. Due to a serious local emergency, the authorities wish to use our venue for the emergency services. Please move where directed. Thank you for your co-operation’.
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If you have any queries on the above, please contact the Event Director Si Paton.