Introduction
St Ives, a picturesque coastal town in Cornwall, England, has a long-standing tradition of hosting grand New Year’s Eve celebrations. This event attracts thousands of visitors, both locals and tourists, who come to enjoy the festive atmosphere, fireworks, and various entertainment activities. In recent years, the management of the event has been undertaken by Diverse Events CIC, a community interest company known for its expertise in organising large-scale public events. This case study explores the comprehensive risk assessment, contingency planning, medical and security cover arrangements, road closure management, and financial strategies implemented by Diverse Events CIC to ensure a safe and successful celebration.
Risk Assessment and Contingency Planning
Risk Assessment
Diverse Events CIC conducts a thorough risk assessment to identify potential hazards and implement measures to mitigate them. Key risk factors include:
- Water Risk: St Ives is surrounded by water, presenting a significant risk of drowning or accidents near the harbor and beaches.
- Alcohol Consumption: High levels of alcohol consumption can lead to disorderly behavior, medical emergencies, and increased risk of accidents.
- Crowd Management: Large crowds can result in trampling, overcrowding, and difficulties in emergency evacuations.
- Fireworks Safety: Mismanagement of fireworks can cause injuries and fires.
- Weather Conditions: Adverse weather can affect the safety and comfort of attendees.
Contingency Planning
To address these risks, Diverse Events CIC develops detailed contingency plans, including:
- Water Safety Measures:
- Deployment of water safety personnel and patrols.
- Coordination with the local Coast Guard, Harbour Master, and Local Authority for response planning in case of water-related emergencies.
- Alcohol Management:
- Collaboration with local police to conduct regular patrols and manage disorderly conduct.
- Liaison with local licenced premisis to manage sales to intoxicated individuals, and ensure adequate security provisions were in place.
- Training for event staff and security in handling intoxicated individuals.
- Crowd Control:
- Employment of professional crowd management teams to monitor and manage crowd density.
- Fireworks Safety:
- Hiring licensed and experienced fireworks contractors.
- Establishing a secure launch area away from the crowd with adequate safety zones.
- Providing clear communication to the public about safe viewing areas.
- Weather Contingencies:
- Monitoring weather forecasts in the days leading up to the event.
- Preparing for the possibility of postponement or cancellation in severe weather conditions.
- Ensuring availability of shelters and heated areas for attendees if needed.
Medical and Security Cover
Sourcing Medical Cover
Diverse Events CIC partners with local medical services to provide comprehensive medical cover, including:
- First Aid Station: Staffed by trained medical personnel.
- Mobile Response Units: Equipped to handle emergencies quickly, with the ability to navigate through crowds.
- Foot Patrols: Patrolling the site to provide first line emergency first aid, with seamless transfer of critical cases to the mobile response units.
- Public Awareness: Clearly advertised first aid station with attendees informed of their locations.
Sourcing Security Cover
Ensuring adequate security is paramount to maintaining order and safety. The measures include:
- Professional Security Firms: Engaging licensed security companies experienced in managing large public events.
- Local Law Enforcement: Collaborating with the police for additional support and presence.
- Surveillance and Monitoring: Utilising CCTV cameras via the police to monitor key areas and detect any suspicious activities.
- Patrols and Presence: Deploying security personnel throughout the event site to provide assistance and enforce rules.
Road Closure Management
Planning and Execution
Diverse Events CIC takes on the responsibility of managing road closures to ensure the safety and smooth flow of the event. This involves:
- Liaison with Local Authorities:
- Coordinating with local councils and highways department to get the necessary permissions and support for road closures.
- Ensuring compliance with all legal requirements and guidelines.
- Communication with Residents and Businesses:
- Distributing flyers to inform residents and businesses about the planned road closures.
- Providing detailed maps and schedules of the closures to minimise inconvenience.
- Liaising with the public to resolve queries and concerns.
- Signage and Diversions:
- Installing clear signage around the event area to guide traffic and pedestrians.
- Establishing alternative routes and diversions to ensure minimal disruption to regular traffic.
- Monitoring and Adjustment:
- Deploying staff to monitor the road closures and traffic flow during the event.
- Making real-time adjustments as needed to address any issues that arise.
Event Control Room
The Event Control Room serves as the central hub for managing the event in real-time. It is staffed with representatives from medical services, security, police, and stewards, ensuring seamless communication and coordination. Key functions include:
- Centralised Communication:
- All staff, including medical personnel, security teams, police officers, and stewards, are equipped with radios linked to the Event Control Room.
- Regular check-ins and updates are conducted to monitor the status of different areas and respond promptly to any incidents.
- Incident Management:
- A dedicated incident response team is on standby to address emergencies, coordinate with on-ground teams, and dispatch necessary resources.
- Detailed logs of incidents are maintained to facilitate post-event analysis and improve future planning.
- Real-Time Monitoring:
- CCTV feeds from around the event site are monitored continuously to detect potential issues before they escalate.
- Crowd density, weather conditions, and other critical factors are observed in real-time, allowing for proactive management.
- Coordination with External Agencies:
- Direct communication lines are established with local police, fire service, and other emergency services.
- In the event of a major incident, the Event Control Room coordinates with these agencies to ensure a swift and effective response.
Financial Planning and Savings
Budget Management
Diverse Events CIC is committed to delivering a high-quality event while ensuring cost-effectiveness for the client. Key strategies include:
- Resource Optimisation:
- Leveraging volunteer support for non-critical roles to reduce labor costs.
- Negotiating favorable rates with suppliers and service providers.
- Cost Monitoring:
- Maintaining a detailed budget and regularly reviewing expenses to prevent overspending.
- Identifying areas where cost savings can be achieved without compromising safety or quality.
Conclusion
The St Ives New Year’s Eve celebrations, managed by Diverse Events CIC, showcase a well-rounded approach to event management, with a strong emphasis on risk assessment, contingency planning, and public safety. Through meticulous planning, strategic partnerships, efficient use of resources, and effective road closure management, the event not only ensures the safety and enjoyment of attendees but also achieves financial sustainability. Diverse Events CIC’s expertise and proactive measures serve as a model for managing large-scale public events in a safe, efficient, and cost-effective manner.