Special Events Planning & Training Guide - DuPage County IL
EVENT READY: Special Events Planning & Training GuideEvent ReadySpecial EventsPlanning & Training GuideEdition (2018.8)Date (10-12-18)
Special Events Planning & Training GuideContentsExecutive Summary. 3Introduction . 4What is a Special Event? . 4Types of Special Events . 4Special Event Planning . 5Selection of the Event Planning Team and Command Group. 5The Planning Team . 5Training for the Planning Team and Command Group . 6Suggested Classes . 7What are Operational Considerations? . 8Intelligence . 8Hazard Vulnerability Assessment. 9Hazard Analysis . 9National Incident Management System (NIMS) / Incident Command System (ICS) . 11Command Post Considerations . 13Emergency Operations Centers and “Special Events” . 17Special Event – Standard Operating Guidelines (SOGs). 17Event Cancellation . 17Security Concerns . 20Traffic Concerns . 21Other Special Operational Considerations . 22Hazards. 23Weather . 23Heat . 26Crowds . 26Stage Acts . 28Traffic . 28Evacuation and Sheltering . 29Accident or injured people . 2912 October 2018Page 1 of 44
Special Events Planning & Training GuideAltercation or Fight . 29Fire or Rescue. 29Unattended / Suspicious Object or Person . 29Bomb Threat . 30Mass Poisoning . 30Structure Collapse . 30Hazardous Material . 30Lost Child / Lost Parent . 30Lost and Found. 31Planning Considerations for “High Risk” Events . 31Event Plans . 31Special Event – Emergency Operations Plan (EOP). 31Developing Contingency Plans . 33Incident Action Plans (IAP) . 33Situational Report (SitRep) . 34Event Day . 34Event Day Readiness and Just-in-Time-Training . 35Event Sponsors and Volunteers . 35Public Safety Personnel. 35Command and General Staff . 35Post-Event Activities . 36Training and Exercises. 39Homeland Security Exercise Evaluation Program (HSEEP) . 39Pre-Event Exercise Activities . 40Acronyms . 41References . 42Additional Resources . 4312 October 2018Page 2 of 44
Special Events Planning & Training GuideExecutive SummaryThe Event Ready Program is an ample source of special event resources. The contents of the documentsand numerous supplemental documents are applicable to law enforcement, fire service, emergencymedical services, public health, hospitals, emergency management, event sponsors and event planners.The document provides a high-level overview on special event common standards from across the UnitedStates and literature. The Event Ready: Special Events Planning & Training Guide is meant to provideresources on special event information, trainings, and best practices as developed by the FederalEmergency Management Agency (FEMA), National Weather Service (NWS), real-world events, andcomprehensive in-person or online special event courses.Additional links are provided throughout the document on information and trainings specific to theirdesignated section such as; the Incident Command System (ICS), National Incident Management SystemNIMS (NIMS), Homeland Security Exercise Evaluation Program (HSEEP), event security and weatherrelated trainings.AcknowledgmentsThe DuPage County Office of Homeland Security and Emergency Management would like to acknowledgethe following agencies for the use of their event planning documents, trainings, and tool kit which haveshaped the Event Ready Program for the County.Federal Emergency Management AgencyNational Weather ServiceCity of NapervilleTexas A&M Engineering Extension ServiceComet-MetEd-UCAR Community Programs12 October 2018Page 3 of 44
Special Events Planning & Training GuideIntroductionWhat is a Special Event?A special event is defined as a non-routine activity within a community that brings together a large numberof people. According to Federal Emergency Management Agency (FEMA), (2013b):To determine what constitutes a special event in a community, consider the community's abilityto respond to the extraordinary demands that the event places on response services, as well asthe total number of people attending the event.Addressing the following questions can help a community make a determination: Is the event out of the ordinary or non-routine? A non-routine event is usually considereda special event Does the event place a strain on community resources? A strain on community resourcesusually indicates a special event Does the event attract a large number of people? A large number of people may, but doesnot necessarily, constitute a special event Does the event require permitting or additional planning, preparation, and mitigationefforts of local agencies? Additional planning, preparedness, and mitigation efforts onbehalf of local emergency management and public safety agencies usually indicate aspecial event(What is a Special Event section, para. 2)Types of Special EventsThere are several different types of special events, and each type deserves consideration.Planned Events:The significant difference between a planned special event and other types of events is the time availableto prepare. Additionally, it is critical, to develop contingency plans for special events that contain a highrisk or pose a high-risk probability. Examples of planned special events include: Air events – aircraft, hot air balloons, parachute jumping Aquatic – surfing, powerboats, sailboats, jet skis Concerts – single/multiple performers, single/multiple venues Conventions – single/multiple days and sites Fairs and festivals – art, balloon, dance, music, thematic (county, rodeos, etc.) Motorized – auto, truck, motorcycle Political rallies – marches, protests, VIP visits, campaign rallies Special sporting events – bicycle tours and races, marathons, parades, regional/national (sports)Forecasted EventsA forecasted event is generally expected, but only provides a limited prior notice.Examples include: Spontaneous events – celebrations following large championships, i.e., Major League BaseballWorld Series Controversial court decisions Hurricanes12 October 2018Page 4 of 44
Special Events Planning & Training GuideSpontaneous / No-Notice EventsSpontaneous events are dynamic. As a result, a timely and appropriate response is critical to achievingsafe outcomes. Local emergency management and public safety agencies need to be aware thatspontaneous events create the same need for emergency response contingencies as planned events.Safety plans or agreed-upon roles and responsibilities for participants must be established. Examplesinclude: Political rallies – marches, protests Severe weather – tornadoes Terrorist attacksSpecial Event PlanningPlanning for any event may be challenging. According to FEMA (2013b), “Planning for the potential risksand hazards associated with significant public events is critical to public safety and the success of any suchevent” (Importance of Planning section, para. 1). “Before scheduling a special event, planners shouldconsider: Size and scope of the event Risks to spectators and participants Impact on the community Emergency support required”(Importance of Planning section, para. 4)Many communities require event promoters or sponsors to obtain permits before holding an event.Permits help the planning process by: Formally notifying the community of the intent to hold an event Providing details about the event, such as venue, anticipated audience characteristics, and theintent to sell food or merchandise Ensure that event sponsors/promoters have adequate insurance coverage Provide opportunities for health control, prevention, detection, and surveillance Provide safety regulation Ensuring that ordinances are adhered toSelection of the Event Planning Team and Command GroupThe Planning TeamAccording to FEMA (2013b) it is essential to prepare a planning team:Planning for a special event should begin well in advance of the event. One of the first steps is to bringtogether those who are hosting the event with those responsible for public safety. A multidisciplinaryplanning team should be composed of the promoter or sponsor, and all agencies that hold a functionalstake in the event, such as: Emergency Management Law Enforcement Fire and Rescue Hazardous Materials (HazMat) Urban Search & Rescue Emergency Medical Services (EMS) Local Hospitals Public Works/Utilities Local Public Health Transportation Authority12 October 2018Page 5 of 44
Special Events Planning & Training Guide Facility personnel responsible for event planningEvent sponsor representatives(The Planning Team section, para. 1)According to FEMA (2013b), “It is important to remember that all agencies involved need to participateon the planning team from the outset to ensure a successful and safe event” (The Planning Team section,para. 3). There are numerous County, State and Federal agencies that possess available assets that couldbe of use during the event. It may be advantageous to include representatives from some of theseagencies in the planning of the event.According to FEMA (2013b) considering that several, different agencies will comprise the planningteam, the lead agency should be identified early in the process. In some communities, the lead agencyfor public safety planning is the emergency management agency. If this is the case, emergencymanagement will typically lead the way in coordinating the event planning effort (The Planning Teamsection, para. 4).Advantages of a Team ApproachA team approach to planning offers many benefits, including: A sense of ownership. The plan is more likely to be used and followed if the taskedorganizations believe that the plan is “theirs.” Greater access to resources. Greater knowledge and expertise are brought to bear on theplanning effort when more people are involved, forming cooperative relationships. Closerprofessional relationships that develop during the planning process should translate intobetter cooperation and coordination during the actual event and any emergencies that mayarise. (FEMA, 2013b, Advantages of a Team Approach section) Broader expertise. A more comprehensive set of skills and experiences will result from themore extensive range of people involved, which will result in a plan that has better coverage.Other Potential Planning Team MembersFor some types of special events, potential planning team members may also include: Animal care and control organizations The Chamber of Commerce Communications representatives Community services representatives Voluntary organizations Labor and professional organizations Private-sector representatives School officialsThe guiding principle should be to involve all the essential stakeholders participating in the event.Training for the Planning Team and Command GroupThe Planning Team and the Command and General Staff Group for the event need to have completed theappropriate training to provide background before creating the event plan. Additional training may benecessary to handle some of the specific situations that might arise at an event. The following list forms a12 October 2018Page 6 of 44
Special Events Planning & Training Guidecore training curriculum for all people associated with planning and command responsibilities of an event.These classes are from the FEMA Independent Study Program 1 (ISP) and are free online classes.IS-100b – Introduction to Incident Command System, ICS-100IS-200b – ICS for Single Resources and Initial Action IncidentsIS-700a – National Incident Management System (NIMS) An IntroductionIS-15b – Special Events Contingency Planning for Public Safety AgenciesIS-201 – Forms Used for the Development of the Incident Action PlanIS-271a – Anticipating Hazardous Weather & Community Risk, 2nd EditionIS-271a links to the COMET2 class of the same nameNational Weather Service:Overview videoIllinois Weather Watcher Tool KitIndiana Weather Watcher Tool KitSuggested ClassesIt is strongly suggested that planning and command personnel have taken a Weather Spotter class; eitherthe in-person NWS class or the online class from COMET MetEd3.SkyWarn Spotter Training. The online course consists of several online modules and is morecomprehensive than the NWS two hour in-person class.Texas A&M Engineering (TEEX) Extension Service also provides four courses on sport and special eventmanagement, risk management, evacuation, training and exercise.AWR167 – Sport Event Risk ManagementMGT404 – Sports and Special Events Incident ManagementMGT412 – Sports and Special Event Evacuation Training and ExerciseMGT440 – Enhanced Sports and Special Events Incident ManagementThe DHS Homeland Security Exercise and Evaluation Program (HSEEP), as written by the U.S. Departmentof Homeland Security (2013) provides, “a set of guiding principles for exercise programs, as well as astandard approach to exercise program management, design and development, conduct, evaluation, andimprovement planning.” This document [is] valuable for anyone who will be creating an After-ActionReport and Improvement Plan. This is an in-person class taught through-out Illinois and across the Nation.Further information on HSEEP may be found in the Training and Exercise portion of this document.The ICS-300 class – Intermediate ICS for expanding incidents – provides exposure to incident planning andis strongly recommended for command personnel. It is also, advantageous for command personnel tohave the FEMA position specific classes for Incident Command, Operations Section Chief, and the PlanningSection Chief. These classes will help in the development of event plans.1FEMA Independent Study Program is free for all. The agency provides self-paced classes for people withresponsibilities related to emergency management. For a full list of their available trainings follow the link –http://training.fema.gov/is/.2COMET is an education program, sponsored by NWS, for weather and environmental forecasters follow the linkfor more information – m3Meteorology Education is available through the University Corporation for Atmospheric Research –https://www.meted.ucar.edu/12 October 2018Page 7 of 44
Special Events Planning & Training GuideWhat are Operational Considerations?“To ensure that all [possible preparations] have been made to ensure [event participant safety], theplanning team must also identify operational considerations, hazards, and incidents which could occurduring an event. Identifying operational considerations allows the planning team to consider evenlow-risk but high-impact scenarios and develop contingency plans to deal with them” (FEMA, 2013d,What are Operations Considerations section).Once a list of foreseeable hazards that may impact the event has been developed, determine within localprotocols how each situation would be addressed. Use local nomenclature and terms/names. Thehandling of the event should be at a fairly high level. The local response protocols and procedures do notneed to be recreated, they just need to be initiated and implemented.For each hazard where a response would not be initiated by command, define the actions desired for eachtype of reporting person for each hazard type. The following list includes several possible types ofreporting people and a general response for each. Member of the public: notify public safety or security personnel in the immediate area or call 911. Employee/volunteer: notify public safety and provide location and details – help control theimmediate scene Law Enforcement: notify command, respond as requested, secure the area, report and proceedas requested EMS/Fire: notify command, respond as requested, report, provide services as needed, proceed asrequested Public Health: notify command, and provide location and details, provide services as needed Event Management: notify command. Public safety personnel will provide information and makerequests as needed. Public Information: information will be released in accordance with local policy Venue Production: if requested, cease operation for announcements or follow public safetyinstructions. It may be necessary for utilities to be turned off for safety reasonsIntelligenceAt least one person should be assigned to monitor for issues that may impact the event. The monitoringstarts before the event, continues through the event and includes some of the following: Stage acts – do the any of the stage acts have a history of problems? Do any of the stage acts have followers that might cause a problem? Is there something about the event that might attract trouble? Are there any general security concerns that might affect the event?The intelligence function may be part of the command staff reporting directly to command or within thePlanning Section.In Illinois, it is recommended that you register the event with the Statewide Terrorism and IntelligenceCenter (STIC) so that information relevant to your event may be provided. Use the “Statewide Terrorism& Intelligence Center Special Event Form” included in the reference material for this purpose. In addition,local, county and state law enforcement should be consulted in advance of the event to see if there areissues with gangs, drugs or stage acts. During the event, various sources of intelligence, including socialmedia, should be actively but non-intrusively monitored to see if there are any changes or updates.12 October 2018Page 8 of 44
Special Events Planning & Training GuideHazard Vulnerability AssessmentBased on the information available about the event and the area which it will be located, a list of potentialhazards or “out of the ordinary” situations should be developed. Creation of this list can be accomplishedusing the methodology of the Threat and Hazard Identification and Risk Assessment Guide ComprehensivePreparedness Guide (CPG) 201.Hazard AnalysisThe following information is recommendations for event contingency planning by FEMA (2013b):Hazard analysis is the decision-making process used to identify, categorize and analyze the varioushazards that could occur at an event. Hazard analysis is routinely conducted as part of theemergency planning process and is appropriate for special events planning. A hazard analysisshould be performed, or reviewed before each special event. The Hazard VulnerabilityAssessment spreadsheet, included in the reference material, provides a means of listing hazardsand categorizing the probability and severity of foreseeable hazards. (Hazard Analysis section)“Due to the potentially large numbers of participants and attendees, special events generally present amore significant risk hazard and provide targets of opportunity for criminal and terrorist elements. Thesefactors make executing the hazard analysis process critical” (Hazard Analysis section).Conducting a Hazard AnalysisConducting a hazard analysis involves four steps: Identify the hazards Weigh and compare the risks Profile hazards and consequences Determine vulnerabilities(Conducting a Hazard Analysis section)Types of HazardsWhen identifying hazards, be sure to include: Natural Hazards: fires, severe weather, tornadoes, floods, ice storms, earthquakes,foodborne illnesses or epidemics Technological Hazards: radiological or hazmat releases, cyber incidents or power failures Human-Caused Hazards: criminal or terrorist acts or other related threats(Types of Hazards section)Step 1: Identify the HazardsThe first step in the hazard analysis process is to identify the hazards associated with the event. Thereare several sources of information to assist in the identification of hazards. These sources include: The jurisdiction’s existing hazard analysis Historic data, especially as it relates to similar hazards from around the country as well as pastlocal events Statistical data (from government agencies) about hazards that are most likely to occur inyour area Specific and unique hazards to the eventBy reviewing these sources of information, you should be able to identify the natural, technological,and manmade hazards that could affect the event. (Step 1: Identify the Hazards section)12 October 2018Page 9 of 44
Special Events Planning & Training GuideThe following is a list of potential hazards that might impact an event. Other hazards may appear as theresult of a Hazard Vulnerability Assessment: Weather Crowds Evacuation and sheltering Stage acts (history of gangs, violence, drugs) Traffic Accident or injured people Altercation or fight Fire or explosion Unattended / Suspicious object Suspicious person Bomb threat Mass illness (criminal contamination, bioterrorism, and foodborne, water and animalcommunicable diseases. Structure collapse Hazardous material Lost child / Lost parent Lost and foundThe above list consists of potential situations that could occur at any event. There may be additionalsituations specific to the individual event that arises out of the hazard vulnerability assessment.Step 2: Weigh and Compare the RisksYou will find that some hazards pose a greater threat to the event than others. To determine whichpose the most significant threat, weigh and compare the risks posed by each hazard. Consider the: Frequency of occurrence Magnitude and potential intensity Location Probable size of the area impacted Probable duration Seasonal pattern Speed of onset and availability of warning(Step 2: Weigh and Compare the Risks section)Step 3: Profile Hazards and ConsequencesYour next step should involve developing a hazard profile that assigns numeric values to each hazardto provide an idea about the real risks each hazard poses. The numeric values relate to: How often each hazard could occur (frequency distribution) The potential impact the hazard could have on the population and property The level of coverage in the jurisdiction’s Emergency Operations Plan (EOP)(Step 3: Profile Hazards and Consequences section)Step 4: Determine VulnerabilitiesThe fourth step involves determining how vulnerable the event is to the highest ranked hazards. Somequestions to ask when identifying vulnerabilities include: What level of coverage is this hazard given in the jurisdiction’s EOP?12 October 2018Page 10 of 44
Special Events Planning & Training Guide Are critical facilities such as fire and police stations likely to be affected?Are local personnel trained and equipped to respond safely?Could response personnel be delayed by traffic, debris, or other factors? How long might thedelay last?(Step 4: Determine Vulnerabilities section)National Incident Management System (NIMS) / Incident Command System(ICS)Per FEMA (2013a):NIMS provides a systematic, proactive approach to guide departments and agencies at all levels ofgovernment, non-governmental organizations, and the private sector to work seamlessly to prevent,protect against, respond to, recover from, and mitigate the effects of incidents. Regardless of cause,size, location, or complexity, to reduce the loss of life and property and harm to the environment.(NIMS AND NRF section)Within NIMS, the Incident Command System (ICS) is an efficient way of managing special events. Thissection will briefly discuss the ICS organizational structure, ICS positions, incident action planning, andcommand structures.Command and Management ElementsAccording to FEMA (2013e), “The NIMS Command and Management component facilitates incidentmanagement. This component includes the following elements: Incident Command System, MultiagencyCoordination Systems, and Public Information” (Command and Man
Special Event Planning Planning for any event may be challenging. According to FEMA (2013b), "Planning for the potential risks and hazards associated with significant public events is critical to public safety and the success of any such event" (Importance of Planning section, para. 1). "Before scheduling a special event, planners should
PSI AP Physics 1 Name_ Multiple Choice 1. Two&sound&sources&S 1∧&S p;Hz&and250&Hz.&Whenwe& esult&is:& (A) great&&&&&(C)&The&same&&&&&
Argilla Almond&David Arrivederci&ragazzi Malle&L. Artemis&Fowl ColferD. Ascoltail&mio&cuore Pitzorno&B. ASSASSINATION Sgardoli&G. Auschwitzero&il&numero&220545 AveyD. di&mare Salgari&E. Avventurain&Egitto Pederiali&G. Avventure&di&storie AA.&VV. Baby&sitter&blues Murail&Marie]Aude Bambini&di&farina FineAnna
The program, which was designed to push sales of Goodyear Aquatred tires, was targeted at sales associates and managers at 900 company-owned stores and service centers, which were divided into two equal groups of nearly identical performance. For every 12 tires they sold, one group received cash rewards and the other received
College"Physics" Student"Solutions"Manual" Chapter"6" " 50" " 728 rev s 728 rpm 1 min 60 s 2 rad 1 rev 76.2 rad s 1 rev 2 rad , π ω π " 6.2 CENTRIPETAL ACCELERATION 18." Verify&that ntrifuge&is&about 0.50&km/s,∧&Earth&in&its& orbit is&about p;linear&speed&of&a .
theJazz&Band”∧&answer& musical&questions.&Click&on&Band .
6" syl 4" syl 12" swgl @ 45 & 5' o.c. 12" swchl 6" swl r1-1 ma-d1-6a 4" syl 4" syl 2' 2' r3-5r r4-7 r&d 14.7' 13' cw open w11-15 w16-9p ma-d1-7d 12' 2' w4-3 moonwalks abb r&d r&d r&d r&d r&d r&d ret ret r&d r&d r&d r&d r&d 12' 24' r&d ma-d1-7a ma-d1-7b ret r&d r&d r5-1 r3-2 r&d r&r(b.o.) r6-1r r3-2 m4-5 m1-1 (i-195) m1-1 (i-495) m6-2l om1-1 .
s& . o Look at the poem’s first and last lines (first and last lines may give readers important . it is important to read poems four times. Remind them that the first time they read is for enjoyment; rereads allow them to dive deeper into poems .
Have&youheardabout&the& DCPublic&Library&Challenge?& Kids,teens,andadults&can have&funandwin ;by participating&inthe&2018&DC&Public .
