pop out festival 2021

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Pop Out Festival 2021

LINCOLN PERFORMING ARTS CENTRE

FRIDAY 1 OCTOBER – SUNDAY 10 OCTOBER 2021

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Contents The Event ................................................................................................................................................ 4

Pop Out Festival 2021 ......................................................................................................................... 4

Event Schedule .................................................................................................................................... 4

Location ............................................................................................................................................... 8

High Street & Cornhill ..................................................................................................................... 8

LPAC and Skal Tipi Stage ............................................................................................................... 11

UoL Rotunda ................................................................................................................................. 12

Exchange Square and Sincil Street ................................................................................................ 14

Attendance ........................................................................................................................................ 15

High Street, Cornhill, Exchange Square and Sincil Street ............................................................. 15

LPAC, Roundabout Theatre and Tipi ............................................................................................. 15

UoL Rotunda ................................................................................................................................. 15

Event Organisers ............................................................................................................................... 16

Tree of Responsibility .................................................................................................................... 16

Roles, Responsibilities and Contacts ................................................................................................. 16

Lincoln Performing Arts Centre Management .............................................................................. 16

Pif Paf ............................................................................................................................................ 17

Highly Sprung ................................................................................................................................ 17

Gravity & Levity ............................................................................................................................. 17

Project Vee .................................................................................................................................... 17

Ockham’s Razor ............................................................................................................................. 17

Paine’s Plough ............................................................................................................................... 17

James Wilton Dance ...................................................................................................................... 17

Autin Dance Theatre ..................................................................................................................... 18

Transported Art ............................................................................................................................. 18

Litter .................................................................................................................................................. 18

Barriers .............................................................................................................................................. 18

High Street & Cornhill ................................................................................................................... 18

LPAC .............................................................................................................................................. 18

Tipi ................................................................................................................................................. 18

UoL Rotunda ................................................................................................................................. 19

Exchange Corner and Sincil Street ................................................................................................ 19

Security ............................................................................................................................................. 19

Stewards ........................................................................................................................................... 20

CCTV .................................................................................................................................................. 20

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Toilet Facilities .................................................................................................................................. 20

Off-campus .................................................................................................................................... 20

On-Campus .................................................................................................................................... 20

COVID-19 Procedures ........................................................................................................................... 21

Audiences .......................................................................................................................................... 21

Staff ................................................................................................................................................... 21

Communications ................................................................................................................................... 22

PA System ......................................................................................................................................... 22

Radio ................................................................................................................................................. 22

Signage and Public Information ........................................................................................................ 22

Media ................................................................................................................................................ 22

Traffic Management ............................................................................................................................. 23

High Street, Cornhill, Exchange Square and Sincil Street ................................................................. 23

On-Campus........................................................................................................................................ 23

Medical and First Aid Cover .................................................................................................................. 24

Police ..................................................................................................................................................... 25

Food/Drink Vendors .............................................................................................................................. 25

Curry Jacks ........................................................................................................................................ 25

Route 14 ............................................................................................................................................ 26

Risk Management ................................................................................................................................. 27

Risk Assessments .............................................................................................................................. 27

Incident Reporting ............................................................................................................................ 27

RIDDOR .............................................................................................................................................. 27

Weather ............................................................................................................................................ 27

Insurance ........................................................................................................................................... 27

Counter Terrorism ............................................................................................................................. 27

Crowd Management ......................................................................................................................... 28

Town Centre .................................................................................................................................. 28

University of Lincoln...................................................................................................................... 28

Incident Management ........................................................................................................................... 29

Extreme Weather .............................................................................................................................. 29

Emergency Vehicle Access ................................................................................................................ 29

Event Emergency Plan ....................................................................................................................... 29

Fire Prevention .................................................................................................................................. 29

Lost/Found Child and Vulnerable Persons ........................................................................................ 29

Temporary Structures ........................................................................................................................... 30

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Roundabout ...................................................................................................................................... 30

Staging ............................................................................................................................................... 30

Gazebo .............................................................................................................................................. 30

Electrical Equipment ............................................................................................................................. 30

Stage Management ............................................................................................................................... 30

Event Licenses ....................................................................................................................................... 31

Appendices ............................................................................................................................................ 32

Appendix One: Event Emergency Plan .............................................................................................. 33

Emergency Arrangements............................................................................................................. 33

Emergency Procedures – Town Centre ......................................................................................... 33

Emergency Procedures – On Campus ........................................................................................... 35

Threats and Suspicious Items ........................................................................................................ 37

Appendix Two: Lost/Found Child & Vulnerable Persons Procedures and Reporting Forms ............ 38

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The Event

Pop Out Festival 2021

‘Pop Out’ festival is a pop-up theatre event taking place outside Lincoln Performing Arts

Centre (LPAC), on the University Rotunda and within areas of Lincoln Town Centre. This plan

covers the outdoor performances off the University Campus. The festival will take place

between Friday 1 October and Sunday 10 October 2021.

Event Schedule

Friday 1 October

Event Time Activity Location

Why? -

Gravity &

Levity

15:00 Event Get In UoL Rotunda

Darkfield

Radio

Various Interactive Installation LPAC

Saturday 2 October


Fun Palace ALL

DAY

Various LPAC & Tipi

Flycycle &

Submercycle

– Pif Paf

10:00

13:15

15:15

Interactive Performance Exchange

Square

Urban

Astronaut –

Highly

Sprung

12:30

14:30

Performance High Street &

Cornhill

Why? -

Gravity &

Levity

11:00

16:00

Performance UoL Rotunda

5

Pangotic -

Project Vee

11:45

13:45


Darkfield

Radio


Sunday 3 October


Flycycle &

Submercycle

– Pif Paf

10:00

13:15

15:15

Interactive Performance Exchange

Square

Together –

Ockham’s

Razor

13:00

14:30

16:00

Performance Cornhill

Why? -

Gravity &

Levity

12:00

15:00


Darkfield

Radio


Monday 4 October


Roundabout

– Paines

Plough

ALL

DAY

LPAC Event Get In UoL Rotunda

Darkfield

Radio


Tuesday 5 October


Roundabout

– Paines

Plough

ALL

DAY

Paines Plough Event Get In UoL Rotunda

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Darkfield

Radio


Skal Live 19:30 Bands Night Skal Tipi Stage

Wednesday 6 October


Roundabout

– Paines

Plough

ALL

DAY


Darkfield

Radio


Thursday 7 October


Roundabout

– Paines

Plough

ALL

DAY


Darkfield

Radio


Evolve

Showcase

17:30 Schools Music Event Skal Tipi Stage

Roundabout

– Paines

Plough

17:00-

22:00

Various Performances UoL Rotunda

Friday 8 October


Darkfield

Radio


Roundabout

– Paines

Plough

10:00-

22:00


7

Saturday 9 October


Darkfield

Radio


Roundabout

– Paines

Plough

10:00-

22:00


iRobot –

James

Wilton

dance

10:00

12:30

15:00

Performance Exchange

Square

Out of the

Deep Blue –

Autin Dance

Theatre

11:00

13:30

16:00

Performance High Street &

Cornhill

Aerial –

Transported

Art

From

12:00

Interactive Performance Sincil Street

Sunday 10 October


Darkfield

Radio


Roundabout

– Paines

Plough

11:00-

22:00


Monday 11 – Wednesday 13 October


Roundabout

– Paines

Plough

ALL

DAY

Event Get out UoL Rotunda

8

Location

High Street & Cornhill

Urban Astronaut

9

Together

10

Out of the Deep Blue

11

LPAC and Skal Tipi Stage

12

UoL Rotunda

2-3 October 2021

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4-11 October 2021

14

Exchange Square and Sincil Street

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Attendance

High Street, Cornhill, Exchange Square and Sincil Street

The total number of people expected to attend the event is up to 400 per performance (800 in total), however this potentially could be 400 across two performances. As the attendance levels are dependent on the day, the Event Manager will communicate with security and stewards on action to take with a larger capacity. Should the number exceed 200 people, stewards and security will be extra vigilant in ensuring that the surrounding areas are clear and accessible.

LPAC, Roundabout Theatre and Tipi

Events at the LPAC, Roundabout Theatre and Tipi have capacities and will be controlled by

ticketing. Tickets are only sold at the LPAC Box Office and at Pop Out Village. Tickets will be

shown at the entrance and checked by stewards upon entry,

UoL Rotunda

The total number of people expected to attend the event is up to 400 per performance (800 in total), however this potentially could be 400 across two performances. As the attendance levels are dependent on the day, the Event Manager will communicate with security and stewards on action to take with a larger capacity. Should the number exceed 200 people, stewards and security will be extra vigilant in ensuring that the surrounding areas are clear and accessible.

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Event Organisers

Tree of Responsibility

Roles, Responsibilities and Contacts

Lincoln Performing Arts Centre Management

Holly Cox – Event Manager – 01522 837613 // 07557359169

Julie Ellerby – Marketing Manager – 01522 837677 // 07814666703

Steve Chambers – Stage Manager – 01522 837602 // 07985275522

Alex Kent – Technician – [email protected]

Tom Marcinek – Technician - [email protected]

Craig Morrow – Artistic Director – 01522 837670 // 07800866272

Martin Rousseau – Stage Manager – 01522 837106 // 07944055730

Laura Swain – Box Office and CRM Coordinator – 01522 837618

LPAC are responsible for:

Lincoln Performing Arts Centre (University of Lincoln) Theatre Company Manager

Event Manager

__________________I______________________ ______|____________

I I I I I I

Stewards Security Technical Team Marketing Performers Set/Props

__________________ I I

I Staging/Sound Promotions/Press

Audience

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• Activities and management of the stewards

• Security

• Audience

• Location

• Press

• Time management

• Health & Safety of staff and audience

Pif Paf

Marianne Bolton - [email protected] - 07931339161

Highly Sprung

Mark Worth - [email protected] - 07810267660

Gravity & Levity

Lee Kennedy - [email protected] - 07716375928

Project Vee

Matt Pang - [email protected] 07762072463

Ockham’s Razor

Alison King – [email protected] - 07970426763

Paine’s Plough

James Wilton Dance

James Wilton - [email protected] - 07850651057

mailto:[email protected]






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Autin Dance Theatre

Johnny Autin – [email protected] – 07557981497

Transported Art

Lauren Williams – [email protected] - 07858925376

Litter

There is no waste produced from each performance, however the stewarding team will

patrol the area to ensure any litter is removed from the performance and audience spaces.

After each performance and at the end of the event day, all litter will be removed and

disposed of.

Public litter bins will be available for audiences to use, as well as bin bags provided by

Lincoln Performing Arts Centre.

Refreshment stalls on the University campus will have bins for their stall. Additional bins will

be provided/

Barriers

High Street & Cornhill

Pedestrian Barriers will be used to enclose the Cornhill Square before the performance. The

barriers will be removed before the start of the performance.

Barriers will also be used to protect the PA system area.

Moveable barriers will be used to identify the edge of the audience spaces. This will assist to

ensure ease of access between the audience viewing areas and the Cornhill shops, and

protect the sound system.

LPAC

Tipi

Heras fencing will be used to enclose the Tipi space during sound checks and during the

performance. This is to manage capacities.



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UoL Rotunda

Heras and pedestrian barriers will be used to enclose the Rotunda during get in/on.

Pedestrian barriers will be used throughout the event to manage performance areas,

audiences and queues.

Exchange Corner and Sincil Street

Pedestrian Barriers will be used to enclose the Exchange Corner space before the

performance. The barriers will be removed before the start of the performance.

Security

Security will be provided by Showsec for the below dates, times, and locations:

Lincoln Cornhill/Exchange Square

Saturday 2 October – 08:00-16:30 – 2 event security

Saturday 2/Sunday 3 October – 16:30-08:00 – overnight cover on Cornhill monitoring stage

area

Sunday 3 October – 08:00-18:00 – 2 event security


University of Lincoln Rotunda


Sunday 3 October – 10:30-17:30 - 2 event security

LPAC

Tuesday 5 October – 18:30-23:30 – 2 event security

For other on-campus events, security will be provided by University of Lincoln.

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Stewards

Lincoln Performing Arts Centre (University of Lincoln) will provide stewards who have

experience working in an events environment on and off the University Campus. There will

be a team of 20-25 stewards working across the event sites. There is a briefing for all

stewards on Monday 27 September at 18:00 in Studio X, LPAC.

CCTV

Lincoln City and University of Lincoln CCTV will be in operation for the duration of the

festival.

Toilet Facilities

Off-campus

Public toilets can be located in the Waterside Centre. These will be the nearest toilets for

the public to use. Staff and visiting companies will be able to use the toilets in in the

dressing room space located in the shop unit between Cosy Club and Moss Bros.

On-Campus

Toilets are available in all university buildings. The nearest toilets for the Rotunda is the

Minerva building. The nearest toilets for the Tipi is the LPAC building.

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COVID-19 Procedures

Audiences

We strongly encourage audience members to wear masks, but we understand that this is a

personal choice.

Social distancing will be advised.

Staff

Masks:

Stewarding and technical teams are expected to wear masks when audiences are in place

and in proximity.

Roundabout Theatre Ventilation:

TSM team to ensure that the aircon unit is switched on, with the cooling effect switched off,

and the fan on at the lowest setting on the dial.

If audience members ask, they can be assured that Roundabout is mechanically ventilated.

Hand sanitiser stations to be placed in the gazebos.

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Communications

PA System

A PA system will be provided for the main event areas (Rotunda/Cornhill). There will be a

microphone/loud hailer at the PA system if a public announcement is required.

Radio

Key event managers, stewards and security will be provided with radios for communication.

Signage and Public Information

Signage and information will be provided for the following (where required):

- First Aid

- Audience Zones

- Information about the event

o Performance Dates and Times

o Brief Description of Performance

o Performance Duration

o Additional information regarding location

o Directional signs

Media

The Marketing Manager and Street Team will handle any media present at the event.

All pre-show/post-show interviews and/or photographs/video will be organised in advance

with the Marketing Manager.

Where possible, this information will be given to the Event Manager at least two weeks

before the event weekend.

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Traffic Management

High Street, Cornhill, Exchange Square and Sincil Street

As both performances are located within the pedestrianised town centre, all event vehicles

which are not part of a medical team will adhere to the following:

- Vehicles off site by 10:00 - Vehicles on site from 16:00

- Vehicles to travel between 5-10mph when in pedestrianised areas with hazard lights

on if necessary.

The medical team will be parked alongside the event space in an area which they feel is

most suitable.

In an event where a vehicle requires access down the High Street or along the side of the

event in the Cornhill, the event structure and barriers can be moved easily. Stewards and

security will manage the movement of audience should this be required.

On-Campus

All vehicle access has been cleared and confirmed with University of Lincoln’s security team.

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Medical and First Aid Cover

Medical Cover will be provided by St Johns Ambulance for the below dates and locations Saturday 2 October – 09:00-16:00 – Lincoln Cornhill/Exchange Square

Saturday 2 October – 10:00-17:00 – University of Lincoln Rotunda

Sunday 3 October – 09:00-17:00 – Lincoln Cornhill/Exchange Square

Sunday 3 October – 11:00-16:00 - University of Lincoln Rotunda

Saturday 9 October – 09:00-17:00 - Lincoln Cornhill/Exchange Square

Cover will include:

1 x First Aid Member

1 x Advanced First Aider

All other dates and times, First Aid will be provided University of Lincoln for smaller events

on campus.

A First Aid Kit provided by University of Lincoln will be located at the PA System of the event containing the following:

Guidance Card

Plasters

Eye Pad

Triangular Bandage

Safety Pins

Medium Dressing

Large Dressing

Vinyl Gloves (pair)

Yellow Incinerator Bag

Detectable Plasters

Fingerstall

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Burn Dressing

Contents List

Eye Wash 20ml Sodium Chloride

Disposable Apron

Vent Aid

Finger Dressing

Non Alcohol Cleansing Wipes

Stainless Steel Scissors

Stainless Steel Tweezers

Biohazard Disposal Pack

Disposable Cold Pack

Burn Dressing

Microporous Tape

Foil Blanket

MISHAP Book

Taxi Voucher Book

Police

Should the police be required, event personnel will call 999.

Food/Drink Vendors

Curry Jacks

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Route 14 All documents can be found on: https://universityoflincoln-

my.sharepoint.com/:f:/g/personal/hcox_lincoln_ac_uk/Ej3fDH6CMwBLqOrvpv7b3OYB3Qc6

y3u1-ZpMERGfpsuV5A?e=39mV3a

https://universityoflincoln-my.sharepoint.com/:f:/g/personal/hcox_lincoln_ac_uk/Ej3fDH6CMwBLqOrvpv7b3OYB3Qc6y3u1-ZpMERGfpsuV5A?e=39mV3a



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Risk Management

Risk Assessments

All documents can be found on: https://universityoflincoln-



Incident Reporting

Any incident or near miss will be recorded on a University of Lincoln MISHAP form which can

be found in the First Aid kit at the PA system.

Used forms will be stored at the PA system in a secure folder.

RIDDOR

University of Lincoln Health and Safety department will be responsible for RIDDOR.

Weather




Insurance




Counter Terrorism

Please see appendix one.










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Crowd Management

Town Centre

All will have a minimum of 4 stewards and 2 members of security staff. They are unticketed

and free. Audience members are not required to stay for the entire performance, they could

watch the performance in its entirety or watch for 30 seconds. Stewards and

Security/Stewards will monitor crowds to ensure good movement around the performance

space and will ensure that space is available around the performance for passers-by or

emergency vehicles.

University of Lincoln

Security/Stewards will monitor crowds to ensure good movement around the performance

space and will ensure that space is available around the performance for passers-by or

emergency vehicles. Roundabout theatre and LPAC are ticketed venues which will be

controlled through the box office and by the stewards.

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Incident Management

Extreme Weather




Emergency Vehicle Access

Emergency vehicles will be given priority when required.

Access will be of 4 metres.

St Johns Ambulance will have a support vehicle at the Cornhill for the events held there.

Event Emergency Plan

Please see appendix one.

Fire Prevention

Electrical equipment used by LPAC or the visiting companies will have up to date PAT tested

electrical equipment.

There will be a water based and CO2 based fire extinguisher located at each PA system.

Lost/Found Child and Vulnerable Persons

The event will follow guidance from the LESP Lost/Found Child & Vulnerable Persons

(LFCVP) Procedures & Reporting.

The LFCVP Point will be located at the PA system gazebo which will be manned by no less

than 2 staff.

Please see appendix two for procedures and forms to be used by staff.




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Temporary Structures

Roundabout

For information on the Roundabout Theatre, please visit:

https://www.dropbox.com/sh/y3fwq4x2dna2xqj/AAB2DZb1Z6ZNcEBVmK8Mb3xEa?dl=0

Staging




Gazebo

There will be two gazebos at each event site for the technical team and FOH/performers.

There will be additional gazebos at the Rotunda for the Roundabout Theatre.

Electrical Equipment

A PA system and speakers will be provided for each event.

For information on Roundabout, all documents can be found on: https://universityoflincoln-



Stage Management

LPAC Management, stewards and security will be briefed prior to the event and on the day

of the event.

LPAC Management, stewards and security will be entitled to a rest break on shift between

performances for 30 minutes if they work more than 6 hours.

https://www.dropbox.com/sh/y3fwq4x2dna2xqj/AAB2DZb1Z6ZNcEBVmK8Mb3xEa?dl=0







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Event Licenses

This event does not require a license for the performance of plays and dance as the

audience levels are predicted at less than 500 people and the event takes place between

08:00-23:00.

Activities including amplified music and recorded music are covered under the premises

license of Lincoln Business Improvement Group.

Route 14 has organised a Temporary Event Notice for the sale of alcohol.

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Appendices

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Appendix One: Event Emergency Plan

Emergency Arrangements

For Show stop, postponement and event recovery, please see risk assessments.

Tour Manager and/or Event Manager will be responsible for making the decision regarding the cancellation or postponement of event. This

will be relayed to the audience via microphone/speaker, and/or via social media.

Emergency Procedures – Town Centre

All staff, security and performers will be briefed before the event on the emergency procedures for the event.

Should the event require evacuation, the performance will stop and audience will be notified by the Tour or Event Manager through the PA

system (or appropriate communication). Security and stewards will assist to move audience and performers away from the event site to the

assembly point which is situated next to the memorial opposite Lloyds Bank for the Cornhill, or in City Square for Exchange Square.

On discovering an indication of a fire/threat, staff should:

1. Inform Technical team at PA system

2. Technical team will stop show and inform audience on PA system (or appropriate communication).

3. Dial 999

4. Proceed to assembly point

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Emergency Procedures – On Campus

All staff, security and performers will be briefed before the event on the emergency procedures for the event.

Should the event require evacuation, the performance will stop and audience will be notified by the Tour or Event Manager through the PA

system (or appropriate communication). Security and stewards will assist to move audience and performers away from the event site to the

assembly point which is situated at the end of Brayford Wharf South. If the fire alarm for the Minerva Building sounds, the event will also

evacuate.

On discovering an indication of a fire/threat, staff should:

1. Inform Technical team at PA system

2. Technical team will stop show and inform audience on PA system (or appropriate communication).

3. Dial 999

4. Proceed to assembly point

Emergency procedures for Lincoln Performing Arts Centre will remain as standard.

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Threats and Suspicious Items

Majority of LPAC staff have attended a Project Griffin counter-awareness presentation with Lincolnshire Police in January 2018.

Staff will be made aware of security advice in the pre-event briefing but will be advised to use the following protocols:

- Suspicious Packages

o HOT: is it HIDDEN, is it OBVIOUSLY suspicious, is it TYPICAL of what you would expect in this location. (if suspicious, move to 4

Cs)

o 4 Cs: CLEAR the area, CORDON area, COMMUNICATE with 999, CONTROL access,

- Weapons Incident – RUN, HIDE, TELL

Should staff discover suspicious items or witness suspicious behaviour, they are to inform a member of security who will inform the event

manager and relevant authorities.

38

Appendix Two: Lost/Found Child & Vulnerable Persons Procedures and Reporting

Forms

The event must have a planned response to LFCVPs.

Staff or an appropriate organisation who meet the required standards should undertake this

role and be responsible for co-ordinating efforts to locate and reunite LFCVPs.

A LFCVP Point (Safe Area) should be staffed by no less than two competent staff members

should a LFCVP situation arise. The processing of forms etc for LFCVP should be carried

out by the LFCVP Point staff.

Staff should follow this procedure to ensure minimal distress to the affected group.

Guidelines

1. Children under the age of 14 years should be kept unconditionally at the LFCVP Point until collected by a parent, guardian or responsible adult.

2. Children 14 years and over are free to leave at any time, or remain at the LFCVP Point if they wish.

3. A responsible adult is someone who is 18 years or over, who LFCVP Staff feel the LFCVP is comfortable with, who demonstrates responsibility for the CVP and is not considered to pose an obvious threat to the CVP.

4. When reporting a LFCVP - DO NOT say the CVPs’ name over the radio when radioing initial information in to Event Control. Use code names - for example:

▪ “Moses” for the child / vulnerable person ▪ “Mr/Mrs Moses” for the parent / responsible adult

5. All found CVP, and adults looking for a lost CVP, should be taken to the LFCVP Point

after waiting for ten minutes in the area where the separation happened.

6. CVP must always be accompanied by no less than two adults. 7. UNDER NO CIRCUMSTANCES SHOULD A CHILD BE ESCORTED BY ONE

PERSON ALONE. 8. On arrival at the LFCVP Point, the appropriate forms MUST be completed by the

LFCVP Point Staff.

9. Proof of identity should be requested by the LFCVP Point staff, if they feel it is necessary, prior to the LFCVP being allowed to leave the LFCVP Point. It is also

39

suggested that a photo is taken of the person collecting the LFCVP.

10. If a CVP is not willing to go with the parent / responsible adult, Event Control must be informed immediately. The LFCVP Point Staff should then make an assessment as to whether the CVP should be released. If the course of action is unclear, further guidance should be sought from Event Control, and in any event, Event Control must be kept fully informed of the situation. Event Control will inform the Police if deemed necessary.

11. All forms should be passed to the Event Control/the Event Organiser at the end of the event. These should be stored in a secure place for a period a seven years following the event and then securely disposed of.

In the event of a child/vulnerable person (CVP) not being repatriated by the end of the

event, the Event Organisers will contact Lincolnshire Police in the first instance who

will liaise with them and other relevant agencies to ensure that appropriate action is

taken in line with safeguarding policies.

IF A FOUND CVP IS REPORTED TO YOU, FOLLOW THIS PROCEDURE

o All found CVP must be accepted by steward / security officer / event staff.

o Event control must be informed immediately.

o Event control will inform the LFCVP Point staff and all appropriate staff in the vicinity of the situation, including the police if necessary.

o Event control will also log the incident and dispatch security to the location.

o The steward / security officer / member of staff and the person who has found the child must remain in a safe place at the location where the child was found for 10 minutes to allow for immediate recovery by parents / responsible adult. Make your position easily visible to aid parents / responsible adults to find their child.

o If a CVP is claimed by their parent / responsible adult within 10 minutes, the steward / security officer / member of staff should let the CVP go if they are willing and happy to do so.

o If the CVP is not willing to go with the parent / responsible adult, the LFCVP Point Staff must be informed of the situation immediately and before the child is released. If a child is unwilling to go with the parent / responsible adult, an assessment by LFCVP Point Staff will be made and the police may be informed. Event control should be contacted for advice if required.

o If the CVP is not claimed with in ten minutes, the security detail will escort the CVP to the LFCVP Point. If the person who found the CVP is not prepared to accompany the security to the unit, details should be noted as to where the CVP was found and contact details of the person who found the CVP be taken.

o Found CVPs will be handed over to the LFCVP Point Staff, who will complete a Found CVP Form and take care of the CVP until collected by the parent / responsible

40

adult. The parent / responsible adult will be required to show proof of identity and a signature must be obtained prior to allowing the CVP to leave with them.

o On repatriation of the CVP with their parent / responsible adult, the Repatriation Form must be completed.

o Once a CVP has been reunited with their parents / responsible adult, the LFCVP Point will notify Event Control.

41

IF A LOST CVP IS REPORTED TO YOU, FOLLOW THIS PROCEDURE

o If a parent / responsible adult approach you about their lost CVP, remain calm.

o Contact Event Control, either with your own radio, or ask a member of staff with a radio to do this for you.

o Ask the parent / responsible adult for a detailed description of the CVP and where and when they were last seen.

o Go with the parent / responsible adult to the location where the CVP was last seen and wait there for at least 10 minutes just in case the child comes back. Make your position easily visible to aid the lost CVP to find their parents/responsible adult.

o Security personnel in the vicinity will be notified immediately to support a rapid search of the immediate area.

o If the CVP is does not return within ten minutes, the security detail will escort the parent/responsible adult to the LFCVP Point.

o The parent / responsible adult may be very distraught and not wish to leave the area where the CVP was lost. If the parent/responsible adult is not prepared to accompany the security to the unit, their contact details should be taken and relayed to Event Control so they can be contracted if the CVP is found / later.

o Event Control will notify the LFCVP Point and Police as necessary who will co-ordinate and continue the search until the child has been found.

o If an individual case presents with circumstances which may lead to the child being a high risk case (e.g. possible kidnapping) event control should be contacted immediately and the police informed, who will devise the appropriate search strategy.

o Parents / responsible adults arriving at the LFCVP Point looking for a CVP who has not been handed in, will be encouraged to remain at the LFCVP Point but will not be forced to do so.

o The LFCVP Point staff will complete a Lost CVP Form and take care of the parents / responsible adult until the lost CVP is found. The parent / responsible adult will be required to show proof of identity and a signature must be obtained prior to allowing the CVP to leave with them.

o On repatriation of the CVP with their parent / responsible adult, the Repatriation Form must be completed.

o Once a CVP has been reunited with their parents / responsible adult, the LFCVP Point will notify Event Control.

AT NO TIME SHOULD A CHILD BE ESCORTED TO THE LOST CHILD POINT

BY ONE MEMBER OF EVENT STAFF ALONE

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The completed forms must be retained for 7 years following the date of the event.

FOUND CHILD OR VULNERABLE PERSON REPORT FORM

INFORMATION ABOUT THE CHILD

(Description on the form only, not to be announced over the P.A)

Incident Number:

Date & Time Reported:

Location reported:

Child’s Name:

Age of child:

D.O.B.

Male / Female

Hair Colour:

Eye Colour:

Clothing (Colour & Pattern):

Ethnic Classification:

Parent / Guardian name (obtain from child):

Address:-

Phone Number:-

Has the Child any special medical

requirements? (check for medical tags)

Time the child was handed over to the Lost

Child/Vulnerable Adult Point:

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Security / Steward & Head of Security dealing

with the child:

Details of Adult handing child over:

Name:

Address:

Tel:

Name of staff member receiving child

Any other information:

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LOST CHILD OR VULNERABLE PERSON REPORT FORM

INFORMATION ABOUT THE CHILD

(Description on the form only, not to be announced over the P.A)

Incident Number:

Date & Time Reported:

Location reported:

Person reporting (including name, address, contact details and relationship)

Where was lost child / vulnerable person last seen?

Any likely locations that the lost child / vulnerable person would go to?

Lost child / vulnerable person’s name:

Age of person:

D.O.B.:

Male / Female

Hair Colour:

Eye Colour: Clothing (Colour & Pattern):

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Ethnic Classification:

Height / build:

Distinguishing features:

Any safety concerns, special medical needs or other important factors?

Name of staff member receiving report:

Any other information:

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REPATRIATION FORM

Incident Number:

Parent / Responsible Adult

Witnessed by:

THIS IS TO CERTIFY THAT THE CHILD NAMED ABOVE

HAS BEEN REUNITED WITH PARENT / RESPONSIBLE

ADULT IN A SAFE MANNER

Parent / Guardian Name(s):

Name of Witness:

Parent / Guardian Address:

Witness Address:

Parent / Guardian Tel:

Witness Tel:

Parent / Guardian Signature(s):

Witness Signature:

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ID of Parent / Responsible Adult:

Witness Role Title:

Time Child Reunited with Parents /

Responsible Adult

Signature of Security / Steward / Lost/Found Child or

Vulnerable Adult Point Staff

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