6. CHIPPENHAM TOWN FC MATCHDAY OPERATIONS MANUAL (SECTION 2)
4. CONTINGENCIES 27
4.1 Fire 27
4.2 Suspect Package or Bag 28
4.3 Partial or Full Evacuation 28
4.4 Adverse Weather 29
4.5 Damage to Structures 30
4.6 Power Cut or Failure 30
4.7 Gas Release or Chemical Incident 31
4.8 Crowd Disorder, Surge or Crush 31
4.9 Pitch Incursion 31
4.10 Late Spectator Arrivals 32
4.11 Capacity Crowds/Lock Outs 33
4.12 Postponed and Abandoned Matches 33
4.13 Match Postponed Before Turnstiles Open 34
APPENDIX A Overall Site Plan 35
APPENDIX B Clubhouse Plan 36
APPENDIX C Local Street Maps 37
APPENDIX D Key Safety Related Contacts (internal and external) 38
APPENDIX E Chippenham Town FC Accident Report Form 43
APPENDIX F Chippenham Town FC Matchday Lost Property Form 45
These procedures are intended to be comprehensive and workable for dealing with any emergency incidents that may occur at the Ground on a Match day.
In order to avoid inducing fear or panic into spectators who may overhear an emergency message between Match day staff, the following ‘code words’ should be used:
Fire Mr Jet
Suspect package (possible bomb) Mt Fawkes
Imminent Ground evacuation Mr Leggit
A full fire risk assessment has been conducted for Chippenham Town FC and is an integral part of this manual.
The discovery of a fire should be notified to the Safety Officer/Control Point immediately, giving a precise location and estimate of severity, e.g.:
‘Mr Jet has been located at ……………….. and the severity appears to be …………….’
The nearest Stewards to the fire incident should move spectators away from the area and prevent spectators from approaching the fire. The Safety Officer should go immediately to the scene of the fire and make an assessment for next steps, which may be calling the Fire Brigade. Fire fighting equipment should only be used to deal with the fire if it is small and manageable. If the incident is successfully dealt with, a message should be sent back to the Control Point stating:
‘Mr Jet has left the Ground.’
If appropriate, a Steward will be sited in the vicinity to conduct a ‘fire watch’ for at least one hour, so that the situation can be managed should the fire re-ignite. A suitable fire extinguisher should be provided for use by the Steward in the event of re-ignition.
4.2 Suspect Package or Bag
If a suspect package or bag comes to the attention of Match day staff, this should be reported to the Safety Officer/Control Point giving a precise location:
Mr Fawkes has been located at ………………….
The Safety Officer should go immediately to the location. People nearby should be asked if the package or bag belongs to them or if they know who it belongs to. If somebody claims the package or bag, or it is easily determined to be harmless, a message should be sent back to the Control Point confirming:
Mr Fawkes has left the Ground
If the suspect package is not claimed the Stewards must clear the immediate area and not allow spectators to approach the package. The Police must be informed of the situation using 999 and a partial or full Ground evacuation may be necessary taking account of the Police advice.
Any suspect package or bag discovered before spectators enter the Ground will result in turnstiles remaining closed until the incident has been resolved.
4.3 Partial or Full Evacuation
If an incident cannot be successfully dealt with, the Emergency Services must be informed by the Safety Officer (or someone else on his/her instruction) using 999, giving as much information as possible – only one person should call the emergency services to summon assistance.
The Safety Officer or another member of the Steward team should report to the PA Announcer who will broadcast the message:
‘Mr Leggit is in the Ground.’
On this announcement, Stewards and Club officials should proceed to the emergency exits gates and put them into the open position and site themselves by the gates to direct spectators and assist Ground evacuation.
Stewards and/or Club officials should be sited to ensure the access road to the Ground and Ground emergency access routes are clear to give unrestricted emergency services access. The Safety Officer, or a designated Steward, should meet the emergency services at the front entrance in order to provide full details of the emergency. Club officials, staff and volunteers should comply with the advice and guidance given by the emergency services.
If an exit gate is compromised by the incident, a Steward should be suitably sited to prevent use of that exit gate and direct spectators to an alternative exit gate.
An appropriate announcement should then be broadcast on the PA system, along the lines of:
‘Ladies and Gentlemen, due to an unforeseen incident will you please vacate the Ground for a short while.
Kindly proceed to your nearest Fire Exit.
Please leave in an orderly manner and assemble at your nearest point of safety.
All cars must remain in the car park until further notice.’
Full or partial evacuation will be ordered at the discretion of the Safety Officer based on the evidence available at the time.
Players and match officials may be instructed to congregate in the pitch centre circle until the situation can be assessed, to see if it is safe to return to the changing rooms. If not, they will be instructed to evacuate the Ground by the nearest uncompromised emergency exit.
Once the Ground has been evacuated the Safety Officer and a Club official will conduct a Ground inspection to ensure it has been appropriately evacuated, including all premises. The inspection will be completed by at least two persons and, where appropriate, they should be accompanied by members of the emergency services.
If it is decided that the Ground is safe to re-enter and continue with the match, the PA Announcer and Stewards should communicate this to evacuated spectators. Once re-admission has been safely completed, Stewards should return to their normal duties or any other duties as deemed necessary in the circumstances. If necessary the PA Announcer should be asked to announce:
‘Attention, attention, all Stewards please return to normal match duties.’
4.4 Adverse Weather
Extremes of weather such as wind, rain, lightning, snow, ice, fog or heat, may affect pitch conditions and player or spectator safety, both inside and outside the Ground, including access and egress routes.
Where such extremes exist (or are forecast) the Club will check weather updates, conduct pitch and Ground inspections, and consider in light of all available information whether plans to run the fixture should proceed. Where possible this decision should be made to give the visiting club and its supporters adequate time to cancel travel arrangements. The Club Secretary will make efforts to alert the visiting club directly and supporters via the internet, telephone messages and signage.
Should the match be underway when weather conditions worsen, the temporary suspension or abandonment of the match will be considered with input from the Referee. If the match is abandoned the Ground will be evacuated.
Communications with spectators will be via the PA system, loudhailer, Stewards and Club officials.
4.5 Damage to Structures
Upon notification of any structural damage or defect in or nearby to the Ground, the Safety Officer will inspect the damage and assess it for safety. If spectators are already in the Ground, a decision will be made as to whether it is necessary for Stewards to clear the immediate area of spectators, directing them to a safe area of the Ground. If reasonably practicable, appropriate repairs will be carried out. Stewards must prevent access to the immediate area until suitable repairs are completed and the area declared safe.
If repairs cannot be carried out, an assessment must be made of the likelihood to cause a threat to spectators. Where a risk exists that can be controlled and managed for the duration of the match, the area may be cordoned off with Stewards or Club officials positioned to prevent access to the hazard, provided it does not compromise the Club’s ability to evacuate the Ground in an emergency situation.
If the risk to spectator safety is such that it cannot be controlled and managed satisfactorily for the duration of the match, then the fixture must be cancelled and the Ground evacuated.
Following the match, arrangements will be made to fix/control the problem as soon as possible, preferably before the next home fixture.
4.6 Power Cut or Failure
If a power cut occurs during a floodlit match and the Referee decides to abandon the match, spectators will be kept informed by the PA Announcer, Stewards and Club officials. If the PA system fails, there is a loudhailer available as back up. Stewards will oversee an evacuation of the Ground to ensure spectators are able to leave safety. Spectators with a disability will be offered appropriate assistance.
The Safety Officer, or other suitable Club official, should contact a competent electrician or the electrical power suppliers to address the problem.
4.7 Gas Release or Chemical Incident
No gas or associated chemicals are used within the Ground; therefore it would be assumed any release would originate from an external source, potentially malicious. The Safety Officer, or other suitable Club official, must contact the emergency services and make arrangements to meet them by the Club entrance.
A decision will be made as to whether the Ground should be partially or fully evacuated prior to the attendance of the emergency services. Once the emergency services are in attendance, Club officials will act under their guidance to safeguard the safety of spectators. The affected area of the Ground will be cordoned off and spectators will only be allowed to return to the area on the advice of the emergency services.
Once the situation has been declared under control a decision will be made (in liaison with the Referee) to start the match if it had not yet kicked off, or whether to complete the match if it had already started, or whether to abandon the fixture. This will depend on the advice of the emergency services, the length of the stoppage period, and the time (particularly if an evening fixture).
4.8 Crowd Disorder, Surge or Crush
Stewards, assisted by Club officials, will attempt to resolve any situation involving overcrowding or unruly crowd behaviour that may lead to disorder, surging or crushing. If it is clear that quick resolution is not possible, the Safety Officer or other Club official will notify the Police (using 999). Stewards will continue to try to contain or control the situation. A priority is to prevent escalation, spreading of the problem or confrontation between rival supporters, while awaiting Police assistance.
Spectators wanting to move away from the incident should be directed to a safer area of the Ground or evacuated out of the Ground to the external assembly area. The PA system should be used to issue warnings, direct spectators and keep everyone updated of the situation.
First aid personnel will be alerted in case their assistance is required. If considered necessary the local Ambulance Service should also be called to attend (using 999).
The Referee will be notified of the situation and may be asked to temporarily suspend the match and remove the players from the pitch. Depending on the seriousness of the situation, consideration should be given to abandoning the match and, if required, ordering an emergency evacuation of the Ground.
4.9 Pitch Incursion
If a pitch incursion occurs, the Stewards (assisted by Club officials) will attempt to resolve the situation. If it is clear that this is not possible, the Police will be called by the Safety Officer or other suitable Club official. Stewards should be deployed as appropriate to prevent, deter or limit additional incursions and prevent confrontation between rival supporters.
The PA system will be used for issuing warning messages and/or advising spectators to clear the pitch area.
The Safety Officer will consult with the Referee to make a decision to temporarily suspend the match and remove the players from the pitch. Depending on the seriousness of the situation, consideration should be given to abandoning the match and, if required, ordering an emergency evacuation of the Ground.
Any person conducting a hostile pitch incursion will be ejected from the Ground. They may also be subject to further sanctions by the Club, including a ban from the Ground. Support will be given to the Police in the event of charges being made.
It is recognised that there are occasions when allowing pitch incursion is a viable decision to manage a safety risk, for instance to allow people to escape a crowd disorder, surge or crush situation.
The Club further recognises there are occasions when spectators may want to enter the pitch area, e.g. celebrating a high profile victory or last home match of the season. All efforts will be made to encourage spectators not to enter the pitch area, including Steward placements, match programme notes and regular PA announcements before and after the final whistle. When such an occasion occurs the Safety Officer will use dynamic risk assessment to determine the most suitable controls to use as the situation evolves.
4.10 Late Spectator Arrivals
Should information be received that either:
• Significant numbers of spectators are expected to arrive at the Ground close to or after the scheduled kick-off time; or
• Extended queues of spectators are yet to have gained access to the Ground via the turnstiles.
The Safety Officer, or other suitable Club official, will liaise with the Referee regarding the possibility of delaying the kick-off time for an appropriate period. Ideally this should be agreed by the Safety Officer, Match Officials, Team Managers and both Clubs, though the final decision rests with the Safety Officer or other suitable Club official. The kick-off should only be delayed once, so as not to cause an issue with supporters already within the Ground. The revised kick-off time and the reason for the decision will be communicated to the crowd inside the Ground via the PA system. Stewards and Club Officials will ensure those outside the Ground are informed of the decision, using a loudhailer if necessary.
The Club will increase the number of turnstiles in use, up to the maximum available, to enable speedy and safe access to the Ground. Suitable numbers of turnstiles will remain open after kick-off for at least 20 minutes to cater for numbers of spectators arriving. If necessary, Stewards will be assigned to manage queues.
4.11 Capacity Crowds/Lock Outs
The Club does not generally attract crowds approaching Ground capacity except in certain circumstances, such as advanced rounds of the FA Cup or FA Trophy/Vase, a League Play-off Semi-final or Final, or a friendly against a professional football club. In such events the following plan will be implemented. This plan should be read in conjunction with the Club’s own Major Game Plan (revised 2015).
The Club will engage in advance with the visiting club, the local authority and the local Police to decide on crowd capacity, crowd segregation, match ticketing policy, stewarding and policing for the match. This may result in the match being declared all ticket and will be communicated externally using all available media to discourage people from turning up without tickets.
The match may include segregation for away supporters, whereby away supporters’ tickets will be limited in number. The area(s) they occupy will be maintained within agreed safe capacity levels and will have appropriate barriers and Stewards in place.
All Ground fire exits will be assigned Stewards to ensure they are in working order and to prevent unauthorised access to the Ground.
On the day of such a match, the Club will monitor numbers of spectators outside the Ground. Stewards and Club officials will be stationed to control the queues and to communicate with crowds. Turnstiles will be closed as they sell all their allocated tickets and/or as Ground capacity is reached. The PA system and a loudhailer will be used to communicate with crowds both within the Ground and those not able to gain entry. Police support will be requested as appropriate and the Safety Officer will liaise closely with the Police Match Commander.
Inside the Ground, Stewards will ensure that spectators are moved such that no sections of the Ground are overfull.
4.12 Postponed and Abandoned Matches
Where spectators are already in the Ground, the Club will ensure all entrances/exits are opened and spectators are informed of the decision and reason for the decision by use of the PA system, Stewards and Club officials.
Abandoned matches, for whatever reason, up to and including half-time require that spectators be compensated by allowing access to the replay at reduced price or allowing free access by using their retained match ticket or a match ticket/voucher offered to them as they leave the Ground. The most senior Club official will have to decide on whether access to the replay is at reduced price or free with a valid ticket or voucher. The Turnstile Supervisor will organise distribution of valid tickets or vouchers as people leave the Ground. The PA Announcer will advise over the PA system along the lines of:
‘Today’s match will not be able to go ahead/be completed due to ………………………and will be rearranged for a future date.
Season ticket holders will not be affected where the game qualifies for admission using their season ticket. If you paid at the turnstiles for today’s match please retain your match ticket/ report to ……………………. in order to obtain a voucher for the rearranged fixture. Please assist us by queuing in an orderly fashion
Persons who are not season ticket holders and do not have match tickets should make their way from the Ground in an orderly manner.
Matches abandoned after half time are not required to attract a concession and the replayed match would be ‘all pay’ unless otherwise decided by the Club. The PA announcement would need to be modified to reflect this.
For matches included in a season ticket, season ticket holders will be unaffected as season tickets will be valid for any re-arranged fixture. This will not apply to matches not covered by the season ticket.
The relevant tickets or vouchers valid for the rearranged match will be kept in the turnstiles and distribution will be managed by the Turnstiles Supervisor or a suitable Club official. Numbers of tickets/vouchers issued will be kept to inform the estimated attendance on the rearranged date, so that appropriate safety arrangements may be planned.
4.13 Match Postponed Before Turnstiles Open
The Club Secretary will be responsible for making every effort to notify the visiting club and spectators that the match has been postponed as early as possible.
If people have started to queue, Stewards and Club officials will inform them of the decision, including the reason for the match being postponed.
ANNEX A: Overall Site Plan
This is Appendix A of the hard copy Match Day Operations Manual held at the ground.
ANNEX B: Clubhouse Plan
At the time of review, a new Clubhouse is planned. The new plan will be held in the hard copy Match Day Operations Manual at the ground.
ANNEX C: Local Street Maps
A local street map showing the location of the ground is included in the hard copy Manual Day Operations Manual at the ground.
ANNEX D: Key Safety Related Contacts (Internal and External)
The key positions in these lists are shown only as incumbents are subject to change.
Safety Officer Name:
Senior Steward Name:
Club Secretary Name: Tel:
PA Announcer Name:
Ground Maintenance/Works Name:
Club Photographer Name:
Qualified First Aider
Local Hospitals (with A&E)
The Football Association
Fire Fighting Equipment Assessor
ANNEX E Chippenham Town FC Accident Report Form
Details of injured person
Date of Birth: Gender: Male \ Female
Details of incident and injuries
Date: Day: Time:
Exact location of incident:
How did incident occur:
Location and nature of injuries (state left or right where applicable):
First aid and medical assistance
Assistance given: Yes / No
Assistance administered by:
Description of first aid given:
Hospital Visit Required: Yes / No
Taken To Hospital By:
Witnesses (if any)
Name & Contact Details:
[Insert Club name] versus
Name of reporting Club official:
ANNEX F Chippenham Town FC Match Day Lost Property Form
Description of item reported lost (e.g. purse/wallet, watch, jewellery, jacket):
Additional information (e.g. brand, model, colour):
Area item last seen:
Owner’s contact details:
Important note: All lost property with potential material value will be retained by [Insert Club name] Football Club for 3 months. Items that remain unclaimed will be donated to a local charity shop of the Club’s choice. Likewise, cash that remains unclaimed will be donated to a local charity of the Club’s choice. If an item is deemed to be perishable or unhygienic, and of no real material value, it will be disposed of once unclaimed beyond one hour after the match has ended.
Date/time owner notified:
Club official returning lost property:
Collected by: Signature: