3. EMERGENCY CONTACTS
Role Contact
Chairman Graham Walton – 07885 617056
Show Secretary
Assistant Show Secretary
Event Safety Officer
Head of Site
Chief Steward
Bella Bride – 07895 036542
Sophia Orttewell – 07976 316683
GullRock Events / Kevin Instance – 07772 132871
Trevor Bartlett – 07966 234489
Marcus Baker – 07775 995547
Security Callum Padfield – 07745 558765
Biosecurity
First Aid Provider
Vet (Equine)
Vet (Livestock)
Holly Smith – 07811 185675
CDL Medical – 07843 691787
Stable Equine – 01379 673827
Shepton Vets – 07380 431574
Fallen Stock Charlie – 07889 288610
Toilet Contractor ( Tor Luxury Loos) TBC
Chief Livestock Steward
Main Ring
Sheep
Pigs
Cattle
Equine
Food & Cheese Marquee
Bees & Honey
Cider & Heritage Marquee
Arts & Craft Marquee
Members Marquee
Eggs, Fleece & Fodder Marquee
Trade Stands & Catering Concessions
Car Parks
Dog Show (Open)
Dog Show (Fun)
Vintage & Classic Vehicles
Susan Tanner – 07770 754366
Sir Alex Muir-McKenzie – 07796 537210
Sue Lake – 07771 518323
Susan Tanner – 07770 754366
Marcus Doig – 07821 545345
Harriet Farquhar – 07970 431719
Jamie McCabe – 07713 282711
Paul Harper – 07771 905235
Bob Chaplin – 07876 553050
Lyn Steel
Zena Pollard – 07801 154129
Sarah Ford – 07821 545345
Keith Hazeldine – 07974290260
GWP Event Support
Cameron Carr – 07570527801
Kati Challis – 07737 701407
Helen O’Neill – 07708 662394
Rod Gillard – 07973 860807
All significant incidents must be reported immediately to the Show Secretary.
4. ROLES & RESPONSIBILITIES
Stewards are representatives of the Society and should provide assistance, directions and support to visitors, exhibitors and contractors. Remain vigilant, report concerns promptly and follow instructions from Senior Stewards and Show Control.
5. DRESS CODE & PPE
Stewards should be smartly dressed and suitably equipped for weather conditions. Jeans, sportswear and trainers are not acceptable. Hi-Vis tabards and steward badges must be worn where issued. PPE will be provided where required for specific duties. Suitable footwear is essential. Tabards must be returned to the Yeoman Building before leaving the showground.
6. COMMAND & CONTROL
The Show Office, located in the Main Field alongside the Horse Walk, acts as Show Control and Radio Control. All incidents should be reported through Show Control. Follow instructions from Senior Stewards, Chief Steward and Show Management.
7. RADIOS, EMERGENCY CODES & INCIDENT LEVELS
Radio etiquette:
• Keep messages short and clear.
• Remain calm.
• Use What3Words where possible.
• Do not speculate.
• Sensitive information should not be discussed over open radio channels.
Incident Levels:
WHITE Minor incident managed by stewards.
AMBER Serious incident requiring senior management and possibly emergency services.
RED Major incident requiring strategic management and possible evacuation.
Emergency Codes:
Mr England – Fire
Mr Case – Suspicious Package
Mr Holiday – Standby to Evacuate
Mr Holiday Cancelled – Incident Stood Down
8. SITE MAP & TERMS OF REFERENCE
A map of the site can be found on the next page.
Terms of reference: Main Field contains the main ring, show office, members tent, arts & crafts tent, food & cheese hall, bees & honey, vintage vehicles & countryside ring. Livestock Field contains the eggs, fleece & fodder tent, all the cattle, sheep & pig pens and show rings. Horse Field contains the horse show rings, the cider & heritage tent, both the fun & open dog show and acoustic stage. The Horse Walk is the passage that runs from the main ring across dark lane to the green gate horsebox parking.
9. INFORMATION & WELFARE FACILITIES
Show Office: Located in the Main Field alongside the Horse Walk.
First Aid: Main Medical Tent located in the Main Field alongside the Horse Walk. A second medical response unit is located adjacent to the Horse Rings.
Lost Child/Vulnerable Person Rendezvous Point: Medical Tent.
Toilets: Located throughout the showground.
Disabled Facilities: Blue Badge holders car park is located in the purple car park off ridge lane. Mobility scooters are available to hire from Advanced Mobility located near the Member’s Tent in the Main Field. Visitors have been encouraged to pre-book scooters, however, there are a limited number available to hire on the day. Disabled toilet facilities are located in the toilet block near the entrance to the Members Tent and by the pedestrian entrances from the Blue Public car Parks.
Baby Changing & Breastfeeding: Located within the disabled facilities block. The Medical Tent may also be used as a safe and private space for breastfeeding mothers.
10. LOST CHILDREN & MISSING PERSONS
Lost Child or Vulnerable Person:
• Notify Show Control.
• Remain with the individual.
• Where possible, make sure there is another steward to assist you.
• Obtain basic information if you can eg: Name or contact number of parent or carer
• Arrange escort to the Medical Tent.
If you don’t have a radio:
• Ask for help from a nearby steward who may have a radio.
• Use your mobile phone to call the show secretary.
Do not broadcast personal details over the radio and where possible avoid making physical contact with the lost person.
Missing Person:
• Notify Show Control immediately.
• Take reporting person to the Medical Tent.
• Await instructions.
• Gate & Car Parking Stewards should be prepared to close all entry/exit points.
• Be prepared to assist with any Police-directed restrictions on exits or access.
BLUE What3Words: GATE 1 (RIDGE LANE) ///FINDERS.SWIMS.SHADOWS GATE 2 (COMPTON RD) ///OBTAIN.CUPBOARDS.THINKS
11. SECURITY, ANTI-SOCIAL BEHAVIOUR & ACTIVISTS
If you come across any anti-social behaviour remain vigilant and report concerns immediately. Do not place yourself at risk. Security will attend where required.
Anti-Social Behaviour:
• Remain calm and professional.
• Avoid confrontation.
• Request assistance through Show Control.
Activists & Protest Activity.
Normal behaviour considered for Activists include:
• Interviewing visitors or encouraging them to listen to their message
• Handing out leaflets
• Filming activities
• Locking or gluing themselves to equipment, structures or barriers.
These do NOT constitute criminality
If Activists are present on the showground you should:
• Remain vigilant and report any activity to radio control.
• Remain polite, do not engage in arguments.
• Do not attempt physical intervention.
• If animals are becoming fractious, move the animals away from the activity if its safe to do so.
• Support Security and Police where required.
12. HOAX CALLS, HOSTILE VEHICLES & SUSPICIOUS PACKAGES
Hoax Calls:
Record as much information as possible including time, wording used, caller details and background noises. Notify the Show Secretary immediately. Do not discuss over open radio channels.
Hostile Vehicles:
No unauthorised vehicle movement is permitted on site between 08.30 – 18.00. Never stand in front of a moving vehicle. If there is an unauthorised vehicle driving across site, warn others, clear the area and notify Show Control immediately. If there is immediate danger the show secretary will contact the emergency services. If you have your own vehicle on site or are using a showground vehicle, always remove the keys when not in use.
Suspicious Packages:
Do not touch, move or investigate. Use code ‘Mr Case’. Establish an exclusion zone and await Police instructions.
13. RESPONSIBLE DRINKING & CHALLENGE 25
The Show operates a Challenge 25 policy. Stewards must remain fit to carry out their duties. If you become aware of drunken or disorderly behaviour, or suspected underage drinking, notify Show Control. Do not place yourself in a confrontational situation.
14. HEALTH & SAFETY
Health and safety is everyone’s responsibility. Be aware of uneven ground, vehicle movements, livestock, temporary structures and changing weather conditions. Report hazards promptly. Emergency routes must be kept clear at all times.
15. EMERGENCY PROCEDURES & EVACUATION
In any emergency:
• Remain calm.
• Contact Show Control.
• Provide location using What3Words where possible.
• Follow instructions.
Evacuation:
If ‘Mr Holiday’ is announced, direct visitors calmly towards exits, assist vulnerable persons, maintain emergency access routes and await further instructions. The Show maintains contingency plans for severe weather, overcrowding, fire, medical emergencies, structural failure and other major incidents.
16. RISK ASSESSMENTS & INSURANCE
Comprehensive risk assessments have been completed for the event. Copies are available from the Yeoman Building before the show and from the Secretary’s Office on show day.
Insurance:
The show holds the following insurance that covers all volunteers & staff.
£10 million Employers’ Liability Insurance.
£5 million Public Liability Insurance.
STAY CALM FOLLOW PROCEDURE COMMUNICATE CLEARLY
In all incidents the Show Chairman and/or Show Secretary must be consulted if CONTROL is required to make a 999 call. In the event of police or fire attendance the Show Chairman and/or Show Secretary will liaise with on site emergency service crews. Medical and/or the Honorary Doctor will be responsible for liaison with Ambulance crews.
CONTROL to order
Incident Occurs
ACTION REQUIRED
Examples of serious incidents:
- Fire/Excessive smoke
- Serious Injury/Illness - Loose Animal - Hostile Vehicle - Violent or Abusive Behaviour
- Serious Public disorder - Suspicious Package
- Bomb Alerts/Threats
- Extreme Weather Conditions
- Structural Collapse
Steward to radio through to CONTROL providing: - Location - Details of incident - Type of support that may be required eg: Ambulance, Fire or Police
CONTROL to order Chief Steward, Head of Livestock or Equine & relevant Vet to scene immediately. Stewards in vicinity of animals to encourage public to move away from the area. injuries.
CONTROL to order Head of Site & Chief Steward to scene immediately.
Stewards in vicinity of Fire to evacuate the area immediately.
CONTROL & Medical to arrange for an Ambulance to come on site if necessary. Chief Steward to arrange movement of ambulance across site
Head of Site, Chief Steward & other nearby stewards to use appropriate equipment to extinguish fire
CONTROL to order Chief Steward & Security to scene immediately. Stewards in vicinity of incident to clear the area.
Site team to shut all gates. Relevant Stewards/Vet in attendance to keep CONTROL updated on situation and request medical response for any injuries. If the animal moves beyond the boundaries of the showground, control to inform the police.
Head of Site & Chief Steward to request for CONTROL to call Fire Brigade. Whole field to be evacuated by stewards. Chief Steward to arrange escort of fire vehicles across site.
Chief Steward & Security to request for CONTROL to call Police. Chief Steward to arrange escort of police vehicles across site.
17. VEHICLE MOVEMENTS & GATE PURPOSES
No unauthorised vehicle movement is permitted between 08.30-18.00. Observe site speed limits and maintain pedestrian safety. All exhibitors, sponsors, stewards, judges & traders are provided with a vehicle pass for the relevant gate they are to use. No one should have access to the site without a valid pass. Anyone wishing to enter the site who is not in possession of a pass, must purchase a car parking ticket at the Purple Gate or one of the Blue Gates.
Brown Gate – Livestock, vintage vehicles and emergency access. This gate is shut between 09.00-18.00 to all vehicles except emergency services. Pedestrians are permitted to walk through this gate. Livestock & Vintage vehicles may be permitted to leave the site early. This right can only be granted by Radio Control.
Red Gate – Traders and site operations. All traders enter & exit the site via red gate. No vehicles are permitted to park in front of the Yeoman Building or obstructing any roadways. No access to the site after 08.30. Traders parking is located in the Orange Car park along Ridge Lane.
Yellow Gate – Members, judges and sponsors.
Purple Gate – Members, Stewards, disabled parking for those with a valid blue badge (no purple pass required, but must have a valid public car parking ticket) and authorised access. Car parking tickets can be purchased at this gate.
Green Gate – Horseboxes & trailers only
Orange Gate – Trade stand parking. This gate is shut between 09.00-18.00.
Blue Gates- General Public. Car parking tickets can be purchased at this gate.
18. TOWING TRACTORS & ABUSE FROM DRIVERS
Towing Assistance:
Contact Show Control who will arrange tractor assistance. Vehicle owners must complete the towing disclaimer before recovery.
Abuse from Drivers:
Remain calm and professional. Do not argue. Record vehicle registration details if appropriate and notify Show Control. Security assistance can be requested where necessary.
19. ESCAPED ANIMALS
If livestock or horses become loose:
• Stop nearby activity.
• Keep the public clear.
• Secure gates where possible.
• Notify Show Control immediately.
• Recovery should only be attempted by experienced handlers.
• If an animal leaves the showground, Police and the relevant veterinary surgeon will be notified.
20. BIOSECURITY
Biosecurity measures help prevent the spread of disease. Encourage visitors to use handwashing stations, sanitisers and footbaths. Report any sick animal immediately. Restrict unnecessary movement between livestock areas and follow instructions from the Biosecurity Officer. In the event of a disease outbreak, additional controls may be implemented under the Animal Gathering License procedures.
DATE:
TIME OF INCIDENT:
