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2014/15 edition

Marshaling

imperialcollegeunion.org


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Contents Frequently Asked Questions Introduction Overview Planning Event Setup During the Event After the Event Temporary Movable Seating Appendix One - Emergency Procedures Appendix Two - Marshaling Pack

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This manual will:

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Outline marshaling requirements for events

Explain how to organise marshals effectively

Explain what marshals need to do and what their responsibilities are

Frequently Asked Questions How many marshals do we need for our event?

The normal numbers required for different sizes of events are shown on page 5.

How do I book a marshaling pack? Details are contained in the Planning section on page 6.

What do we do at an event in case of emergencies?

The College’s emergency procedures are outlined on page 11.

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Introduction The purpose of the Marshaling Booklet Marshaling of some events on Imperial College London campuses is necessary to ensure the safety of the attendees. Some of these events may be marshaled by volunteers who have undergone suitable training. This booklet covers the required learning. As a marshal your responsibilities are different from those of the event organiser as their primary concern will be the execution of the event while you as a marshal are responsible for the safety considerations of running it. You are responsible for fire safety, building security, checking tickets, manning the entry route to the event and any emergency situations that may arise. It is your responsibility that you are confident guiding people to safety in the event of emergency. This guidance will take you through all the requirements of being a marshal for a student organised event within Imperial College. The contents of this booklet are important; please take time to read it. Your will be required to take a short validation quiz. This booklet is also supported by an eLearning module. Should you have any questions or require clarification about any of the contents of this booklet please contact the Deputy President (Clubs & Societies) or Student Activities Manager.

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Overview Activities occurring on College campuses which are open only to members of the respective Club, Society or Project organising the event will not normally require marshaling. Volunteer marshaling is possible for student organised events on College campuses which DO NOT include the consumption of alcohol as part of the event. Marshals will usually be required where events are open to the wider College community or the general public. Where an event is ticketed for which a charge has been made marshals will normally be required. The number of marshals normally required is shown in the table below.

Attendees

Marshals required

<100

2

100 - 250

3

251 - 500

4

501 - 750

5

751 - 1000

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Whether or not marshals are required, and the number which must be present is at the discretion of the Deputy President (Clubs & Societies), College Security and the College Fire Office. Failure to have the stipulated number of marshals at an event may result in the closure of the event. The Deputy President (Clubs & Societies), College Security and the College Fire Office may stipulate that Union stewards or College Security Officers are present at an event, for which there is likely to be a charge.

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Planning At least one week before the event you must carry out the follow tasks: 1. B  ook a marshaling pack from the Student Activities Centre by emailing activities.centre@imperial.ac.uk, or by visiting in person. 2. P  ass the â&#x20AC;&#x153;Marshaling an Eventâ&#x20AC;? Training Quiz at imperialcollegeunion.org/validation 3. Confirm with the events organiser the agreed setup of the space in which the event is taking place. If the space is usually a clear area (such as the Queens Tower Rooms) or being used in a different configuration to its usual format then a floor plan will have been agreed between the event organiser and the College Fire Office. Make sure you obtain a copy of this floor plan from the event organiser and ensure the venue is set up as agreed. 4. Make sure you are aware of the capacity for the event, this will have been agreed between the event organiser and whoever manages the space you are using. If haze, smoke machines, pyrotechnics or naked flames (including candles, BBQs or small indoor fireworks) are in use there must be a hot works permit for the event issued by the College Fire Office, without one the event can and will be stopped from going ahead. 5. If any non-Imperial people are speaking at an event they will need to have

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been preapproved by College Security. Find out from the event organiser who they are and if the approvals have been granted. Security (in rare circumstances) may impose certain restrictions on an event with a nonImperial speaker present. Make sure you are aware of whether any nonImperial people are speaking, and whether security have imposed any restrictions on the event.


Event setup In the process of setting up an event you must carry about the following tasks: 1. C  ollect your pre-booked marshaling pack from the Student Activities Centre â&#x20AC;&#x201C; it is open between 10:00 and 18:00 Monday-Friday 2. A  rrive at least one hour before the event begins. 3. Familiarise yourself with all fire escape routes in the venue and be aware of how you will evacuate the space should there be a fire 4. Familiarise yourself with the emergency procedure sheet (see Appendix One) 5. E  nsure only permitted pyrotechnics, haze and naked flames will be in use, and double check that a Hot Works Permit is in place for the event. 6. Ensure no untreated flammable materials are present near anything mentioned under point 5 e.g. fabric, cardboard etc. These must be removed if they have not been treated with flame retardant spray 7. E  nsure all fire exits and escape routes are clear of any debris, equipment or rubbish. 8. E  nsure that all loose cables are taped down to the floor and run around door frames and not through them. 9. E  nsure that the setup of the space is as agreed with the Fire Office and that the seating complies with the standard seating requirements.

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During the event During the event you must be identifiable to show that you are a marshal. The high visibility jackets provided in marshaling packs are one way to do this. The follow tasks must be carried out during the course of the event: 1. A  ssist the event organisers in checking the tickets of attendees to the event. You should ascertain which attendees are Imperial students and staff, and which are not. The event organiser will have an agreed total number of Imperial students and staff, together with non-Imperial people who are entitled to attend. 2. Y  ou must ensure capacities are not exceeded. This will usually be done by controlling all entrances and exits, counting the number of attendees going in or out. Clickers are provided in the marshaling pack to help with this. Keep a record of this number, especially if there are multiple entrances. Nominate one person to keep a total amount of the current attendees. 3. Give a short announcement at a suitable time regarding exit locations in case of emergency, highlight who should exit by which route if appropriate 4. Disallow any obstructions to be placed in aisles or gangways, and remove them if they appear during an event. 5. Prevent  the build up of combustible materials under seats or in other locations in the venue. 6. Prevent smoking 7. Prevent disorder, including but not limited to drinking of alcohol, standing on seats etc.

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After the event After the event has concluded and all the participants have left you must ensure the following things are done. 1. Y  ou should ensure that any monies collected during the event are deposited in the Union for safe overnight storage, they should be given in person to the staff at the bar in the Union Building in a sealed bag. They will ask you to sign a register to say the have been placed in the safe. If anyone asks you to follow any other procedure refuse, and report this to the Deputy President (Clubs & Societies). 2. Y  ou should ensure the space you have used is returned to its original configuration 3. You should ensure that all waste is removed, especially from fire exits, aisles or gangways 4. If necessary inform Security that the room should be locked once you have left, by visiting them in the Control Room on level 2 of the Sherfield Building. 5. T  ake a photo to prove the room was left in an appropriate state. Make sure this photo is kept for at least 21 days 6. Return the marshaling pack to the Student Activities Centre on the next working day. AA Remember, you are responsible for the safety of everyone at the event and will be held responsible for all breaches under both the College and the Union disciplinary proceedings.

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Temporary movable seating There are special requirements for events which use temporary (non-fixed) seating.

350mm

Where the gap between the back of one chair and the front of the next is 350mm seven seats can be put in a row where there is only one escape aisle. Where there are two escape aisles there may be up to 14 in a row. To increase the number of seats in a row the distance between rows of chairs should be increased by 25mm for each chair in a row with one escape aisle and for every pair of chairs in a row with two escape aisles. The maximum row lengths are 11 chairs for a single escape aisle and 22 chairs for rows with two escape aisles. These maximum lengths will result in a gap between seats of 450mm. Chairs must be linked together and fewer than four chairs are not permitted in any row. Each gangway shall be 1.2m wide and shall have no obstructions at any time.

Events with more than 250 temporary seats There are additional requirements for events where more than 250 temporary seats are being used. In this instance rows of chairs must be linked together with the use of floor bars. These floor bars must be no more than 25mm in height.

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Appendix One - Emergency procedures Upon hearing the fire alarm or discovering a fire: If discovering a fire or smoke, operate the nearest fire alarm call point. Direct people immediately to the designated fire exit escape route Ensure any moving or potentially hazardous electrical equipment is switched off. You should be last to leave the venue, but ensure you do not endanger yourself in any way Leave the building and do not re-enter. Await Security to attend, follow their instructions from this point on.

Upon public disorder, imminent risk of damage to College property or a threat to event attendees On the South Kensington Campus call extension 4444 from an internal phone. From any other campus or from a mobile call 020 7589 1000 and alert College Security. Tell Security your current location and nature of the threat or risk, inform them if you think the emergency services will be required.

Attempt to persuade disruptive elements to leave the event location but do not place yourself in any danger or attempt to physically remove any disruptive elements. Inform the audience of the situation and what actions to take. Ensure everyone remains calm. When College Security arrive follow their instructions. Medical emergency Call 112 or 999 and request the relevant emergency services, either from a mobile phone or landline. As soon as possible call 4444 (020 7589 1000 and alert College Security to the location and nature of the incident. They will be able to direct the emergency services once on site and provide first aid equipment such as defibrillators before the emergency services arrive. Call for assistance from first aid trained attendees and apply first aid within your training limitations. Do NOT attempt anything you are not trained to do. Attempt to gain a basic medical history if possible and record any actions you take and the time at which you carried them out.

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Appendix Two - Marshaling pack A marshaling pack will contain the following items: 4 high visibility jackets 2 clickers 1 tape measure Copies of this booklet Copies of the emergency procedures

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