EVENT SAFETY & SECURITY MANUAL - Experience Extraordinary - CTICC
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EVENT SAFETY &
SECURITY MANUAL
Based on the requirements as stipulated in the: SANS Code 10366;
Safety at Sports and Recreational Events Act 2010 and Regulations 2017 and City of Cape Town Events By-Laws
Experience Extraordinary
EVENT SAFETY & SECURITY 2021
TABLE OF CONTENTS
INTRODUCTION AND SCOPE OF THIS MANUAL................................................................................1
1. CTICC VENUE DESIGN AND INFRASTRUCTURE............................................................................2
Access to the CTICC................................................................................................................................................... 2
Address of the CTICC.................................................................................................................................................. 2
CTICC Prescient and Layout...................................................................................................................................... 3
Auditoriums 1 and 2.................................................................................................................................................... 3
Ballroom........................................................................................................................................................................ 4
Exhibition Venues......................................................................................................................................................... 4
Hall Dividers and Load Indoors.................................................................................................................................. 5
Floor Load-Bearing Capacity.................................................................................................................................... 5
Exhibition Hall Height Measurements....................................................................................................................... 6
Rigging Point Load-Bearing Capacities................................................................................................................... 6
Lifts................................................................................................................................................................................. 6
Parking.......................................................................................................................................................................... 7
Disability Access.......................................................................................................................................................... 7
2. DUTIES OF THE VENUE OWNER (CTICC)........................................................................................8
Duties of the CTICC as a Venue Owner in Relation to the Law............................................................................ 8
Event Permit Requirements........................................................................................................................................ 8
Custom-built Stands and Temporary Building Permit Applications..................................................................... 9
Floor Plan Approval..................................................................................................................................................... 10
Event SAPS Risk Categorisation.................................................................................................................................. 11
CTICC Requirements for the Event Public Safety and Security File...................................................................... 11
Role of the Event Safety Officer................................................................................................................................ 12
Role of the Medical Supplier..................................................................................................................................... 13
Role of the Event Security Supplier........................................................................................................................... 13
3. OBLIGATIONS OF THE EVENT ORGANISER/CLIENT.......................................................................14
Health and Safety Responsibilities: Duty of Care.................................................................................................... 14
Risk Assessment............................................................................................................................................................ 15
4. THE CTICC’S REQUIREMENTS.........................................................................................................16
Health and Safety Rules and Regulations................................................................................................................ 16
Access Policy................................................................................................................................................................ 16
Aisles and Internal Layout Considerations in a Venue........................................................................................... 17
AV Equipment (LED/LCD/Plasma/Projection) and Installation............................................................................. 17
Banner Hanging and Rigging.................................................................................................................................... 17
EVENT SAFETY & SECURITY 2021 Biological Hazards....................................................................................................................................................... 18 Catwalk......................................................................................................................................................................... 18 Chemicals..................................................................................................................................................................... 18 Cleaning....................................................................................................................................................................... 19 Carpeting..................................................................................................................................................................... 19 Construction (Exhibition/Custom Stands)................................................................................................................ 19 Draping......................................................................................................................................................................... 21 Dust................................................................................................................................................................................ 21 Fire Escapes.................................................................................................................................................................. 21 Flammable and Hazardous Material....................................................................................................................... 21 Flame Retardant: Wood Pallets/Hessian/Thatch/Straw/Draping/Banners......................................................... 22 Naked Flames.............................................................................................................................................................. 22 Electrical Fittings and Equipment............................................................................................................................. 23 Event Décor.................................................................................................................................................................. 24 Exit and Directional Signs Considerations................................................................................................................ 24 Food Trucks and Displays........................................................................................................................................... 25 Forklifts........................................................................................................................................................................... 25 Floors Access and Design (Raised, Steps and Ramps)........................................................................................... 25 Generators/Compressors........................................................................................................................................... 26 Housekeeping.............................................................................................................................................................. 26 Ladders......................................................................................................................................................................... 27 Plumbing....................................................................................................................................................................... 27 Plant and Equipment.................................................................................................................................................. 27 Mobile Elevated Working Platforms and Access Equipment Operators............................................................. 27 Rigging.......................................................................................................................................................................... 28 Noise in Venue............................................................................................................................................................. 30 Outdoor Events............................................................................................................................................................ 30 Personal Protective Equipment................................................................................................................................. 30 Satellite Connection................................................................................................................................................... 30 Service Pits.................................................................................................................................................................... 31 Stewards and Security Personnel.............................................................................................................................. 31 Temporary Structures.................................................................................................................................................. 32 Stand Dismantling........................................................................................................................................................ 33 Vehicle or Craft Display.............................................................................................................................................. 33 Waste Management and Sustainability.................................................................................................................. 33 Work Permits................................................................................................................................................................. 33 Work at Heights (Also See: Rigging section)............................................................................................................ 34 5. DURING THE EVENT........................................................................................................................35 Accreditation Plan...................................................................................................................................................... 35 Facilities for People with Special Needs.................................................................................................................. 35 Opening Entrances and Front-of-Stage Area......................................................................................................... 36 Ticketing........................................................................................................................................................................ 36 Special Effects that Require Approval from the CTICC......................................................................................... 36 Animals On-site............................................................................................................................................................ 37
EVENT SAFETY & SECURITY 2021 Aerial/Acrobats/Performers....................................................................................................................................... 37 Amusement Devices or Structures............................................................................................................................ 37 Atmospheric Effects.................................................................................................................................................... 38 Performances and Use of Fire.................................................................................................................................... 38 Signage......................................................................................................................................................................... 39 Canal and Water Safety............................................................................................................................................. 39 Drones........................................................................................................................................................................... 40 Lasers and Ultraviolet Light......................................................................................................................................... 41 Sound, Noise, and Vibration...................................................................................................................................... 41 Pyrotechnics................................................................................................................................................................. 41 Wind and Weather Monitoring.................................................................................................................................. 42 VIPs, Ministers and Dignitaries.................................................................................................................................... 42 6. GENERAL INFORMATION...............................................................................................................43 Alcohol and Licensing................................................................................................................................................ 43 Alcohol/Drugs/Smoking............................................................................................................................................. 43 Children........................................................................................................................................................................ 43 Care of Building and Damage.................................................................................................................................. 44 CCTV............................................................................................................................................................................. 44 Exhibitor Freight Handling and Storage Facility...................................................................................................... 44 Emergency Procedures.............................................................................................................................................. 44 Emergency Services.................................................................................................................................................... 45 Fire System and Mitigation......................................................................................................................................... 46 First Aid.......................................................................................................................................................................... 46 Hospitals........................................................................................................................................................................ 46 Incident/Hazard Reporting........................................................................................................................................ 47 Lockers.......................................................................................................................................................................... 47 Lost and Found Items.................................................................................................................................................. 47 Traffic Marshalling....................................................................................................................................................... 47 7. DEFINITIONS...................................................................................................................................49 8. LEGAL REFERENCE..........................................................................................................................53 ANNEXURES.........................................................................................................................................54 Annexure 1: Duties and Obligations of the Client/Event Organiser..................................................................... 54 Annexure 2: Standard Operating Procedure for the Event Safety Officer......................................................... 60 Annexure 3: Pre-event Checklist............................................................................................................................... 67 Annexure 4: Template for an Event Safety Plan...................................................................................................... 69
EVENT SAFETY & SECURITY 2021
INTRODUCTION AND SCOPE OF THIS MANUAL
This manual has been put together as a reference guide for hosting
This manual is a guide to the events safely at the Cape Town International Convention Centre
CTICC’s requirements and should (CTICC) and to ensure your event is legally compliant from start to
be used during the planning of finish.
your event. It applies to all persons
working in the venue as part of an This manual specifies minimum requirements for the planning,
event including, but not limited to, organising and staging of events by an event organiser, whether an
event organisers, clients, exhibitors, individual or an organisation, at the CTICC. It includes extracts from
contractors, sub-contractors and SANS Code 10366: Health and Safety at Events and details the CTICC’s
crew. requirements around the five stages of an event, summarised as:
Stage 1: Feasibility study
This stage is the evaluation of an intended event. The process includes the initial planning, forecasting and
access factors, such as the approximate size and nature of the event, the venue, and the suitability thereof.
Stage 2: Planning (Venue requirements, risk rating, BDM, and permits)
This stage involves the planning of the venue layouts, selection of competent contractors and subcontractors
and the design of temporary structures, fencing, etc. During the planning stage, the event organiser conducts
a preliminary risk assessment and plans for the management of possible hazards in order to reduce or eliminate
such hazards.
Stage 3: Pre-production (Build up, production schedules, and appointment of service providers)
This stage is a detailed process of identifying hazards and risks and deciding on suitable measures to eliminate,
mitigate or control such hazards and risks.
Stage 4: Production (Event phase – live event days, VOC, ticketing, and registration)
This stage covers the planning during the event itself. Workers and attendees alike are catered for in the plan.
Stage 5: Post-production (Break down, load-out, and event debrief)
This stage involves the efficient dismantling of temporary structures and all related cleaning and disposal on-
site. It also includes a debriefing of the event and a list of improvements to the management systems.
This manual is divided into six sections for ease of reference, in support of the stages listed above:
1. CTICC Venue Design and Infrastructure
2. Duties of the Venue Owner (CTICC)
3. Obligations of the Event Organiser
4. CTICC’s Requirements
5. During the Event
6. General Information
PAGE 1EVENT SAFETY & SECURITY 2021
1. CTICC VENUE DESIGN AND INFRASTRUCTURE
The Cape Town International Convention Centre (CTICC) SOC Ltd is situated and governed within the confines
of the City of Cape Town and Western Cape Government legislation and requirements. This city is unique, and
events are regulated. Organisers must be mindful that an event permit may be required when planning an
event.
ACCESS TO THE CTICC
The CTICC precinct consists of two separate buildings, CTICC 1 and CTICC 2. The premises are located in the
Foreshore, in close proximity to the train station and two main roads. There are five car parks in close vicinity to
the entrances of the CTICC. The premises have seven main public entrances and two coffee shops.
ADDRESS OF THE CTICC
CTICC 1 CTICC 2
Convention Square Cnr of FW De Klerk Blvd &
1 Lower Long Street Heerengracht Street
Cape Town, 8001 Cape Town, 8001
Tel: (+27) (0) 21 410 5000 Tel: (+27) (0) 21 410 5000
GPS co-ordinates: 33° 54’ 56” S by 18° 25’ 36” E GPS co-ordinates: 33° 91’ 68” S by 18°42’91” E
All event deliveries should be directed to the event executive or the reception desk at the respective location
where an event will be hosted.
PAGE 2EVENT SAFETY & SECURITY 2021
CTICC PRESCIENT AND LAYOUT
CTICC 1 MARSHALLING
YARD ENTRANCE
CTICC 2
CTICC 1
CTICC VENUE DESIGN
AUDITORIUMS 1 AND 2
These are purpose-built venues and the requirement for an event permit is subject to assessment and South
African Police Service (SAPS) risk categorisation. Auditorium 1 caters for 1 516 people and Auditorium 2 caters
for 612 seats. We do not allow food items in our auditoria and cleaning staff will be required for clearing the
general area, green room and back-of-stage areas.
Depending on the nature of the event, medics and security staff will be required. Where there are more than
200 attendees, or where complex rigging, an extension of the stage or construction takes place, a safety
officer must be present.
PAGE 3EVENT SAFETY & SECURITY 2021
BALLROOM
This venue is a customisable space that is capable of hosting different layouts, such as plenary, classroom or
banquet. This venue can be divided into two smaller venues, Ballroom West and Ballroom East.
Where an exhibition or special event is planned in this venue, an event permit may be required. Exhibitions are
not normally accommodated in this venue and must be approved by the CTICC Floor Plan Committee and
the City of Cape Town.
• The height of a stand is 3m and not exceeding 5m. Custom stands higher than 3m and not exceeding 5m
must be approved by the CTICC. Custom stands lower than 3m do not require structural permits.
• No hot works, electrical sawing, cutting or grinding will be permitted in the ballroom.
• Loading into and out of the ballroom may only take place from Walter Sisulu Road. Lift 10 may be used.
Dedicated security will be required for all load-in and load-out activities.
• No driving of scissor lifts (permanently housed in C1) is permitted on the ballroom carpet unless floorboards
are placed to prevent any damages to the carpet. These floorboards can be purchased via the Event
Services Managers (ESM).
• No painting is allowed to take place within the ballroom unless a coversheet is placed to prevent damages.
• Should rigging be required, the client is to ensure that only certified rigging points are utilised. These points
and their loading capacity can be obtained as and when required. The maximum safe weight limit of
each anchor point is 250kg per point.
EXHIBITION VENUES
The CTICC provides 10 132m² of dedicated exhibition space, which is rectangular and pillar-free. A further 1
267m² is available in Hall 4B. This space is joined to Hall 4A with two pillars on the connection.
CTICC 1
Venue Area Width x Length
Hall 1A 1 032m² 29.9m x 34.5m
Hall 1B 997m² 28.9m x 34.5m
Hall 1 2 025m² 58.8m x 34.5m
Hall 2 2 118m² 33.3m x 63.6m
Hall 3 2 258m² 33.3m x 67.8m
Hall 4A 2 982m² 41.7m x 71.5m
Hall 4B 1 267m² 181m x 70m
CTICC 2
Venue Area Width x Length
Hall 5 1 533m² 28.47 m x 53.88 m
Hall 6 1 767m² 32.80 m x 53.88 m
Hall 7 1 537m² 28.54 m x 53.88 m
Hall 8 1 451m² 36.97 m x 53.52 m
Hall 8.1 307m² 18.11 m x 17.00 m
Hall 8.2 316m² 18.11 m x 17.45 m
Hall 8.3 345m² 18.11 m x 19.07 m
Hall 9 1 933m² 35.86 m x 53.92 m
Hall 10 1 459m² 27.07 m x 53.92 m
PAGE 4EVENT SAFETY & SECURITY 2021
HALL DIVIDERS AND LOAD INDOORS
CTICC 1: Halls 1 – 4
The halls can be sub-divided into a variety of configurations by means of acoustic operable walls that can slide
into place to create the separation. Up to six separate exhibitions halls can be created through this method.
Special care needs to be taken to ensure which dividing wall is being secured for any particular event.
Halls 1A and 1B can be divided into two separate areas and have dedicated wall panels for this purpose. Halls
2 and 3 also have one full wall each. Halls 4A and 4B share one wall.
Hall doors slide open and provide the below-listed accessibility for ease of build up or strike:
Hall 1: 7.2m wide x 5.3m high
Hall 2: 7.2m wide x 5.3m high
Hall 3: 7.2m wide x 5.3m high
Hall 4A: 7.2m wide x 5.3m high
Hall 4B: 9m wide x 5.9m high
CTICC 2: Halls 5 – 10
The halls can be divided into three lower halls, Halls 5 to 7, and three upper halls, Halls 8 to 10. Hall 8 can be
further divided into three or four smaller halls by hall walling that slides on tracks and is designed to be used
as needed.
Hall doors slide open and provide the below-listed accessibility for ease of build up or strike:
Hall 5: 7.9m wide x 5.6m high
Hall 6: 7.9m wide x 5.6m high
Hall 7: 7.9m wide x 5.6m high and on the side 10m door to Marshalling Yard
Hall 8: 8m wide x 4.15m high
Hall 9: 7.9m wide x 4.15m high
Hall 10: 7.9m wide x 4.15m high
Hall 9: 7.9m wide
Hall 10: 7.9m wide
Should event organisers wish to open the sliding doors, the CTICC will allocate a security officer to each door
at the event organiser’s cost.
FLOOR LOAD-BEARING CAPACITY
CTICC 1 CTICC 2
Galleries and day restaurants: 500kg/m² Hall 5: 2 000kg/m²
Ballroom: 500kg/m² Hall 6: 2 000kg/m²
Hall 1: 1 500kg/m² Hall 7: 2 000kg/m²
Hall 2: 3 000kg/m² Hall 8: 750kg/m²
Hall 3: 3 000kg/m² Hall 9: 750kg/m²
Hall 4B: 1 500kg/m² Hall 10: 750kg/m²
PAGE 5EVENT SAFETY & SECURITY 2021
EXHIBITION HALL HEIGHT MEASUREMENTS
CTICC 1
• Ceiling height of Halls 1 to 4A is 18m at its highest point and 10m at its lowest.
• Hall 4B has a fixed ceiling height of 9m.
• The ceiling is concave in shape for Halls 1 to 4A and flat for Hall 4B.
CTICC 2
• Halls 5 to 7 have a ceiling height that is limited to 9m at the lowest point under the two bulkheads of the
operable walls. It is 9.4m to the underside of the bulkheads at the rigging points and 11m to the top ceiling.
Noting the ceiling heights, further cognisance needs to be made of the equipment which are present in
the ceiling area and due care needs to be taken not to cause damage.
• Halls 8 to 10 have a ceiling height that is limited to 7m to the lowest point under the two bulkheads of the
operable walls. It is 9.6m to the underside of the acoustic ceiling kites (Hall 10) and the lowest point is 9.8m
to the rigging points.
RIGGING POINT LOAD-BEARING CAPACITIES
CTICC 1
• Halls 1 to 4A: The allowed load for the rigging points are 600kg per point with a maximum of 3 000kg per
toblerone truss.
• The maximum weight to be hung from the ceiling rigging points in Halls 4B is 250kg per point, with a
maximum of 1 500kg per truss. Purlin beams are part of the roof support and cannot be used to rig from.
CTICC 2
• The maximum weight to be hung from the ceiling rigging points in Halls 5 to 10 is 500kg per point. Weight
load certificates and rigging plans are available on request.
• Rigging, branding and banner plans must be submitted to the CTICC for approval.
LIFTS
CTICC 1 has three observation lifts. One is capable of handling a maximum capacity of 1 000kg and the other
two can handle a capacity of 800kg. Ten service lifts are available, of which eight can handle a maximum
capacity of 1 600kg.
CTICC 2 has 11 lifts which are readily available and signposted. Three of them are observation lifts, which
are disability-friendly, and eight are service lifts. Two of the service lifts can handle a maximum capacity of
4 000kg. These lifts are situated behind Hall 6 and Hall 7 and are operated by logistics personnel.
No goods are allowed in any of the glass (observation) lifts.
PAGE 6EVENT SAFETY & SECURITY 2021
PARKING
There are three parking facilities (P1, P3 and P5) in close proximity to the entrances of the CTICC. These parking
facilities operate on a pay-on-foot system, which also operates on a first-come, first-served basis. No overnight
parking is allowed unless approved by the parking and logistics manager. Logistics and freight queries can be
directed to parking@cticc.co.za.
DISABILITY ACCESS
Parking for disabled visitors is available in P1, P3 and P5 as indicated. Lifts, ramps and slopes are provided
for ease of access. Event organisers are obligated to design and plan their events by providing adequate
access to all special needs visitors and are encouraged to indicate these arrangements on the plans and
programmes where needed.
For further detail about the CTICC and its venues, please refer to the client or exhibition manuals.
PAGE 7EVENT SAFETY & SECURITY 2021
2. DUTIES OF THE VENUE OWNER (CTICC)
DUTIES OF THE CTICC AS A VENUE OWNER IN RELATION TO THE LAW
The CTICC shall ensure full compliance with the responsibilities given in respect of the Safety at Sports and
Recreational Events Act (Act 2 of 2010).
The venue owner’s legal obligations are defined in the abovementioned Act and put into operation in the
Government Gazette No. 33232, published on 27 May 2010; effective from 2 August 2010 and amended in the
Safety at Sports and Recreational Events Regulations, 2017; effective 3 March 2017.
It is strongly suggested that event organisers familiarise themselves with the requirements of the Act and fully
comply with the terms and conditions prescribed therein.
In compliance with the Act, it is the event organiser’s responsibility to obtain all necessary permits. The CTICC
does offer a service to assist clients in obtaining the necessary permits.
Please find hereunder some notes for your reference:
•
A copy of the CTICC’s safety, environmental and quality policies.
•
Copies of any other required compliance certification and documentation are available on request.
This can include but is not limited to: fire safety, certificate of compliance (COC) for electrical work, the
emergency evacuation plan (to which your own plan must interface), and health and food integrity
certifications.
•
Details/certifications from the CTICC, required by the published regulations to the aforementioned Act as
prescribed, and demanded of our venue, are available on request.
•
CTICC subscribes to and is audited against three International ISO standards, namely ISO14001
Environmental Management, ISO 9001 Quality Management and OHSAS 18001 Health and Safety. Copies
of these certificates are available on request.
EVENT PERMIT REQUIREMENTS
All events hosted in the halls and gallery areas with more than 200 attendees or where amplified sound will be
used requires an event permit. Permit applications must be submitted in advance to the City of Cape Town
Permits Office for approval. The CTICC can facilitate this service.
Please note that permit applications should be sent to the CTICC no later than 45 days before your event. Late
applications will not be accepted.
PAGE 8EVENT SAFETY & SECURITY 2021
The following plans and documents must be submitted to the CTICC for approval as part of the permit
application process:
•
Completed event permit application form signed by the event organiser (pages 1-3).
•
Public liability insurance (not less than R10 million),
•
Safety plan, including an emergency plan, approved by the CTICC.
•
Event safety officer appointment letter (Section 4.4 of SASREA).
•
Security operations plan.
•
Medical operations plan (approved by Western Cape EMS for events over 800 attendees),
•
South African Police Service (SAPS) risk categorisation.
•
Traffic/parking plan, accreditation plan and/or road closures plan (if required).
•
Floor plan or event layout approved by CTICC;
•
Temporary building permit application (BDM11) if required and should there be stages or structures, in
respect of the National Building Regulations.
•
Completed BDM 12 form for the appointment of the structural engineer.
CUSTOM-BUILT STANDS AND TEMPORARY BUILDING PERMIT APPLICATIONS
Event organisers planning to house any custom-built structures or marquees should indicate this on the event
permit application and event floor plan. All structures should be approved by the CTICC and the appointed
safety officer. The technical drawing must be provided and kept on record in the safety officer’s file.
Event organisers are required to provide a structural engineer’s appointment letter (BDM11 and BDM12) to the
CTICC for submission to the City of Cape Town not less than 45 days before the event. The CTICC can facilitate
the application of temporary building permits through the City of Cape Town.
The above applies to:
•
Custom stands (space only) more than 3m in height.
•
Stands with an overhanging arch or a risk of falling.
•
Two-storey stands.
•
Marquees or tents more than 100m².
•
Raked seating.
•
Complex rigging.
•
Structures where scaffolding is used as a support basis.
•
Stages/ramps higher than 900mm.
All structures that require approval must be signed off and approved by the event-appointed structural
engineer. These certificates of approval need to be provided to the appointed event safety officer before the
opening of the event (BDM13).
Covered stands (roofed stands)
The same approval process as stipulated above will be required for all covered stands. Over and above that,
a fire safety plan will also be required.
PAGE 9EVENT SAFETY & SECURITY 2021
FLOOR PLAN APPROVAL
All event floor plans require approval by the City of Cape Town Events Office. Only floor plans that have been
reviewed and recommended by the CTICC may be submitted for approval to the City of Cape Town Events Office.
Any changes to the floor plan constitute a redraft and reconfirmation by the CTICC. Should a floor plan be changed
on the day of the event, this could lead to the City of Cape Town Events Office voiding your event permit. When
compiling a floor plan, the event organiser needs to ensure that the correct dividing operable wall is utilised. This
information can be obtained from the relevant event executive, as well as through referencing the client manual.
All event organisers will be required to provide a detailed floor plan indicating all stands, custom stands,
registration, and food and beverage areas. All aisles and the width between stands, and all firefighting
equipment and fire exits, must be indicated in red. Please note that you will need to provide a block grid (1m²)
over your floor plan for approval by the Fire Department.
The following must be indicated on all floor plans:
•
Event name and dates.
•
Name of organisation and person who has drawn the plan.
•
Version number and date drawn.
•
Venue/s name.
•
E xpected numbers in attendance (pax).
•
Scale of drawing.
•
Indicate individual stands that are of a two-storey nature and where stands exceed 3m in height.
•
Proposed location of temporary hose reels and exit signs.
•
Stand numbers and dimensions.
•
All fire/emergency exits.
•
All firefighting equipment (FFE).
•
All entrances.
•
All aisles and the width of the aisles (minimum 3m in halls).
•
All stages, including dimensions and height.
•
All rigging and trussing (a separate rigging plan/plot can be provided).
•
All audio-visual (AV) and lighting (on a separate plan if needed).
•
Medical posts.
•
Seating arrangements/equipment.
•
Catering areas/bars and tables and chairs.
•
Hazardous materials (such as liquefied petroleum gas), points or inlets.
•
Shell scheme structures.
•
Booths and ticket sales points.
•
Banners (if known or in a separate plan).
•
Marquees and tents, including dimensions.
•
Food stalls.
•
Gas points.
•
Hall wall locations (if applicable).
•
Vehicles or food truck vendors.
Event organisers should use the CTICC’s hall footprint for floor plan design and layout. A copy is available on request.
PAGE 10EVENT SAFETY & SECURITY 2021
EVENT SAPS RISK CATEGORISATION
All event permit applications submitted to the City of Cape Town Event Office will be shared with the SAPS for
a possible risk categorisation where applicable. Your appointed safety officer can assist, and an assessment
should be done, taking into account the nature of the event, VIPs attending and the impact that your event
will have on the services in Cape Town.
This must be done at least six months before the event and not less than 45 working days before the event. The
SAPS will issue a risk rating for the event based on the information provided.
Should the proposed event receive a risk categorisation of medium or high, additional safety and security
measures may be deemed necessary by the relevant statutory authorities and may even require the
deployment of city services. It is the event organiser’s responsibility to ensure that these prescribed city services
are put into place.
CTICC REQUIREMENTS FOR THE EVENT PUBLIC SAFETY AND SECURITY FILE
The event public safety and security file must be compiled. It is the responsibility of the event organiser or
their appointed public event safety officer to ensure that the file is compiled and available. This file must be
available on-site for inspection by the CTICC, local authority and an authorised member of SAPS. A copy
should be available in the venue operations centre (VOC) when applicable.
The following documents should be in the event safety file:
•
Event safety and security plan (including a disaster management plan where applicable). The event
organiser’s emergency plan, tailored to the event, must also be included.
•
Event schedules and programme.
•
List of VIPs.
•
List of contractors, exhibitors, and service providers.
•
List of food vendors and certificates of acceptability (COAs) (audit checklist).
•
Emergency evacuation plan, tailored to the event.
•
Safety plan, including the risk assessments.
•
Event permit.
•
Floor plan indicating fire equipment and emergency exits as approved by CTICC.
•
AV and stage details.
•
Custom stand designs and technical drawings.
•
Temporary building permits in respect of each custom stand.
•
Public liability insurance (not less than R10 million).
•
Event public safety officer/access control officer appointment letters.
•
Security deployment plan.
•
Private Security Industry Regulatory Authority (PSIRA) details of the security company and officers, and a
copy/proof of their public liability;
•
Plans and facilities for people with special needs.
•
Medical deployment plan and Health Professions Council of South Africa (HPCSA) registration numbers of
medical staff supplied.
•
Waste plan, if not the CTICC’s.
PAGE 11EVENT SAFETY & SECURITY 2021
•
SAPS risk categorisation.
•
Traffic/parking plan (if applicable).
•
Gas plan.
•
Accreditation plan.
•
Weather contingency plan (if applicable).
•
Road closures plan (if applicable).
•
Admission policies and ticketing (where applicable).
•
Fencing plan (if applicable).
•
Noise exemption certificate (if applicable).
•
Water safety and contingency plan (if the canal is used).
•
VOC details (if required).
•
Copies of all COC documents, in respect of:
– Electrical installations.
– Gas installations.
– Rigging.
– Temporary stands (BDM13) structural engineer certificate.
– COAs for food stalls/trucks.
– Generators.
•
Any special requirements or permits, such as fireworks or pyrotechnics.
ROLE OF THE EVENT SAFETY OFFICER
A safety officer is required if an event permit is required. A safety officer may also be required where there is
major construction and/or working at heights and/or a risk of a person or object falling. The CTICC reserves the
right, at their sole discretion, to instruct the requirement of a safety officer for an event.
The role of the event safety officer at events is paramount and, as such, should be the first appointment that an
event organiser considers. The safety officer’s role is consultative, and they can assist the event organisers with
event planning, permit applications, crew and contractors, as well as compiling the necessary documents for
the event organiser.
The CTICC has a preferred supplier rendering this service. Should the event organiser choose to appoint a non-
preferred supplier, the appointed supplier will still be required to provide all relevant documentation. Below is
a list of documents to meet the minimum requirements of a safety plan:
•
CTICC access request.
•
Qualifications of the safety officer (NQF Level 5 or more in Safety or SAIOSH Technical Member).
•
Incorporation certificates of the company.
•
Safety appointment letter.
•
Public liability insurance for the appointed safety company (minimum R10 million).
The CTICC provides a standard operating procedure (SOP) for safety officers at an event, and the safety officer
must read, confirm, and understand the scope of this SOP. A copy is available on request.
PAGE 12EVENT SAFETY & SECURITY 2021
ROLE OF THE MEDICAL SUPPLIER
The CTICC has a preferred medical supplier who also manages the on-site medical facility. Medical plans are
scoped against the risk rating and the medical deployment tables legislated. Please note that medical plans
for events with a forecasted attendance of 1 000 patrons or more, including staff working at the event, must
be submitted to the Western Cape EMS six weeks before the event for approval. They will provide an approval
letter to accompany the approved medical plan. All plans must comply with the National Health Act 2003 and
regulations in respect of emergency medical care at mass gatherings.
Should the event organiser appoint a non-preferred medical supplier, a medical plan must be drawn up and
provided to the CTICC for review. The following documents are required:
•
CTICC access request.
•
Qualifications of the medics.
•
Current and valid HPCSA registration numbers for the medics listed.
•
Incorporation certificates of the company.
•
Public liability insurance for the appointed medical service provider organisation.
•
Western Cape EMS approval letter (if applicable).
•
Medical waste plan.
•
Western Cape Government registration documents.
•
Strict compliance and adherence to Covid-19 regulations.
Only medical personnel who hold the status of ‘independent practitioner’ with the HPCSA will be allowed to
work by themselves. Basic life support (BLS) practitioners will be allowed to work at the event only under the
supervision of an intermediate life support (ILS) practitioner or advanced life support (ALS) practitioner.
ROLE OF THE EVENT SECURITY SUPPLIER
The CTICC offers event security services through an approved supplier to clients. CTICC security personnel
will be furnished for the perimeter of the venue to ensure normal CTICC activities, but such personnel shall
not be deemed to affect any of the event organisers’ access and accreditation planning. The CTICC and its
members, officers, representatives, employees and/or official service providers hold themselves harmless from
any claims arising.
Should the event organiser appoint their own security organisation, an event security operations plan must be
compiled and provided to the CTICC. The following documents are required:
•
CTICC access request.
•
Public liability insurance for the appointed security company (minimum R10 million).
•
PSIRA registration certificate.
•
All security personnel deployed to be listed with their grade and relevant PSIRA registration numbers.
Please note, the CTICC only allows security officers with a Grade C and higher, and event staff should meet
the requirement for registered event stewards.
PAGE 13EVENT SAFETY & SECURITY 2021
3. OBLIGATIONS OF THE EVENT ORGANISER/CLIENT
The Occupational Health and Safety Act (Act 85: 1993) prescribes the compliance elements and requirements
that must be met. CTICC, apart from its own obligations in terms of the Act, prioritises the health and safety of
all users, contractors, staff, workers and attendees at events on our premises as part of ensuring that our duty
of care for activities taking place on our premises is properly discharged.
To assist you, the CTICC requirements are aligned to the Construction Regulations of the Statutory Act, and we
are reproducing hereunder the relevant sections applicable to you for your reference. Refer to Annexure 1 for
details outlined in respect of the obligations of the client.
HEALTH AND SAFETY RESPONSIBILITIES: DUTY OF CARE
Duties of the event organiser in respect of national occupational health and safety legislation:
The event organiser shall ensure that role players are liable to ensure that the premises, entrances, exits, any
plant (for example, generators and air conditioners) and substances within the event premises are safe and
without risks to the health and safety of people, and in compliance with applicable national standards and
the relevant national legislation.
The event organiser shall:
1. Appoint a safety officer with whom to consult in relation to the different phases in event management, and
to formulate a plan to implement a health and safety policy.
2. Appoint a competent person who shall be responsible for the health and safety at an event and
communicate throughout the organisation about managing the health and safety policy.
3. Conduct a risk assessment for the planned event at the proposed venue. The purpose of such a risk
assessment is to identify potential hazards, assess the risk that might arise from those hazards, and decide
on suitable measures to eliminate, mitigate, or manage the risk and its effects on workers for the full duration
of the event.
4. Liaise with the venue and the service providers and determine the levels of services needed.
5. E stablish, document, implement and maintain a health and safety management system and continually
improve its effectiveness, in accordance with the requirements of this standard.
6. Define and implement a health and safety policy and ensure commitment to and awareness of the policy.
The health and safety of attendees shall become an integral part of the planning, management process
and general culture of the event organiser.
7. Maintain a safety file for the event and provide information, instruction and training to persons working at
the event.
8. Ensure the Section 37.2 agreements in relation to sub-contracting staff are in place.
9. Ensure that role players with key safety responsibilities are confirmed in writing and letters are in the safety
file.
10.
Ensure that the health and safety of the workers during the event are monitored and effective training and
supervision have been provided to ensure safety at the event.
11.
Ensure that a Covid-19 compliance officer is appointed.
PAGE 14EVENT SAFETY & SECURITY 2021
RISK ASSESSMENT
Events differ in size, complexity, and duration. These factors will determine the nature and extent of the planning
required by the event organiser in order to manage safe working conditions and the general safety of all role
players. When planning an event, the risk assessment principle stipulated below shall be taken into account.
The event organiser shall establish a risk assessment plan at the planning phase. The event organiser shall
conduct a preliminary risk assessment and plan for the management of possible hazards in order to reduce or
eliminate risks. This risk assessment shall comply with the local and relevant national occupational health and
safety legislation (see legal reference).
To assess the risks associated with staging an event, the event organiser shall:
•
Identify the hazards associated with activities contributing to the event, where the activities are carried
out and how the activities are to be undertaken.
•
Identify people who might be harmed and how they might be harmed.
•
Identify existing precautions (for example, regarding the venue design and operational procedures or
existing safe systems of work).
•
Evaluate the risks.
•
Decide what further actions might be required (for example, improvement in venue design, and safe
systems of work).
All employers and self-employed people shall assess the risks to workers and others who might be affected by
their work. They shall decide whether safety precautions are adequate or not and what other control might
be needed.
A risk assessment for the build-up and break down can only be carried out once information has been received
from the contractors, other companies and self-employed people who will be working on-site. It will also be
necessary to visit the site or venue to identify specific hazards.
Hazards associated with the assembly of large numbers of people can vary according to the nature of the
event and these hazards shall be similarly assessed in terms of the levels of risk. The history of the performers
and the attendees can provide valuable information. The overall event risk assessment will then indicate areas
where risks need to be reduced to acceptable levels.
The event organiser shall record the risk assessment (in the case of five or more employees), the findings, details
of any employees or other role players identified as being at risk, and the appropriate measures that are in
place to mitigate or manage the risk. All records shall be kept to assist in the debriefing and for reference
for future events. The event organiser shall have a risk assessment policy to ensure that the risk assessment is
reviewed and, if necessary, revised.
PAGE 15EVENT SAFETY & SECURITY 2021
4. THE CTICC’S REQUIREMENTS
HEALTH AND SAFETY RULES AND REGULATIONS
During the event or exhibition set up/break down periods, employees and people who happen to be in the
building are strongly advised not to walk through the exhibition halls, meeting rooms and lounge areas where
the work is being carried out.
During build up or break down, due care and attention must be given to CTICC building, property, people and
equipment. All work activities should be carried out with due care and without haste to minimise the likelihood
of unsafe situations.
Work pressure can be reduced by having a clear plan of action, taking sufficient breaks, and ensuring that
responsibilities are assigned. To prevent injuries, workers should preferably not wear rings, piercings, watches,
bracelets, or necklaces while working. Jewellery and loose clothing may, in any event, not be worn when
working with machinery that contains moving parts.
Proper preparations should be made before work is started. Unsafe situations can arise if no or poor preparations
are made. Unsafe situations should be reported immediately to the event services manager or on-site safety
officer. The event services manager should be contacted if any uncertainty arises about certain types of work.
When operating machinery, hoisting activities, and height and hot work, personnel should be aware of all risks
associated with the activities and equipment, and tools may only be used for the purpose for which they are
intended and whose operation is known. Ensure safety instructions are followed and observed.
ACCESS POLICY
CTICC-approved identification must be worn/displayed by all persons/contractors/staff accessing the premises
to work at an event.
Non-accredited suppliers and their staff shall attend our standard CTICC induction process, situated off-site
at the P1 parking induction room to obtain relevant identification. Any person present in the exhibition halls
or venues during the set up and break down of events should wear a wristband as supplied by the CTICC or
the event organiser. Stand builders and suppliers are explicitly requested to register and conduct induction in
advance to ensure rapid access on arrival at the CTICC.
All contractors must enter and leave via the CTICC security control point in the Marshalling Yard. All other
persons associated with an event must receive their identification tag at the registration desk. The tag must
always be worn, as you may be asked to identify yourself at any time.
PAGE 16EVENT SAFETY & SECURITY 2021
AISLES AND INTERNAL LAYOUT CONSIDERATIONS IN A VENUE
The provisions of SANS 10400 shall apply to all floor layouts, including the plenary session hall layouts. The
minimum aisle space applicable between exhibitions stands is 3m. Should any item or structure be placed
or protrude into the designated aisle space, the CTICC reserves the right to request the removal thereof or
remove the said item without any liability for loss or damage. Aisles should be planned in line with the fire exits.
The event organiser shall prepare and submit to the CTICC an event floor plan layout indicating seating, aisles,
escape routes and fire exits, in compliance with the provisions of SANS 10400.
AV EQUIPMENT (LED/LCD/PLASMA/PROJECTION) AND INSTALLATION
The CTICC has a preferred audio-visual (AV) supplier that can assist with AV requirements. Please note that
for wall-mounted screens, the thickness of the stand walling must be a sound structure (at least 16mm thick).
Exhibitors are to advise if they require wall-mounted/pole stand/table stand screens.
LED screens must be supported by a hoist where appropriate. LED cables and power must be properly installed
to avoid power leakage.
Any stand structure that comes with an LED screen must be supported with a metal frame. The total power
requirement and total weight for any LED screen installation must be submitted to the CTICC for review and approval.
BANNER HANGING AND RIGGING
Displaying of banners in specified areas where hanging bars are available is permitted, provided that they do
not create any obstruction to venue signage. The CTICC has limitations on branding in areas that are designated
as public space, such as foyers and galleries. The hanging of banners or flags above stands in the exhibition halls
requires CTICC approval. The CTICC has a preferred supplier to handle all rigging requirements, including the
hanging of simple signs, banners and lights. The CTICC’s preferred supplier is fully compliant with national safety
standards. Please enquire with your sales or event executive for a list of the pre-approved banner hanging positions.
The CTICC requires accurate plans showing the positioning of suspended items, their weight, as well as the
height of the bottom of each item from the ground. This must be submitted to the CTICC for approval 30 days
before the event. The CTICC’s preferred supplier can provide a design and construction service for all banners
and signs should assistance be required. Further requirements include:
•
All banners require approval from the CTICC management 30 days before hanging.
•
Banner design and/or production must be organised and confirmed at least two weeks before build up.
All banners are to be delivered on the first day of build-up. Late delivery will incur a surcharge.
•
•
All banners have a minimum of two points of suspension. If more are required, these will need to be quoted
accordingly.
•
Banner position and height must be agreed upon in writing before installation. The organiser is to provide
an overall décor installation plan before build up.
•
Banners must be double-sided. Single-sided banners that need to be put together on-site will incur a surcharge.
•
Banners must have a suspension bar at both the top and bottom (including finials). Sewn sleeves must easily
accommodate the suspension bar, which must protrude a minimum of 50mm on both sides of the banner.
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