Sheriff's Policy Manual - Special Event Planning and Management PDF

SHERIFF’S POLICY MANUAL 19.1 SPECIAL EVENT PLANNING AND MANAGEMENT A. Purpose: This policy establishes guidelines for the planning and management of special events, similar to parades, fairs, festivals, races, rallies, concerts, and...

SHERIFF’S POLICY MANUAL 19.1 SPECIAL EVENT PLANNING AND MANAGEMENT A. Purpose: This policy establishes guidelines for the planning and management of special events, similar to parades, fairs, festivals, races, rallies, concerts, and sporting events. B. Scope: This policy applies to all employees participating in or responding to a broad spectrum of special events. C. Policy: It is the responsibility of involved employees to ensure the safety and security of all participants, spectators, citizens, and public safety personnel involved or located in and around special events. It is recognized that no policy can be created which will cover absolutely all circumstances for all times. Therefore, this policy provides general guidelines which must be supported by sound professional judgment. D. Definitions: 1. Critical Incidents: Any natural or man-made disaster, act of terror, weapons of mass destruction, civil disturbance, or any occurrence of unusual or severe nature which threatens to cause or causes the loss of life or injury to citizens and/or severe damage to property and requires extraordinary measures to protect lives, meet human needs, and achieve recovery. 2. Event Action Plan (EAP): A prepared document which covers the organizational activities of pre-planned events extending beyond normal daily assigned duties (e.g., parades, festivals, races, concerts, sporting events). 3. Incident Action Plan (IAP): A prepared document which formally identifies objectives, strategies, and roles when responding to developing incidents. Preplanned events may begin as an EAP and evolve into an IAP (e.g., a fire during a concert). 4. Incident Commander (IC): The individual responsible for incident activities, including the development and implementation of strategic decisions for approving the ordering and release of resources. Reviewed: 10/20/2023 Revised: 04/02/2024 Rescinds: 05/04/2023 Effective: 04/12/2024 19.1 Page 1 of 6  SHERIFF’S POLICY MANUAL 5. Unified Command (UC): An authority structure in which the role of incident commander is shared by two or more individuals, each already having authority in a different responding agency. Unified command is one way to carry out command in which responding agencies and/or jurisdictions with responsibility for the incident control incident management. E. Pre-event Planning: Prior to participation in special events, the following will be completed: 1. Event Action Plan / Incident Action Plan: Every preplanned event requires the IC / UC approved plan of action which prioritizes objectives, forecasts logistical requirements [CFA 17.09 B], and defines roles. The plan should contain the following considerations: a. Anticipated attendance: The projected attendance may be based on tickets sold, intelligence, or attendance from a prior event’s attendance. b. Event location: The location of the event must accommodate the projected attendees and provide for safe and adequate ingress and egress routes. c. Street closures: The closure of streets may require barricades, cones, vehicles, or staff to redirect traffic. d. Parking lot security: Parking lots may require staff or other safety measures to deter crime and respond to other life safety emergencies. e. Intelligence gathering: Both advance and real-time intelligence monitoring provide resources for planning and response. i. Advance intelligence monitoring assists in identifying if the event is gaining any social media attention that may bring unforeseen disruptions to the event. ii. Real-time intelligence monitoring based upon various factors to include size, venue, attendees, climate of the Reviewed: 10/20/2023 Revised: 04/02/2024 Rescinds: 05/04/2023 Effective: 04/12/2024 19.1 Page 2 of 6  SHERIFF’S POLICY MANUAL event. All special event planning should be shared with the Strategic Investigations Division Analytical Supervisor to ensure the event is adequately monitored. f. Staging areas: These areas should be identified beforehand, and include locations for additional resources (LEO and DFRES vehicles from a TAP alert), landing zone for medivac, evacuation area for attendees, etc. g. Staffing: The number of staff must be adequate to maintain safety and security both within the event and in areas impacted by the event. Consider relief personnel for rest breaks, possible sick leave, or prolonged events. h. Uniform: Identify the uniform of the day for all personnel, which may include variations dependent upon their role within the special event. i. Equipment: Equipment will be inspected, tested, and prepared prior to the event. j. Specialized support: Consider the needs of the event to request specialized support (Motor Unit, detection canines, bicycle patrol, aviation, bomb squad, QRF, Incident Management Support Team (IMST), Mobile Command Post, etc. [CFA 17.09 A]. k. Communications: Radio channels should be identified according to the needs of the event (Main/Command, Motor escort, SWAT channels). The requests for channels should be made well in advance to Communications Division, and it should be decided if a dedicated dispatcher is needed. l. Collaboration: There should be a prior collaboration with involved stakeholders, such as relevant divisions/units, fire rescue, city officials, public works, surrounding jurisdictions, other applicable law enforcement entities, etc. [CFA 17.09 A]. Reviewed: 10/20/2023 Revised: 04/02/2024 Rescinds: 05/04/2023 Effective: 04/12/2024 19.1 Page 3 of 6  SHERIFF’S POLICY MANUAL m. Permitting: Verify if the event requires a city or county permit and if all requirements of the permit have been accomplished. 2. Pre-event briefing: A briefing will be conducted with involved resources to properly review the approved plan, sign in and confirm assignments, and ensure that the event scribe has all needed information (if event roster workbook is being utilized). The following factors should be considered: a. Assignments: Assignments or mission-specific roles must be communicated to individual employees, supervisors, volunteers, and partners. b. Communication: Staff should be notified of the method and means of communication (radio channel, phone, WebEOC, plain talk, codes, Everbridge alerts). c. Equipment: Special equipment will be logged prior to set up and distribution. d. Map: Familiarize staff with the area by providing maps outlining the event’s set up (staging areas, command post, EMS, ingress and egress routes, road closures, hospitals, and predesignated medivac areas). Relying on satellite mapping will not be adequate. e. Command Post (CP): The command post (CP) should not be located within the direct footprint of the event to ensure the safety of personnel and equipment. However, it needs to be positioned close enough to the event to allow for effective command and management. The location of the CP should be carefully chosen to facilitate effective communication and command and allow for efficient deployment of resources. f. Undercover personnel: The use or identity of undercover participants should be communicated, when possible, to deconflict activities. Any undercover personnel working the event should attend the pre-event briefing for uniform personnel familiarity. Reviewed: 10/20/2023 Revised: 04/02/2024 Rescinds: 05/04/2023 Effective: 04/12/2024 19.1 Page 4 of 6  SHERIFF’S POLICY MANUAL g. Transportation: Consider transportation requirements in the event of an emergency (DOD vans, county buses). h. Incident Commander (IC) / Unified Command (UC): The IC / UC will be identified for all events [CFA 17.09 A]. i. Contingency Plans: Although there is no way to predict if a hazard will occur, planning must include a review of possible “what if’s”, including inclement weather, medical emergencies, counter demonstrations or civil unrest, traffic flow, and explosions are a few examples. F. Event management: During special events, the following will be considered: 1. Threat and Risk Assessments: Identifying potential or actual threats require an ongoing assessment of hazards and vulnerabilities to develop plans to prevent, avoid, or mitigate harm. Comprehensive assessments include: a. Identifying potential threats. b. Gauging the potential damages from such threats. c. Determining the likelihood that problems will occur. d. Developing actions to prevent the threats. 2. Critical Incidents: Critical Incidents will be handled in accordance with the Critical Incident Response Plan (ICS/NIMS, outlined in BSO SPM CH 19.2. 3. Resources: A roster will be available to track resources. Additional resources will be requested as needed via applicable guidelines (radio, TAP Alert, Duty Officer). 4. Proactive patrol and enforcement: Deputies not receiving specialized assignments will perform proactive patrol and enforcement (suspicious person checks, calls for service, traffic enforcement). Reviewed: 10/20/2023 Revised: 04/02/2024 Rescinds: 05/04/2023 Effective: 04/12/2024 19.1 Page 5 of 6  SHERIFF’S POLICY MANUAL G. Post-Event Demobilization: After special events, the following will be completed: 1. Demobilization: The IC / UC or authorized designee will implement a phased and orderly withdrawal of law enforcement resources. a. Reports: Relieved employees will complete required documentation (event reports, overtime slips, use of force reports). b. Equipment: Equipment will be disassembled or returned and inventoried. c. After action recommendations: The IC will conduct a post- incident debrief with involved staff, to include requesting input of both positive elements and recommendations for improvement which will be included in the after-action report. 2. After-Action Reporting: The IC / UC will prepare a comprehensive after-action report of the event, to include: a. Date, time, and description of the event. b. Actions and outcomes (arrests, property damage, injuries). c. Problems identified. d. Significant events. e. Recommendations for improvement. Reviewed: 10/20/2023 Revised: 04/02/2024 Rescinds: 05/04/2023 Effective: 04/12/2024 19.1 Page 6 of 6