Special Events.pdf

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 47.135 SPECIAL EVENTS Revised: October 1, 2007 I. PURPOSE: The purpose of this directive is to establish and maintain a procedure for the planning and operational management of special events by the Boca Raton Police Services...

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 47.135 SPECIAL EVENTS Revised: October 1, 2007 I. PURPOSE: The purpose of this directive is to establish and maintain a procedure for the planning and operational management of special events by the Boca Raton Police Services Department that will include the allocation of personnel and resources, the establishment of a supervisor for each event, the delineation of responsibilities, traffic control, potential crime problems, crowd handling, coordination with other City departments and outside agencies, budget considerations, and logistical requirements. II. POLICY: The Department shall formulate a written plan before major special events to establish the officer in charge, personnel and material requirements, and logistical concerns to provide the community with high standards of safety and security. III. DEFINITIONS: Special Event: Any meeting, activity, parade, gathering, or group of persons, animals, or vehicles, or a combination thereof, having a common purpose, design, or goal, upon any public street, sidewalk, alley, park, beach, or other public place or building which special event substantially inhibits the usual flow of pedestrian or vehicular travel or which occupies any public area or building which results in preemptive use by general public or which deviates from the established use. The term special event shall not be construed to include a block party. IV. PROCEDURE: A. SPECIAL EVENTS PLANNING: The Special Services Bureau (SSB) Supervisor or his/her designee shall be responsible for the planning, coordination, and operation of the Department's involvement in special events, either entirely or partially sponsored by the City. 17.09 The SSB Supervisor will report to the division commander responsible for the special event or his/her designee and will oversee coordination efforts outside and inside the Department. 17.09 Effective: May 1, 1982 Revised: October 1, 2007 Special Events Directive No. 47.135 Page 1 of 6 1. SPECIAL EVENT PLAN: The SSB Supervisor or his/her designee will submit a Special Event Plan, if applicable, to his/her division commander prior to the event, that includes the following: a. Traffic direction and control including the following: i. Ingress and egress of vehicles and pedestrians ii. Parking and parking prohibitions iii. Alternate traffic routes iv. Emergency vehicle access v. Emergency routes shall be designated for emergency vehicles vi. Temporary traffic controls vii. Potential traffic problems viii. Contingency plans for traffic direction and control. b. A plan for allocation of personnel and equipment that takes the following into consideration: i. Provisions for access to and from the event by pedestrians and vehicles, including emergency vehicles ii. Availability of parking areas iii. Parking for the event shall be clearly designated and easily accessible iv. Spectator control c. Effect on public transportation; d. Provisions for access by news media e. Provisions for alternate traffic routes and temporary traffic control devices; Effective: May 1, 1982 Revised: October 1, 2007 f. All required road closure documents and a site plan g. Crowd Control including the following: i. An estimate of attendance ii. An estimate of participants Special Events Directive No. 47.135 Page 2 of 6 iii. Potential problems if alcohol will be served iv. Contingency plan for mass arrests h. Specialized personnel anticipated for security, law enforcement, or crowd control shall be advised regarding potential response requirements, i.e., SWAT, HAZMAT, K-9. 17.09 i. Each event will have a designated contingency team to deal with unanticipated problems and emergencies. j. The event supervisor will include the team members in the event plan by name or position number. k. Crime Concerns including: i. Crime related problems expected based on historical experience and intelligence information gathered from organizers and other concerned agencies ii. l. Anticipated peacekeeping or other related problems Logistical requirements including the following: 17.09 i. The utilization of personnel and resources to provide high standards of safety and security ii. An overall plan of operations, accompanied by a diagram, if applicable, of the site and all assigned posts 2. iii. Hours of the event iv. Officer assignments v. Additional equipment required vi. The types and number of vehicles vii. The types and quantities of materials viii. Any other logistics needed for the specific event. EVENT SUPERVISOR RESPONSIBILITIES 17.09 The following shall be the event supervisor’s responsibility: a. Prior to the event ensure that the event sponsor has obtained all necessary permits. Effective: May 1, 1982 Revised: October 1, 2007 Special Events Directive No. 47.135 Page 3 of 6 i. Permits must be obtained by the person, firm or entity sponsoring the Special Event. ii. The event supervisor should ensure that the event sponsor understands the police requirements, City codes, ordinances, and rules. b. Obtain all necessary documentation concerning the event. c. Attend event meetings and offer recommendations that will ensure the safety and security of the attendees. d. Develop, plan and organize police services necessary to provide a secure area during special events. e. Recruit, assign and deploy police personnel for special events. i. Provide for personnel and equipment, relief of personnel, as needed, property collection, transportation of prisoners if arrests are made, media access and liaison. ii. Provide an itinerary of action that includes times, sites and specific directions for those involved in the detail. f. Coordinate with other City of Boca Raton departments, such as Traffic, Engineering, Recreational Services, and Fire Rescue Services before, during and after special events. g. Conduct a briefing for those involved and supervise the operation of the Department's participation in the event. 3. OFFICERS' DUTIES AND RESPONSIBILITIES: a. Officers assigned to a special event detail will wear a uniform as prescribed by the event supervisor or the Department uniform policy. b. Traffic vests will be worn on all traffic control assignments. c. Officers will have a portable radio and any other equipment as directed by the supervisor. d. Each officer will be responsible for diligently fulfilling the assignment given him/her by the events supervisor or the command officer in charge of the event. e. Each officer will remain at his/her assigned post until completion of the assignment, replaced by another officer, or released by a supervisor. i. An officer may leave their assigned post, if necessary, to provide emergency police services if it is apparent that failure to do so would Effective: May 1, 1982 Revised: October 1, 2007 Special Events Directive No. 47.135 Page 4 of 6 likely result in serious injury or death to another or great property loss, and another zone officer is not available on a timely basis. ii. In all such cases, the officer shall weigh the relative threat to citizens by leaving their post and shall not leave their post if such action would create a substantial hazard to public safety. iii. Should an officer leave his/her assigned post, he/she will notify a supervisor as soon as practical so arrangements can be made to cover the post. 4. STAFFING GUIDELINES: a. When practical, members of the SSB will supply the work force necessary for the Department's participation in major special events. 17.09 b. When necessary, assigned officers from Field Services Division, recruits in training, and compensated officers who volunteer for the assignment will supplement the SSB. 17.09 c. The Chief of Police reserves the right to assign members, or use other appropriate assets, to extra duty if insufficient volunteers are forthcoming from the Department members to staff the event. 17.09 d. The event supervisor will ensure that all personnel assigned to the event are properly equipped and attired, on their post in a timely manner, and perform the desired tasks. e. The event supervisor will determine the staffing requirements for each event. f. The event supervisor will consider the history or potential threat of an event when determining the number of officers assigned to each event. 5. PARADES: Prior to approving any parade permit, the event supervisor will perform the following tasks: a. Review the planned parade route to determine public safety needs. b. Review the planned assembly and disbanding points to ensure public safety. c. Determine the number of staff needed along the parade route to ensure the safety of the participants and spectators. d. Effective: May 1, 1982 Revised: October 1, 2007 Ensure that the appropriate street closing permits have been obtained. Special Events Directive No. 47.135 Page 5 of 6 e. Coordinate route with public service and transportation agencies, including railroad, mail, and public works, to provide an opportunity in adjusting the normal schedules for their services. 6. AFTER ACTION REPORT: The event supervisor will conduct a debriefing after the event and submit an after-action report that will include the following to the division commander: a. The Department’s personnel cost. b. A brief summary detailing problems encountered including arrests, officers injured, conflicts, copies of all reports, etc. c. The intelligence gathered and recommendations for future operations. Approved: Daniel C. Alexander Chief of Police Effective: May 1, 1982 Revised: October 1, 2007 Date: Special Events Directive No. 47.135 Page 6 of 6