Copies of manual material

Again the choice of how many copies to make of specific parts of the manual is yours, and will depend on the scope and size of your event. My approach is described below.

Management staff chart/job descriptions/mobile numbers

I produce enough for the event manager’s manuals and as many spares as I think may be required. The spares are available to be distributed to police liaison officers, ambulance staff, fire and rescue, veterinary surgeons and anyone else who may need to know which manager has responsibility for a given function.

Site maps

I produce enough for the manuals and the people listed above, and also for car park marshals, the roving car park supervisor and anyone else who may need a laminated site map.

Map detail

The level of map detail depends on the scope of your event. I show and name car parks and gates, display rings, truck parks, caravan parks etc. Within the site I show elements blocked in for example a block named ‘Fun Fair’ and, at an animal show, a block named ‘Horses’ and another named ‘Cattle’. In more detail I show the cashier’s office, event manager’s office, first aid point, public address point and toilets.

Event timetable/schedule

As above, I produce enough for the event manager’s manuals and as many spares as I think may be required for event staff, police, ambulance staff etc.

Forms

I produce a supply of appropriate forms, which can be carried by supervisors, or be ready for use by any appropriate member of staff. A supply of the blank forms should be made available in the event manager’s office too.

Procedures

I produce enough for the event manager’s manuals and as many spares as I think may be required. The spare copies of procedures may be carried by supervisors and staff, as an immediate reminder on how to deal with an incident mat they encounter or even just as a reminder of how they should be performing their job.