Plan B When the Show Simply Can t Go on CASE STUDY: City of Perth Australia Day Skyworks Cancellation 2017 Erica Mueller, City of Perth
Today s Presentation Event Overview The Incident The Resources The Planning Considerations The Response The Outcome Tips Lessons Learnt Questions
Event Overview Expected audience of up to 300,000 annually Entertainment commences from 3pm: Langley Park Entertainment Zone Birak Concert (indigenous concert) Water Regatta Air Show South Perth Celebration Zone Fireworks at 8pm
Event Overview
The Incident at The Time At approximately 5pm on 26 January 2017: Estimated crowd: 60,000+ and increasing fast Large numbers on their way to the city (estimated 100,000) Maximum temperature reached 42 degrees Entertainment zones all in operation Approximately 60 food vendors in operation Fireworks scheduled for 8pm: in their final position on 19 barges & pontoons on the river Plan B When The Show Simply Can t Go On
The Incident Mallard plane crashed into the river approximately 5.05pm https://www.youtube.com/watch?v=284kt2j Oplk Plan B When The Show Simply Can t Go On
The Resources Emergency Coordination Centre (ECC) Attended by all key stakeholders including WA Police, SJA, DFES, City of Perth, other local governments, Public Transport Authority, CASA, event security etc City of Perth Local Command Attended by City of Perth Surveillance, Parking, Rangers, Senior Media Advisor On The Ground Skyworks Coordinator, Skyworks Manager, Skyworks Director Skyworks Team, Contractors & stakeholders/agencies (eg SJA, security, Police, Lost Kids) On Call / Remote-access Corporate Communications Coordinator, Digital Team
Skyworks Planning Planning commences formally in May (tenders are prepared and advertised prior to this) Consortium Group & Operational Group Over 30 stakeholders attend meetings every 2-4 weeks from July Comprehensive operational plans developed and approved Emergency Scenario desktop exercise held 1 week prior to event with all stakeholders Staff and stakeholder briefings
Skyworks Plans
The Immediate Response Skyworks Coordinator, Manager & Director on Perth Foreshore advised by witnesses immediately City of Perth ECC representative notified of incident by Skyworks Director via twoway radio and mobile ECC representative relayed immediately to Police Commander Emergency services response Water Police Remainder of the Air Show cancelled immediately City of Perth CEO notified immediately at Council House Crisis Communication Team called on to coordinate response Within minutes, images and reports on social media of crash
How the Decision Was Made Formal confirmation of the 2 x fatalities received by WA Police at approximately 5.30pm after numerous mixed reports Skyworks management plans referred to in the decision making process Cancellation Plan states that in the event of a major incident with multiple fatalities prior to 6.30pm, the action is to cancel the fireworks CEO & Skyworks Director made the decision to cancel fireworks at approximately 5.45pm with WA Police supporting this decision Cancellation based on; - Cancellation procedure in management plans. - Out of respect for the deceased, their families & those who witnessed the tragedy. - To maintain the integrity of crash site and public safety; with the proximity of the crash to fireworks (not yet assessed).
Considerations How many people are already on the foreshore and en-route? If the incident occurred after 6.30pm, the outcome could potentially be a different one. The plan considers time of incident and number of people already at the event How will the public respond? Mass panic or other reaction Anger or anti-social behaviour as a result of disappointment and inconvenience What resources are available to allow people to leave earlier than anticipated? Can the public safely exit the city? Key relationships with stakeholders PTA, Main Roads, Traffic Management, WA Police etc What resources do we have to communicate the cancellation to attendees and those on their way?
The Response: Communication ECC held regular stakeholder meetings in the first hour, co-chaired by WA Police Commander with the City of Perth representative. Once the fatalities and the decision to cancel were confirmed, quick decisions were made in a multi-agency collaboration Cancellation messaging confirmed by City of Perth Communications and Media Team shortly after the decision. These were provided to the ECC, event partners and the media Communications Plan includes pre-worded emergency messaging for 13 different incidents that can be adjusted and circulated for quick and clear announcements All event partners and stakeholders are aware of the process and to await accurate messaging from City of Perth this is practiced in annual scenario exercises a week before the event
The Response: Communication Communication Plan followed to notify all relevant parties including; Stakeholders: the ECC was advised of the decision immediately by the Skyworks Director Staff: City of Perth staff informed by Skyworks Director via radio Contractors: City of Perth staff informed contractors via radio / phone General Public: event partner mix94.5 communicated agreed message via radio. PTA notified incoming passengers with station announcements & bus drivers. Other media outlets widely reported of the cancellation Attendees: Speakers in key locations broadcasted the mix94.5 messages; PA announcements; WA Police, rangers & security staff informed attendees; social media messaging; event VMB s updated by Coates Hire
The Response: Action Entertainment Plan Continued Langley Park with staggered shut-down until 7.30pm Continued Birak Concert until 7.30pm (consulted with an elder) Continued food vendors, market & sausage sizzle until 8.30pm South Perth Entertainment Zone closed down aligned with transport arrangement but foreshore areas allowed to stay Water Regatta cancelled Public Transport Public Transport Authority (PTA) brought forward train schedules and implemented the exit strategy early (EQ south only; Underground north only) Stand-by buses brought in by PTA to provide additional services 24 double-buses in South Perth deployed to clear crowds early
The Response: Action Traffic Management Most roads remained closed to allow safe egress of pedestrians Some outer roads were opened and car parks managed to allow exit with additional parking staff deployed to key locations Main Roads VMB s advised of cancellation on freeways Public Safety Ambulances & First Aid deployed to key areas mass crowds were exiting Security officers acted as information providers to the public to ensure safe exit and accurate information is dispersed Pyrotechnics contractor implemented pack-down strategy for live fireworks, with additional CCTV and security put in place
The Outcome Media notified of the cancellation 49 minutes after incident All agencies and local governments reported that the general public were calm and understanding at all times South Perth cleared the area in a short time (due to bus resources availability) in an orderly fashion Langley Park and Supreme Court Gardens had a steady, gradual departure, with no mass exit Many people on Perth Foreshore, Kings Park, Matilda Bay and Elizabeth Quay elected to stay and continue picnicking into the evening No reported incidents and very minimal complaints Overwhelming positive support for the decision on social media, by attendees, and in writing to the City following the event City of Perth cooperated with Australian Transport Safety Bureau investigation which is currently still underway
Looking Ahead First time in 21 years of the City managing Skyworks and in the 33 year history of the event that the Management Plans were tested to this level Extensive debriefs took place with reflection of what worked well and identified areas for improvement or change Planning for Skyworks 2018 has commenced internally, with stakeholder meetings starting next week Management Plans will be updated as required as they are each year, including lessons learnt and any gaps identified following this incident
Tips Planning & Risk On the Day Contact Lists specific cancellation lists on lanyards for all key stakeholders, agencies & internal contacts Enabled speedy communication; a quick reference of responsibilities and contact number Key stakeholders/agencies in one room Quiet call centre to buzzing incident control centre in a purpose-built facility Consider what is required for your event (i.e. we had a second layer with the CoP Command) Have a robust cancellation plan Acknowledge there will be emotion and political pressures on the day; a pre-determined plan removes this delay in decision-making and considers all factors. Plan to cancel Relationships are key All agencies being involved in the planning and present at the ECC enabled a multi-agency response in minimal time
Tips Planning & Risk Social Media Know your platforms; for us, Facebook reaches the community but Twitter reaches the media Community looks to an authoritative figure in a crisis (council, Police) ensure info is correct Have a communications/media/digital team on stand-by if not present Website needed stripping back; social media needed messages & stripping back; media alert needed urgent issuing; key messages needed to be compiled for all stakeholders Have vague but agreed messaging that can be quickly adapted Media contacts at hand for direct distribution made the 6pm news in time as result Consider your Staff A big risk to ignore; welfare checks following an incident as soon as able and follow through with support. Fight or flight Operational Plans are critical to the success of handling a major incident Ensure they are reviewed annually
Lessons Learnt Social Media Prepare messages suitable to social media (multiple platforms) Consider sensitivity, accuracy and timeliness - have officer on site already Communication Ensure all staff are trained in the chosen form of communication Ensure appropriate testing of this communication is conducted Ensure key stakeholders are kept abreast of developments (radio partner broadcasting) Staffing for an Incident at ECC Key representative & 1 x assistant has been suitable for every year previous; add a major incident and this wasn t enough support
Lessons Learnt Emergency Scenario Desktop Exercise Focus on top 10 risks rather than 1 major Suitable Venues ECC was perfect; CoP Command needed a separate crisis room due to the noise generated and space/resources required separate to the operations being run here Media/communications/digital team needed their own room to work from
Thank you