1 of 30 Page QNCC HEALTH, SAFETY, SECURITY & ENVIRONMENT “Rules & Regulations” Forward This document is produced by Qatar National Convention Centre (QNCC) and is intended for all users of the QNCC who are required to conduct their business in accordance with these requirements which forms part of their hiring agreement. Qatar National Convention Centre is committed to the health, safety and security of all employees, visitors and contractors whilst on any of our venues. High standards of health safety and security shall be applied at all times in order to provide a safe environment for all involved in exhibitions, seminar’s, live events at any of the venues. Adequate health and safety standards will apply to all users of the facilities and must be maintained at all times ensuring compliance with the relevant Qatar Laws. Venue safety rules at QNCC are based on the British health and safety standards, any deviation from these standards will require approval from the venue senior management. This Document is intended to provide a guide to QNCC HSSE requirements and recommendations, for all individuals involved in Organizing and / or setting up events within the venue.
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QNCC HEALTH, SAFETY, SECURITY & ENVIRONMENT
“Rules & Regulations”
Forward
This document is produced by Qatar National Convention Centre (QNCC) and is intended for all users of the QNCC who are required to conduct their business in accordance with these requirements which forms part of their hiring agreement.
Qatar National Convention Centre is committed to the health, safety and security of all employees, visitors and contractors whilst on any of our venues. High standards of health safety and security shall be applied at all times in order to provide a safe environment for all involved in exhibitions, seminar’s, live events at any of the venues.
Adequate health and safety standards will apply to all users of the facilities and must be maintained at all times ensuring compliance with the relevant Qatar Laws.
Venue safety rules at QNCC are based on the British health and safety standards, any deviation from these standards will require approval from the venue senior management.
This Document is intended to provide a guide to QNCC HSSE requirements and recommendations, for all individuals involved in Organizing and / or setting up events within the venue.
The Qatar National Convention Centre Safety Rules must be observed and enforced at all times by tenants, event organizers, exhibitors, delegates, contractors, sub-contractors and visitors. These rules form part of the hiring agreement and it is therefore essential that event organizers review them as part of the event planning process.
1.2 Responsibilities and Legal Duties Law (14) 2004 Qatar Labor Law describes the employer’s duties, (including contracted staff) to include:
Inform employees of the hazards and what safety measures are required in performing tasks without causing harm or ill health
Provide instructions as how to perform work safely
Take all appropriate measures to protect workers from injury or ill health whilst performing any work
In order for event organizers to fulfill their legal duties, it is essential that they seek appropriate assistance and appoint a competent person to advice on all HSE matters.
1.3 Further Guidance
The Event Safety Guide: http://www.hse.gov.uk/pubns/priced/hsg195.pdf
Guide to managing health & safety at exhibitions events: http://www.bigtopmania.co.uk/pdf_downloads/Event_planning_guidance/GuidetoManagingHealth-SafetyatExhibitionsandEvents.pdf
Five Steps to Risk Assessment: http://www.hse.gov.uk/pubns/indg163.pdf
Smoke & vapour effects used in entertainment: http://www.hse.gov.uk/pubns/etis3.pdf
1.4 QNCC Self-Regulation of Events
What is self-regulation?
Self-regulation is a system designed to provide clients with the opportunity to have sufficient safe systems of work to be compliant with Qatar’s health and safety legislation and QNCC’s health and safety requirements.
It is mandatory for the client or representative to assign a suitable and competent person to oversee that risk is managed efficiently.
What are the benefits?
QNCC will review all health and safety related documents during planning to ensure that the client has fulfilled legal and contractual obligations in respect of risk management of the event.
This will allow for less day to day intervention by the HSE department in turn expediting build. This will allow the HSE department monitor and only interject upon:
The HSE department has been established to facilitate the safe use of the QNCC, ensuring all risks are effectively managed as per QNCC risk management strategy.
In addition the QNCC HSSE department has issued a safety guide document providing comprehensive instructions as to minimum safe working practices at QNCC.
The four main phases of risk management for any event is:
1. Planning
2. Build up / Set up
3. Event (Operation)
4. Break down / move out
All events can be deemed as ‘self-regulated’, provided that a nominated competent health and safety representative is available to ensure that a safe system of work is carried out as per the planning and agreed procedure. The health and safety representative shall advise the client, contractors and act in liaison with QNCC HSE department.
A competent person is defined as ‘a person who has gained sufficient training, experience and knowledge to allow them to assist in providing suitable health and safety advice’.
It is imperative that clear understanding of QNCC health and safety rules and regulations are maintained which should be aided by an open communication channel through all parties and stages of an event.
Clients and organisers must ensure they have a sufficient health and safety management resource to ensure that all risks have adequate control measures in place.
The following are required to be in place (this list is not exhaustive):
Details of nominated Health & Safety representative
Floor plans detailing layout, number of persons expected (capacity)
Risk Assessments
Method statements
Evidence of liability insurance (public, employer) – including contractors assigned
Structural certificate for exhibition stands and/or platforms (including stages)
Evidence of fire retardant materials (where applicable)
Certificates of competency where lifting/moving equipment is required
Inspection and examination certificates for rigging equipment, electrical equipment, lifting/moving equipment
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Non Compliance
If the client is not in a position to assign a competent health and safety advisor, and unable to supply the minimum information for review by QNCC Health & Safety department this may cause a breakdown of sufficient safe working systems and result in unacceptable risk to QNCC. In addition this would also likely result in non-compliance as to contractual obligations as set out in the hiring agreement.
Should there be circumstances where there continues to be significant risk(s) with no control measures put in place to manage the risk(s) then this will be communicated by the HSSE manager to the QNCC director of operations.
In addition this will be reported to the Qatar Foundation HSSE directorate as agreed in the QF/QNCC HSSE memorandum of understanding document.
Examples of such circumstances are (note this list is not exhaustive):
Refusal to supply QNCC HSSE with adequate documentation
Unable to provide suitable information for stage structural tolerances
Unable to provide certification of lifting equipment or attachments
Refusal to provide suitable medical provision for the event
Unable to produce evidence of public liability insurance
Unable to provide structural calculations, approved by a qualified structural engineer (where appropriate)
Refusal to comply with QNCC HSSE requests in regards to fire safety, sufficient emergency egress and life safety systems
2. Event Planning
2.1 Event Organiser The event organiser is responsible to ensure that adequate health and safety arrangements are in place. In order to fulfill their legal duty they must appoint a competent person in order to assist them.
The appointed person nominated by the event organiser will oversee the health and safety of the entire event from planning to breakdown. This person will ensure that all contractors and others; involved in the event, work in a safe manner at all times as per the venue rules.
Non-compliance may result in breach of contract and also be subject to criminal prosecution by the relevant authorities.
The choice of a stand fitting contractor is at the discretion of the event organiser, as overall control and responsibility for building stands is their responsibility.
2.2 Event Profile In order to assist in evaluating possible risk, it is important to build up an event profile at the earliest stages of planning. This will enable the QNCC HSSE department to identify potential risks and advise on appropriate controls to reduce risk to an acceptable level.
2.3 Floor Plans
Floor plans and layout drawings should be submitted for review by the QNCC HSSE department a minimum of 30 (thirty) days prior to event move in. Late submissions may incur delays in the review process.
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Floor layout plans are required to be submitted by the event organiser using the master template available from the QNCC event planning manager. The master template indicates exits, offices, toilets and life safety systems etc. to assist.
Once submitted to the event planner, QNCC HSSE department will conduct a review in order to ensure life safety systems are accessible, emergency escape doors and routes are clear and where relevant give recommendations back to the event organiser. This process does not negate the event organiser responsibility to ensure all relevant legislation is followed. Exit doors, fire hose reels, aisle and gangways must not be obstructed at any time, including during build-up, exhibition operational periods or during breakdown. Minimum width of aisle will be agreed upon and be clearly marked on floors plans during the planning stage. Depending on the event profile, wider gangways may be required, especially around feature and busy areas.
In general minimum widths will be:
1. No less than 3 metres aisle routes
2. No less than 5 metres around emergency exit doorways, depending on occupancy levels
3. A 3 metre ‘no build’ area is in force within exhibition halls 3 – 9, with a 1.5 metre ‘no build’ on the side walls
4. No gangways leading from the centre of the hall shall decrease in size, in order to prevent possible
crushing in an emergency
5. Doglegs should be avoided, a minimum of 50% of all gangways should be straight, from side to side or
top to bottom
6. Any structures that run up and over gangways must have prior approval and must have a minimum
clearance of 2.4 metres
7. A clearance of at least 1 metre should be maintained around the edge of the perimeter where access to
life safety equipment must be unimpeded.
8. Baffles should be avoided at main exit points so not to impede emergency exits, this is especially important
during large occupancy levels.
Cables should be routed via the cable channels (trenches) using the shortest route possible, it is QNCC policy that cables are not routed across walkways or covered by carpet.
Running of cables and other services should be considered first in order to avoid trip hazards that could increase risk to people, especially in an emergency evacuation.
All stand construction on the floor plan must be self-supporting and no fittings, rigging or painting may be made to any part of the permanent structure, columns, flooring or fittings of the venue.
2.4 Event Risk Assessment
It is the responsibility of the event organiser to ensure suitable and sufficient event risk assessment be completed and provided to the QNCC event planner for review by the HSE department.
Risk assessments must be provided to ensure that significant hazards have been identified and details of control measures documented. Non-compliance may cause unnecessary delays, and affect the event organiser’s legal responsibilities under Qatar legislation.
Event organisers should take into consideration persons who are physically challenged and or disabled during this process.
Event organisers are responsible for ensuring suitable arrangements have been established for the safe evacuation of people with physical challenges are included in their emergency plans.
It is strongly recommended that event organisers seek assistance from a competent person in order to assist them in fulfilling their legal responsibilities under Qatar legislation and venue rules.
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2.5 Public liability insurance
All event organisers must have appropriate public liability insurance and should ensure that exhibitors and contractors have the same. A copy of the public liability insurance certificate should be presented in accordance with the hire agreement.
The responsibility of ensuring adequate public liability insurance is the event organisers; it is strongly recommended that organisers communicate this requirement to exhibitors and contractors at an early stage of planning.
Failure to present evidence of public liability insurance may cause unnecessary delays and could result in the cancellation of the event.
3. Stand Design and Construction
3.1 Exhibition Stand Construction It is the responsibility of the event organiser to ensure that all exhibitors’ stands are designed and constructed in a way that will not affect the safety of persons in, on or around the venue.
In order for the venue organiser to fulfill their legal responsibility, they should ensure:
Stands that are in excess of 4 metres in height, or are complex in design or have more than one floor level must have a structural report carried out by a competent structural engineer
Double decker stands must clearly indicate the maximum allowable number of persons on the upper deck. A sign clearly indicating this shall be placed in a conspicuous point close to the access point. It is the responsibility of the event organiser this figure is not exceeded
Stands that are enclosed and have a roof covering will require additional smoke detector and fire extinguisher and signage installed or if the stand is covered more than 50% of the area, may require additional life safety equipment in regards to fire detection and firefighting capability (see sect. 4.11)
Approved structure certificates should be sent to QNCC HSE department no less than fourteen (14) days prior to build
Event organisers should not allow such stands to be built without the appropriate documentation
Ensure that all contractors provide a method statement showing how the work will be completed safely
All drapes, carpets and fabrics must be made of flame retardant treated material. Evidence of flame retardant standard will be required prior to move in. Minimum BS 5867 part 2, class B or US (NFPA – 701) standards.
Floors and staging must only be constructed from flame resistant treated material, minimum BS 5867 part 2, class B or C, EN 13773 or US (NFPA-703) standards or documented equivalent.
The event organizer must ensure that any platforms constructed by contractors will be designed for adequate load bearing and has been signed off by a structural engineer.
4 Move in and Build-Up
4.1 Build-up inside exhibition halls are construction sites Exhibitions halls shall be designated as a construction site during any build-up period, due to the hazards surrounding building work use of machinery and movement of equipment. Construction site safety rules will apply to any persons entering the build-up area, such as the wearing of hi-visibility vests, hard hats, and other PPE.
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4.2 Work instruction
Method statements detailing how work will be carried out during the build-up period is required to be in place before work starts. Method statements will be forwarded to the QNCC Event Manager or designate for review by the QNCC HSSE department.
4.3 Risk assessments
Risk assessments are required to show that all significant hazards that pose risks to persons have been identified and detail as to what control measures will be used to reduce risk of harm.
Risk assessments will be forwarded to the QNCC Event Manager or designate for review by the QNCC HSSE department. Note: QNCC retains the right to remove any person from the premises who is deemed as working in an manner that places themselves or others in danger
4.4 Personal protective equipment Personal protective equipment (PPE) must be worn at all times whilst in the venue during build up periods. PPE will include:
Fully closed shoes – open shoes, sandals, thongs etc… are unacceptable. QNCC strongly recommends the use of safety footwear with steel toecap. Any persons found to be wearing inappropriate footwear will be immediately asked to vacate the venue.
Hi-visibility clothing must be worn at all times during the venue build up, break-down and when in the loading dock areas.
Hard hats must be worn when below work being undertaken at height.
Eye protection such as safety glasses, goggles or face shields must be worn when operating equipment where there is risk of injury to a person’s eyes or face
Gloves must be worn where there is risk of injury to a person’s hands or fingers
PPE required must be indicated on the risk assessment completed prior to starting any work. 4.5 Mobile Elevated Work Platforms
Use of mobile work platforms must have prior approval from the HSE department. Evidence of training for operators must be available upon request.
Diesel powered machinery should not be used inside the halls, due to the possibly interference with the building smoke detection system.
Event organizers shall ensure that contractors provide the relevant documentation of equipment inspection records.
4.6 Mobile Tower Platforms
Event organisers shall ensure that contractors who erecting tower platforms are in possession of training certificates.
The safe use of tower platforms should be documented in the risk assessment.
Tower platforms must be used in a safe manner at all times, half built towers with no guard rails are not allowed unless sufficient control measures are documented in the risk assessment.
Tower platforms should not be moved whilst people are on them.
Tower platforms height should not exceed 3.5 times the base width without extra stabilizers fitted.
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4.7 Stepladders
Stepladders must be free from defects and fit for use. Any stepladders found to be defective (e.g. damaged rungs, broken braces) will be removed from site.
Stepladders must be used for light work tasks only. Use of the top 3 rungs should be avoided. Only one person shall use a stepladder at any time.
4.8 Ladders Ladders must be in good condition and free from defects, where possible ladders should be tied at the top to a fixed structure or alternatively be footed at the bottom. Ladders should only be used to carry out short duration light work. Users must avoid over-reaching. Where heavy tasks or long durations are required, then alternative equipment (such as scissors lifts, scaffold towers) should be used.
4.9 Use of Lifting Equipment
Event organisers must ensure that they employ competent contractors to carry out any lifting operations as per their legal responsibility under Qatar legislation.
All planned lifting operations shall be clearly documented in a risk assessment and must be presented to the event manager for approval by the HSSE department.
For large or complex lifts, a lifting plan must be submitted to the QNCC HSE department at least forty eight (48) hours prior to lifting taking place.
Lifting equipment includes any equipment used for lifting or lowering a load, and attachments used for anchoring, fixing or supporting a load. Lifting equipment covers a wide range of equipment such as: cranes, lifts, hoists, fork lift trucks, mobile elevated work platforms, also lifting accessories such as chains, slings, shackles, eye bolts etc.
Use of fork lift trucks or any other lifting/moving equipment inside the venues must have prior approval.
Only electric operated or hydraulic powered equipment shall be used inside the venue. Diesel or propane fuelled equipment may only be considered for use in outside areas. Event organisers should ensure that all operators of lifting equipment are in possession of the correct operators training certificates and the equipment inspection and test certificates.
4.10 Hot Work
No hot work will be carried out at any time within any area of the venues without the prior approval from QNCC HSSE team. Requests must be submitted with a minimum notice period of seventy two (72) hours.
Hot work includes, but not limited to:
Welding
Burning
Grinding/cutting
Naked flames
4.11 Fire Extinguishers and Hose Reels Fire extinguishers and or hose appliances are located in all exhibition halls, conference rooms, auditoriums, theatre, and meeting rooms.
Where additional fire risks are identified it is the responsibility of the event organiser to source suitable firefighting and or detection equipment for the type of fire they might need to extinguish. A limited amount of firefighting and detection equipment is available at the exhibitor’s expense through the QNCC HSSE department upon advance request via the planning or event services manager.
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4.12 Compressed Gas & Flammable Gas Use of compressed & flammable gas, including associated equipment must be strictly controlled. QNCC HSE department must be contacted prior to bringing on site.
Flammable gas cannot be stored within QNCC; event organisers must ensure suitable arrangements for storage on an offsite location.
4.13 Smoking
Smoking is not allowed in any part of the QNCC venue, it is an offence to smoke in a public building; dedicated outside smoking areas are located around the building. Failure to comply with this rule will result in persons being requested to leave the venue.
4.14 Stage Construction
The construction and design of temporary stages is a safety critical element of any event, therefore it is important that special attention is made in regards to the design, materials and the building of any stage.
The event organiser is responsible to ensure that any temporary stage is designed and approved by a structural engineer prior to any stage build taking place.
Information regarding the layout, design and structure must be approved as fit for purpose and submitted to the QNCC HSEE department no less than 14 (fourteen) days prior to building.
Wooden stages must be made from fire treated material, a certificate confirming this must be made available for inspection prior to any stage being built. As a minimum all treated wood should comply with BS 476 or documented equivalent.
4.15 Backdrops and drapes
Backdrops and drapes must be made from fire resistant material to minimum BS 5867 part 2, class B or C, EN 13773 or US (NFPA-701) standards or documented equivalent.
Details of how backdrops and drapes are to be safely secured must be sent to the QNCC HSE team for review prior to any build taking place.
Any delay in providing the required information will be the responsibility of the event organiser.
4.16 Lifting and Rigging Lifting and rigging plans must be provided to the QNCC AV team. The event organiser is responsible in ensuring rigging contractors provide sufficient information.
Rigging shall be only conducted with QNCC AV team member approval.
No lifting or rigging equipment shall be installed in any venue without prior permission. Under such circumstances, evidence of testing and inspection certificates must be made available prior to installation.
All lighting sets shall have a safety sling attached in addition to clamps etc. in order to have a secondary securing system in case of failure.
Failure to provide test certificates may cause undue delay to the event and may result in the removal of non-certified equipment from the venue.
4.17 Heavy Lifting
Any heavy items required to be lifted and moved into the venue must be properly planned. This should be considered at the earliest stages of the event build-up as restrictions in movement between other stands may present hazards.
Should heavy materials or special structures require lifting and moving into position, written notice must be provided no less than fourteen (14) days by the event organiser.
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A lifting plan detailing how the lift is to be carried out, contractor details, equipment to be used and a risk assessment must be provided. The event organiser must ensure that the contractor is in possession of certificates of competence and evidence that lifting equipment has been inspected and tested.
Failure to provide a lifting plan may result in significant delays.
4.18 Children Children under the age of 16 are not allowed in the venue during build-up and breakdown. Event organisers must ensure they have a clear policy in place with regard to allowing children entry to an event; this must be communicated to all relevant parties.
Any event which has a large number of children attending must have consideration for enhanced security/stewarding presence and identified in the risk assessment.
4.19 Medical Provision
It is the responsibility of the event organiser to ensure the provision of adequate medical cover during all periods of the event (including build up and break down). Such medical cover is a mandatory venue requirement. The type of provision is dependent on the risk and is to be agreed in conjunction with QNCC HSSE.
It is the responsibility of the event organizer to ensure that adequate medical provision is provided for the duration of their event.
QNCC reserve the right to stipulate specific event minimum requirement.
Nominated QNCC employees are trained in providing only basic first aid assistance in an emergency.
Adequate provision would depend upon the event profile and it is strongly recommended that the event organiser undertakes a risk assessment in order to decide upon adequate medical cover.
Event organisers must ensure sufficient provision of medical facilities and personnel is available to cover any medical emergencies during an event. QNCC can facilitate in the provision of medical cover when requested which is chargeable to the client, providing sufficient notice is given.
It is recommended that event organisers when decide on medical provision that the following is taken into consideration:
Duration of time of event
Specific risks during the event by performers and audience (where applicable)
Number and profile of attendees
VIP’s
Special needs of attendees
There are two medical rooms within QNCC with adequate furnishings available for use by the nominated event medical providers.
Note: Medical equipment and supplies are not available at the QNCC; medical providers should be advised to bring sufficient supplies to cover the event.
4.20 Accidents and Accident Reporting All accidents and incidents must be reported to the Event control room and or the QNCC HSE team as soon as possible. All accidents and incidents shall be investigated by QNCC HSSE department.
The QNCC operate a 24 hour manned control room. In the event that emergency assistance is required, the control room should be contacted (tel: 4470999) or contact a member of the QNCC team.
If an ambulance is required, the control room shall contact the emergency services and provide access upon arrival.
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4.21 Fire and Emergency Planning Event organisers shall ensure that all event staff, contractors, exhibitors and visitors are familiar with emergency procedures.
It is QNCC policy that a safety information video is shown prior to starting any event or meeting in order to ensure suitable and sufficient information is given to all guests/delegates.
A copy of the emergency procedures is available from the QNCC HSE team that should be used by event organizers as part of their emergency planning.
4.22 Laser Displays
The use of lasers must have prior consent from the QNCC, exact details of the proposal, including date and time when the lasers can be demonstrated.
Hazards associated with lasers include eye and skin burns, toxic fumes, electricity and fire, which also includes reflected laser beams, therefore detailed planning is required. Only ANSI standard class 1 and 2 lasers shall be considered for use during events.
A current certificate of inspection must be provided prior to lasers being used at any time. A risk assessment detailing hazards, control measures must be made available prior to setting up laser equipment in the venue.
Laser beams shall be at least 3 meters above the highest affected floor level at all times and arranged so that they cannot scan onto any member of the public, performers or staff. Supporting structures must be rigid enough to avoid any accidental misalignment of the laser(s). Where mirrors are use, they must be securely fixed into position.
Laser equipment, including mirrors shall be placed out of the reach of the public. All fixed mirrors; if approved for use and set correctly, must be locked or otherwise secured in position so as to prevent subsequent or unauthorized readjustment.
Electrical isolation from the main power supply must be provided adjacent to the laser machine and be easily accessible. The laser beam must terminate in a safe area away from the eyes of all persons in the vicinity. Some lasers are water cooled, in such cases lasers must be sited adjacent to adequate mains water supply.
4.23 Pyrotechnics The event organiser must inform QNCC of their intention to use any pyrotechnics. It is the responsibility of the event organiser to ensure the relevant authorities have been informed regarding the transportation and use of pyrotechnics.
Use of pyrotechnics is likely to interfere with the building fire detection systems and would require isolations as described in use of smoke/haze machines.
Details of types and amount of pyrotechnics must be supplied, including:
The organisation providing the effects
The nature of the effect and their positions, including distances from the public
Manufacturer’s data sheets
The amount of pyrotechnics
Noise level expectations Only pyrotechnics supplied specifically for stage use shall be considered for use as part of a stage production. The mixing of loose powders on site is not permitted at any time.
The event organiser and appointed pyrotechnic contractor should ensure they operate any pyrotechnics under the strict guidance of QNCC HSE team.
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4.24 Smoke/Haze Machines Event organisers must inform the HSE department of their intention to use smoke or haze as part of an event.
Notice must be given of intended dates and times, due to the likelihood of smoke detectors activating the fire alarm, isolation of the detectors in the immediate vicinity will be required. A minimum of 72 (seventy two) hours’ notice must be given for use of smoke/haze machines inside the venue (Please refer to Sect.5 re- requests for isolation of smoke/ heat detection equipment)
Water based smoke/haze machines should only be used in venue. Mineral or glycol based machines should be avoided.
Use of smoke/haze effects will also considerably reduce visibility, especially in enclosed areas; therefore this must be documented in a risk assessment ensuring adequate control measures are in place.
4.25 Electrical Equipment
All electrical equipment shall be installed by a competent electrical engineer and conform to the 17th edition wiring regulations (British) standard. Evidence of inspection and testing may be required at any time and must be available.
QNCC reserves the right to remove power supply to any equipment that has been identified as being in a hazardous condition or there is no evidence produced to verify inspection and testing has been completed.
Power supply should be suitable for the equipment intended to be used. To avoid overloading of the electrical sockets, sufficient electrical sockets and distribution equipment must be provided. Any cables including extension leads must be in good working order, with no exposed wires. Failure to comply will lead to the request for safety inspection tags on all cabling.
4.26 Work Equipment & Tools
All work equipment must be fit for purpose and in good working order. Guards must be securely in place at all times.
All electrical tools must have a plug fitted; no wires are allowed to be fitted into a plug socket at any time.
4.27 Compressor Air Compressed air for use of power tools must be suitably guarded with all connections secured. Where compressed air is to be used to power display units or equipment, the event organiser must send prior notice to the QNCC HSSE department no less than seven days prior to the event.
5. Request for Isolation of smoke/ heat detection equipment
On occasion’s isolation of smoke or heat detectors are needed in order to prevent unwanted and disruptive fire alarm or emergency evacuation activations. This is usually due to:
Use of smoke/haze effects being used during an event
Incense burning in VIP rooms (cultural use)
Hot work being undertaken by contractors
On such occasions, a request for smoke detector isolation must be undertaken. Requests to isolate smoke/heat detectors in any of the above cases notice must be given by completing a work order request for isolation at least 4 days prior to the isolation being required.
Isolation of the building life safety system will not be allowed unless sufficient fire watch is in place in agreement with QNCC HSE department.
In order to ensure strict control measures are in place regarding life safety systems it is not practicable to allow multiple requests covering more than 24 hours due to consideration of other events that may require similar isolations within QNCC, therefore only single requests for each day must be completed by the Event Manager.
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5.1 QNCC Event Manager The Event Manager or designate should receive information regarding use of smoke/haze, burning of incense etc. from the event organiser as part of the initial planning stages of an event. This information should be added to the event plan. The Event Manager or designate is responsible to ensure that an isolation request is completed, giving as much information as possible (e.g. reason, expected time and duration). Suitable persons must be designated sole duty of providing fire watch for the duration of the isolation period; this person is not required to be a member of the HSSE department for small areas during incense burning but must understand the concept of fire watch duties and have suitable means of communication in case of discovering fire. For large scale areas of assembly (e.g. theatre, conference hall, exhibition halls), fire watch will be provided by QNCC HSSE department at the client/organiser expense. Suitable number of persons undertaking this task will be determined by risk assessment.
5.2 QNCC HSSE
The Head of Safety or designate shall only authorise isolation requests under the delegated authority of the General Manager after a risk assessment has been undertaken, in order to ensure:
Suitable control measures are in place to prevent the risk of fire as far as reasonably practicable
Suitable alternative system is in place in order to detect a fire at the earliest stages whilst the detector is disabled
Provide advice and brief persons assigned to fire watch duties (this may be a combination of HSE & security personnel)
Individual rooms used for incense burning on a regular basis will have a generic risk assessment completed, although the risk assessment will be reviewed prior during the following time scale:
i. Reviewed prior to authorising isolation to ensure no changes are required ii. Reviewed by the HSSE department not less than 3 monthly to ensure control measures are effective
Upon confirming that all control measures are in place, the designated HSE person shall communicate the request for isolation to QNCC assets and building services department. Events or work being undertaken will be monitored by the HSSE department to ensure the agreed control measures are being properly implemented. Any discrepancies will be communicated to the event manager or designate.
5.3 QNCC Assets and Building Services
Upon communication from the HSE department, the designated assets and building services person shall communicate the request details to isolate the relevant smoke/heat detectors to the QF Facilities Management department. All requests by contractors shall be provided through assets and building services, which will ensure the appropriate permits to work are authorised, including appropriate fire watch provision is available. The Building Services Manager or designate will be responsible in ensuring:
a) Requests to isolate detectors by contractors is communicated to the QNCC control room b) Authorised isolation requests are communicated to QF Facilities Management c) Confirmation that the isolation or re-activation of the smoke/heat is communicated to QNCC control
room.
5.4 QF Facilities Management QF Facilities Management will communicate the request to isolate to the appropriate contractor. Upon confirmation of the isolation or re-activation completed, this will be communicated to QNCC Building Services Department.
5.5 QNCC Control Room
The control room operator will confirm with the fire technician that isolation has been carried out and record in the daily log. Upon re-activation of the detector system, the control room operator shall confirm with the fire technician has completed a full re-activation and record in the daily log. During any isolation period, the isolation request form shall be displayed in the control room in order to refer to if required at any time.
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6. Introduction – Security (SEC)
6.1 Security Brief The QNCC Security team aims to assist all departments and incoming events in delivering a safe and secure environment in keeping with QNCC’s high standards.
Security operations are based on venue and event specific, detailed and integrated security plans, which allow QNCC to establish an effective security operation protecting staff and QNCC assets. The QNCC will work closely with event organisers to ensure all security plans produced for specific events are integrated and work in conjunction with those of the venue.
The Venue Security Plan ensures a safe and secure environment, taking into account QNCC’s acknowledged position, as a venue of national importance. QNCC attracts high-level regional and international events and therefore expects all subsequent specific Event Security Plans; prepared by event organisers in conjunction with the Security department, to take the reputational status into account.
The QNCC Security Department seeks to produce an un-intrusive service, delivering an open and welcoming experience. The Department will assist and facilitate the smooth running of all operations within the building.
It is the responsibility of the event organiser to request additional security to meet the requirements of their specific event in accordance to events risk profile and general requirements. The QNCC reserve the right to impose additional security provision (at the cost of the organiser) if the event is determined to increase the risk to the QNCC itself.
“Please note: QNCC will not be held responsible for the loss, damage or theft of any individual’s personal property whilst they are in attendance at the venue”.
6.2 Daily Security Operation The QNCC Security Department works on a day-to-day basis in ‘NON-EVENT MODE’
‘NON-EVENT MODE’ can be defined as there being no specific Event Security Plans implemented, at all times the QNCC maintains a dedicated emergency reaction team of 3 officers, who respond to all incidents across the venue. If an event or event organiser/s require a security presences during their event, a dedicate security operations manager will be assigned to assist with the security planning and implementation.
The QNCC; where possible, ensures the security of the venue through control of the perimeter via limiting entry and exit points, so as to not inhibit movement within the venue. All main entry and exit points are manned or monitored by security. Please note, persons may be subject to random or targeted search on entry or exit to the venue
6.3 Event Security ‘EVENT MODE’ refers to all times QNCC is in the process of build-up, break down, or open for an event. It is the responsibility of the Event Organiser working together with the QNCC Security Department to consider the correct level of security required for an event in accordance with any associated risk identified.
No event specific security provisions are provided unless pre-arranged with the venue. QNCC strongly recommends that consideration is given to security, well in advance of the event to ensure requirements can be facilitated.
Additional security requests must be submitted to the event coordinator a minimum of 14 days prior to the event, the event coordinator will then liaise with security to arrange extra security staff as required. Events requiring significant numbers will need an extended period of time.
Equipment Available:
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Portable radios for communication
Portable X-ray equipment
Portable metal detector arches
Portable metal detector paddles
Explosive and drug Trace detection equipment
Temporary discreet search areas
Access control Cards
Requests must be submitted as early as possible. Additional charges apply.
6.4 Traffic Management QNCC has been designed so that the main point of access is the multi-storey car park for both bus and private car arrivals. All self-drive guests must use the multi-storey car park. Please note for security reasons there is no parking allowed in front of the venue. All unauthorised parking will result in the vehicle being removed. No private vehicles are allowed to enter or park on the QNCC service road.
7. Generic Traffic Management Plan
7.1 Introduction It is critical that a robust Traffic Management Plan is in place for all events. Consideration must be given to the construction of the People Mover System Viaduct (PMSV) on the north of the venue (Annex A).
This plan takes into consideration current local road layouts, traffic calming measures and parking prevention mitigations / restrictions. All Routes have been designed to take account of commercial vehicles, general event related traffic and available capacity on the roads surrounding the QNCC.
7.2 Method
7.2.1. General Information
The roundabout to the south of the venue between QNCC and the multi-storey car park has been designated for exit to the highway only.
The road between the multi-storey car park and the venue will be restricted to delivery vehicles entering & exiting the venue and vehicles exiting the multi-storey car park.
Access via the south of the building; Level 1, is restricted to Royalty, Ministers and designated event VIP numbers (Annex B). VIPs may also access direct to VIP parking via the ground level cut-through (Annex E). With the exception of Royalty and Ministers VIPs must have a designated vehicle pass to access these areas.
Ground level is designated as drop off and pick up only (Annex C). Additional capacity can be sought through the use of the ground level cut-through; however additional Traffic Management Personnel will be required to manage this area.
The northern road to the venue has major restrictions in place due to the construction of the new PMSV. This road has been restricted to event VIP drop off, event courtesy buses and deliveries. There is no parking allowed along the north road (Annex A).
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7.2.2. Load in of event equipment
Arrangements for access and unloading during build up need to be carefully managed to ensure that unloading areas do not become.
All vehicles unloading: whether a car or a lorry, will need to obtain a Ticket. When you arrive on site, follow the directional signs to the marshalling area (Annex D) or QNCC deliveries (service road), dependent on the pre-arranged instruction for your event which will be explained to you by the QNCC team.
Drivers will be given a Ticket with an allotted amount of time, dependent on the size of the vehicle. A QNCC Security Officer will complete your Ticket with your contact details. Please display it clearly on your windscreen at all times.
There may be a delay moving from the marshalling yard to your hall as unloading is prioritised. Any delays will be kept to a minimum.
Once you have unloaded please ensure the vehicle is sent back to the marshalling yard or removed from the site.
7.2.3. Load out of event equipment
The first night of breakdown is an extremely busy time. In order to ensure areas do not get congested and the breakdown remains safe, control measures are put in place.
QNCC will do all we can to ensure delays are kept to a minimum and would request that drivers follow all instructions.
There may be a short delay before commercial vehicles are released into the service road. Cars and pickups are given priority as they only take a short time to load.
7.2.4. Cars
Any cars or pickups arriving for breakdown (or which are already in the car park) should report to service road access gate at the close of show.
You will need your Exhibitor ID Badge to gain access (please ask your organiser for this pass if you do not have one).
Do not arrive before the show closes/ published breakdown time, as you will be sent away.
7.2.5. Commercial Vehicles
Commercial Vehicles arriving for breakdown should report to the marshalling yard or pre designated area prior to entry.
Vehicles will be queued in lines by hall number on a priority basis. They can then park throughout the day until post-show breakdown commences.
Vehicles will be released down to the service road on priority basis, once space is available.
Please also be aware that the order of release may be by geographical location of halls or within a hall, so that those furthest away are loaded first. This is to prevent access roads to these halls being.
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7.2.6. Parking
7.2.6.1. Royalty and Minister parking
Royalty and Minister or similar are entitled to park on the Level 1 drop off area. Space is limited therefore prior communication through the relevant protocol departments is recommended.
7.2.6.2. VIP Parking
QNCC has VIP designated car parks to the East and West of the main entrance. All VIPs must have the relevant VIP pass supplied by QNCC, in order to enter this area. Organisers are allocated a limited number of passes for each event; additional may be obtained through the QNCC operational team at an additional charge.
Access to VIP parking can be gained from the south of the venue via both Level 1 (Annex B) and ground level (Annex H) it is recommended that self-drive VIPs access via the ground level.
7.2.6.3. Guests/ Visitor parking
All guests or visitors to the venue must park in the QNCC multi-storey car park. Guests should then make their way into the venue via the tunnel link, located at the basement level of the car park. Alternatively guests may access the north of the venue for exhibition halls 3 – 9, by walking at ground level from the car park to the north of the building. Please ensure that all guests use the designated crossing points. Guests are advised to return to their vehicles or pick up point via the same routes.
7.2.6.4. Exhibitor Parking
The QNCC will provide exhibitors with free parking within the QNCC multi-storey car park. Please ensure you produce you exhibitor accreditation if requested. The exhibitor accreditation guarantees you free parking during the accredited event period.
7.2.6.5. Exhibitor Advantage Parking
Exhibitor advantage parking is available to improve the QNCC experience for exhibitors. This option provides the user with a guaranteed parking space within the East VIP car park close to the halls allowing exhibitors to arrive later or leave earlier.
7.2.6.6. Disabled Parking & Access
All disabled parking is located in the designated areas within the QNCC multi-storey car park. The parking area is clearly signposted.
Please ensure that an authorised disabled Badge is on display.
There are dedicated help points in the disabled car parks for guests who require assistance. Simply press a button to ring through to the venue.
7.2.6.7. Buses / Coaches
Buses should drop off & park in the multi-storey car park bus bays (Annex F); passengers should then follow the above visitor walking routes.
7.2.6.8. Taxis
Level 1 of the multi-storey car park is the designated taxi drop off and pick up facility with indoor waiting areas for guests. Use off this area significantly speeds up the taxi pick up process`
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7.2.7. Emergency Vehicle Access
All emergency vehicles responding to the QNCC will be allowed immediate access to the venue (subject to change, dependent on event threat level). Upon A north road closure, emergency service vehicles will attain access via the service road exit gate.
7.2.8. Signage
It is imperative that all events position directional signage both external (Annex G) and internal to QNCC grounds. Advice as to basic font size and positioning of this can be gained from the QNCC Security Department.
QNCC insist that any signage used is a minimum size of A0 with large font in both Arabic and English.
Font and directional symbols must be large enough for a driver to read travelling on the highway at approx. 100 KPH and minor roads at approx. 60 KPH (font 750 + recommended)
QNCC further insists that adequate lighting is considered for all signage dependent on the timing of the event.
7.2.9. Traffic Management and Way Finders
It is recommended that traffic management is considered at an early stage of planning. A specific traffic management plan will be designed for any incoming event, however in order to achieve this it is critical that information in relation to guest / visitor profile and arrival profiles are submitted at the earliest. QNCC security team will work with the event organiser in order to produce their traffic management plan suitable for their event
7.2.10. Valet parking Service
Valet parking options are available; please refer to the operations team for more detail as to options and additional charge.
7.2.11. North road closure
QNCC have been warned that there may be a requirement to close the North road for short periods of time during the PMSV construction. All such closures are to be carried out in close co-ordination with the venue to ensure events are not adversely affected. QNCC have considered the possibility of an unscheduled or unforeseen closure e.g. an accident or closure on grounds of safety:
7.2.12. Actions on north road closure
Should the North road close for any reason, planned or not, the following action shall take place so as not to adversely affect event operations.
All planned closures will take place outside event periods and should therefore not affect any current scheduled events
During build up or break down periods it is critical that deliveries can still take place. If the north road is closed for any reason QNCC will implement a two way flow within the service road. To clarify, the current exit gate will become both entry and exit, the route to which is designated in Annex I.
The declaration and implementation of this will be managed by QNCC HSSE and no other party due to the obvious safety hazards.
7.2.13. Traffic Rules for your safety
We want everyone to be safe at our venue and traffic managing is an important part of this process. Please follow these few simple rules so that we can all help to keep the QNCC as safe as possible.
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Please follow the instructions of QNCC Security staff.
Speed limits apply on site please adhere to them.
Maximum speed limit of 15 KPH must be observed at all times on the QNCC service road.
Do not park on hatched areas, only use designated parking areas.
Do not park on pavements or pathways as this may obstruct pedestrians.
Slow down when approaching junctions and whilst in areas of congestion.
Be vigilant at all times for fork lift truck movement.
Avoid obstructing points of access or egress.
Observe all road markings and traffic signs.
It is an offence to use mobile phones while driving your vehicle.
Failure to display a valid vehicle pass or to adhere to the QNCC site rules will result in vehicles being removed.
Please remember our staffs are here to help you and all of the other guests and exhibitors have a great show. Please follow their instructions and follow these simple rules.
All breaches of road traffic legislation whilst on QNCC property and surrounding roads will be reported the relevant authorities together with any CCTV footage as evidence. Security Officers are authorised to issue Notices of illegal parking and are entitled to remove any vehicle parked in unauthorised areas. QNCC request your cooperation in helping us to keep the site moving and safe for our users.
7.2.14. Conclusion
It is imperative that a robust approach is taken on the Traffic Management Plan for all events. Restrictions on the northern road may affect events and both build up and breakdowns if all points are not followed. Clients / organisers are asked to follow the information given when planning for their events and to utilize the multi-storey car park; VIP and lower ground drop off to their full potential.
It is strongly recommended that clients impose the above traffic management plan for their event as this will mitigate many of the challenges faced with visitors attending their events.
8. QNCC Security Control
8.1 Deliveries to The QNCC The QNCC Security Department run a daily Material Delivery Schedule (“MDS”). All deliveries to QNCC must be placed on this schedule prior to 1600hrs daily in order for it to gain access to the venue.
All deliveries can be arranged via your respective Operations Manager / Event Coordinator who will liaise with the QNCC Security Department to ensure the correct arrangements have been made.
Vehicles not placed on the MDS will not be allowed entry to the venue until all details have been checked and confirmed as to the purpose of the delivery.
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8.2 QNCC Passes All contract and or event organisers will be required to carry a QNCC pass. Passes are to be collected at the point of entry to the venue which are the basement of the multi-storey car park, on the West of the venue and the staff / contractor entrance, on the East of the venue
On arrival, individuals must hand in either their passport or Residence Permit in exchange for a pass. Multiple passes can be collected only with prior agreement with the Head of Security or Assistant Head of Security.
If an individual does not hold their original passport or Residence Permit a photocopy of the passport with company stamp and manager signature will be temporarily accepted. This process is by exception only.
8.3 Lost and Found QNCC security controls a robust lost and found system. All items found on the venue; by security or handed in to security, are logged and stored for a period of 3 months, after which time the items are disposed of.
Items that can be identified as belonging to an individual will be returned at the earliest possible opportunity. All items being reclaimed must be signed for by the owner.
8.4 Requests for CCTV footage CCTV footage can be requested but must be applied for through the QNCC event Manager / Coordinator, please hand in the CCTV request form (Annex I)
8.5 Access Control Cards Access cards can be requested but must be applied for through the QNCC event Manager / Coordinator, please hand in the key/access request form (Annex J)
8.6 Event Breakdown QNCC strongly advices that security levels for event break down are considered at an early stage. Post event break downs are recognised as a period of high theft potential due to the potential large number of contractors re-entering the site and removing materials.
It is QNCC recommendation that all items being removed by contractors can be verified and signed off by a respective manager or owner before leaving the venue. This process must be pre-arranged with the QNCC security team
Note: “You are reminded that QNCC does not take responsibility for the loss, theft or damage to personal property, i.e. not a QNCC asset”.
8.7 Conclusion You are reminded that QNCC works on a “NON-EVENT MODE” with sufficient staffing levels to ensure the security of QNCC assets and staff only.
Heightened or “EVENT MODE” security is recommended to event organisers, based on the event risk and threat assessment (which should be carried out by the incoming event organiser) and / or QNCC recommendation.
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A. Annex A: Traffic Control – Construction Traffic Entry & Exit Routes
B. Annex B: Traffic Control – VIP Parking, Drop Off, Entry & Exit routes
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C. Annex C: Traffic Control – Visitor Parking & Drop off Entry routes
D. Annex D: Traffic Control - Marshalling
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E. Annex E: Traffic Control – VIP Access Lower Ground Level
F. Annex F: Traffic Control – Bus Parking & Drop off Entry routes
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G. Annex G: Traffic Control – Signage
H. Annex H: Traffic Control – Service Road Two- Way Traffic Flow
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I. Annex I
REQUESTS FOR CCTV FOOTAGE FORM
Security Report No.: Event Name:
Date: Time:
Request for: CCTV Playback Door Access Report
Incident Category:
Incident Description:
Incident Location:
Remark:
Duration required
Start
End
Additional Request
Start End Name & Initial
Date:
Time:
Requested By Endorsed By
Signature: Signature:
Name: Name:
Designation: Designation: (Tick where applicable)
Tel / Ext: Head of Security
Assistant Head of security
Security Supervisor
Received By
Officer on Duty
Signature:
Name:
Time:
(Tick where applicable)
Sketch plan
included?
Y
e
s
N
o
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J. Annex J
KEY / ACCESS CARD REQUEST FORM
Event Name:
Name of person key(s) is being issued to
Date:
Key recipient's work phone
Key recipient's department / Company
Key recipient's job title Key recipient's e-mail address
Building & Room name key is to be issued for
Number of keys requested
With my signature below, I request the described key to be issued to me. I understand this key is the property of QNCC and its loss will be reported immediately to QNCC security. By accepting this key I acknowledge my responsibility for all property and/or records secured by the lock operated by this key. I agree to accept all financial responsibilities associated with replacing coinciding keys and locks should this key be lost. I will not duplicate or transfer this key to any other person and will surrender it to the Security Department when I no longer have a need for the key. I agree to abide by the QNCC’s key issuing policy and procedures
Recipient's Signature
FOR OFFICE USE ONLY
Key Code: Issued By:
Date Returned: Received By:
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K. Annex K
SECURITY REQUEST/QUOTE FORM
Event: Date of Request:
Request by (Name)
Date Start Time Finish Time Hours
Guards Location & Duties
Qty
Additional security requests must be submitted to the event coordinator a minimum of 14 days prior to their requirement, the event coordinator will liaise through security to organise, Events requiring significant numbers will require an extended period.
