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City of Key West event_request@cityofkeywest-fl.gov Maria Ratcliff, Special (City of Key West)

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Return To:
City of Key West
Maria Ratcliff, Special Events Administrator
P.O. Box 1409, Key West FL 33041-1409
event_request@cityofkeywest-fl.gov
Phone: 305-809-3881
Fax: 305-809-3886
This template has been produced to aid event organizers in planning safe and exciting events with 50 or more attendees. This
document, along with the Special Event Application, are reviewed by the Key West Special Event Administrator to ensure that all
safety aspects have been met. This template can be used for any size event but is required for events with 50 or more attendees.
If any section duplicates information provided in the Special Event Application submitted for your event, please refer to that
information in the applicable section. Please attach supporting documents and addendums as needed for each section. Please
note that not all parts of the template may be relevant for every event.
Once reviewed by the Special Events Administrator, conditions and requirements will be set by the Key West Fire Marshal,
Police Department, and Special Events Office and shared with you. Thank you for hosting your event in Key West!
1. EVENT OVERVIEW
EVENT NAME
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EVENT DATE
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AUDIENCE
PROFILE
The event’s audience profile is essential when planning for risks and ensuring that appropriate
control measures and facilities are in place for the event. Include previous history, entertainment
type, and ticket sales to help in indicating the audience profile.
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ORGANIZATION
CHART
Give a brief overview of the chain of responsibility for the main roles within the event. Identify who is
responsible for what and give further details in the ‘Roles and Responsibilities’ section below.
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ROLES AND
RESPONSIBILITIES
Role Title Brief Explanation of responsibilities
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CONTACTS
NameClick or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
CONTACTS
(CONT.)
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
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Landline Click or tap here to enter text.
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Landline Click or tap here to enter text.
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Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
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Landline Click or tap here to enter text.
Email Click or tap here to enter text.
2. CROWD MANAGEMENT
SECURITY AND
CROWD
MANAGEMENT
STAFFING
The minimum number of crowd managers shall be established at a ratio of one crowd manager to
every 250 persons. Where approved by the fire code official, the ratio of crowd managers may be
reduced based upon the nature of the event.
Crowd Management Staffing Provider/Company
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Number of Paid Staff
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Communication Methods
Primary: Click or tap here to enter text.
Backup: Click or tap here to enter text.
Number of staffing to be provided including different levels of provision at different times during the
event, if appropriate.
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Describe identification method of security staffing levels (e.g. yellow shirts for volunteers, red shirts for
managers).
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Duties (e.g. searching at entrances, badge checking, rapid response, crowd monitoring, emergency
evacuation, control and direct the public as required, monitoring fire equipment etc.).
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SECURITY AND
CROWD
MANAGEMENT
STAFF
TRAINING
Provide details of the training received by security and crowd management personnel.
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Detail the nature and format of pre-event briefing and training sessions (e.g. how security and crowd
management personnel are made aware of emergency arrangements and the arrangements for their
own health and safety).
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Provide date(s) and times of pre-event briefing and training sessions.
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MANAGEMENT
OF ATTENDEE
NUMBERS
Provide details of how the number of attendees at the event are to be monitored and controlled (e.g.
ticketed event; monitored entrances and exits).
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3. COMMUNICATIONS
PA SYSTEM
Detail any PA systems in use at the event. If the entire site is not covered, please detail which parts
are not covered and how these areas can be communicated with in the event of an emergency.
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RADIO
COMMUNICATION
Describe who will have radios for communication and which channels will be allocated for what
activity.
Click or tap here to enter text.
LOUD HAILERS
Detail here where loud hailers can be located if in use at the event, and list those trained and
confident in use.
Click or tap here to enter text.
TELEPHONE
List details of any landlines or alternate methods of communication in the event of problems with
telephone or radio communication.
Click or tap here to enter text.
SIGNAGE AND
PUBLIC
INFORMATION
Provide details and location of any signage or public information facilities being used to direct persons
around the site including first aid locations, lost children, and lost and found.
Click or tap here to enter text.
MEDIA
List contact information for all senior members of the event organization prepared and authorized to
give statements about the event.
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
4. MEDICAL AND FIRST AID
Enter details of the first aid and emergency medical support for your event, including certification level of providers and
name of organization providing coverage.
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Total Number of First Aid Stations at Event
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Identify where each medical facility/first aid point is located on your site and identify each on your site plan. Refer to and
attach maps as needed.
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5. FIRE RISK ASSESSMENT
A fire risk assessment must be carried out for all locations. Details of any risks identified and the way that they are to be
managed should be included in training and briefing materials and meetings.
FIRE
EXTINGUISHERS
Provide details of the type, number and location of fire extinguishers to be provided at the event.
Click or tap here to enter text.
PYROTECHNICS
AND SPECIAL
EFFECTS
List any pyrotechnics or special effects used during the event.
Click or tap here to enter text.
6. POLICE
List details of police involvement in the event. Refer to Special Event Permit Application where applicable.
Is there Police traffic management of the event? Choose an item.
C
omments:
Click or tap here to enter text.
On site police presence during the event: Choose an item.
C
omments:
Click or tap here to enter text.
7. RISK MANAGEMENT
INCIDENT
RECORDING
The event promoters should maintain a record of everything that occurs throughout the event.
List contact information for all members of the event responsible for these records
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
8. INCIDENT MANAGEMENT
EMERGENCY
MANAGEMENT
COMMAND POST
Describe location and functionality of the event’s emergency management command post.
Click or tap here to enter text.
Describe arrangements and procedures for the hand-over of control of aspects of your event to
emergency response agencies in the event of an emergency.
Click or tap here to enter text.
EMERGENCY
COMMUNICATIONS
PLAN
Identify methods of communication with emergency management organization, including police, fire,
and medical teams.
Click or tap here to enter text.
EXTREME
WEATHER
Identify person responsible for monitoring weather forecasts in advance and during the event, who
this information will be passed to and where the information will be obtained.
Name Click or tap here to enter text.
Mobile Click or tap here to enter text.
Role Click or tap here to enter text.
Landline Click or tap here to enter text.
Email Click or tap here to enter text.
WEATHER cont.
Detail the general arrangements and notification process in event of extreme weather (e.g.
cancellation criteria).
Click or tap here to enter text.
Extreme weather may cause other specific actions to be taken to prevent injury or damage. Please
detail preparation and staff training performed to ensure appropriate action is taken to respond to
extreme weather conditions.
Click or tap here to enter text.
EMERGENCY
VEHICLE
ACCESS
Special Event Permits require a 20’ fire lane for emergency vehicle access along any street closures.
Detail any additional dedicated emergency vehicle access routes and rendezvous points or any
public routes or locations that may be used for emergency vehicles.
Click or tap here to enter text.
EVENT
EVACUATION
PLAN
Detail emergency evacuation plan for event attendees, volunteers, and contractors. Include a map in
the Special Event Application.
Click or tap here to enter text.
Detail preparation and staff training performed to ensure appropriate action is taken to during
evacuation.
Click or tap here to enter text.
9. LOST CHILDREN / VULNERABLE PERSONS
Detail here the arrangements for safeguarding and reuniting lost children or other vulnerable persons with care persons,
parents, or guardians. Identify the location on the site map.
Click or tap here to enter text.
10. DEBRIEF AND EVENT REVIEW
A post-event debrief may be required by the Special Events Office. Please be prepared to present the following at any
debrief:
•
Particular arrangements that worked well to ensure public safety
•
Any identified weaknesses in the arrangements that require improvement
•
Review of any incidents and remedial action required
Please attach or include any additional site plans, risk assessments, and associated event
documents required above.
Your completed Public Safety & Event Management Plan is due 45 days prior to your event.
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City of Key West event_request@cityofkeywest-fl.gov Maria Ratcliff, Special (City of Key West)

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Completed 18 January 2021

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