SPECIAL EVENTS EMERGENCY ACTION PLAN SUBMISSION REVIEW PROCESS
1. Introduction The City of Toronto requests that all organizers who have events on public and private property, or engage City services must include an Emergency Action Plan in the planning process for their event. To this end, the City has created Special Events Emergency Action Plan Guidelines and created a, Event Emergency Action Plan template to assist Special Event Organizers in developing plans to respond to any emergency situation that may occur during their event. This Emergency Action Plan will be submitted to the City for review and comment, and will be kept on file for quick reference should an emergency response be required by the City during an event. 2. Purpose The purpose of this document is to describe the procedure for the review, response, and retention of Special Events Emergency Action Plan submissions to the City of Toronto. 3. Scope This SOP applies to all agencies and divisions involved in the application review and approval process. 4. Special Events Emergency Planning Review Team
Office of Emergency Management Toronto Police Service – Emergency Management and Public Order Toronto Police Service – Special Events Section Toronto Fire Service Emergency Medical Services Event Support - Economic Development & Culture Division
5. Special Events and Emergency Levels Special Events Categories have been applied to the Emergency Levels as defined by the Office of Emergency Management to relate the hazard and risk of various events to the levels of emergency. Note that Special Events Organisers are all requested to complete "Section A – General Information" of the Event Emergency Action Plan regardless of the category of the event. Special Events in Categories A-D are required to complete all sections of the Event Emergency Action Plan.
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Emergency Levels
LEVEL 0 NORMAL
LEVEL 1 MINOR INCIDENT
OEM/EOC Support
Business as Usual Normal Operations Operationally Ready
OEM support available 24 / 7 via 'Standby' Operationally Ready
EOC Operationally Ready OEM 'On-Call' may Monitor OEM Director may Activate the EOC
LEVEL 2 MAJOR INCIDENT
OEM has the ability to: Facilitate access to City Divisions / External Agencies and/or Facilitate integration of City Divisions/External Agencies into IMS structure and/or Attend Site as a Liaison Officer
Special Events Category LOCAL STREET AND COMMUNITY Length: Under 1 day to 2 Frequency: annual or can be a one off, local event Number of venues, roads or sites: One location Attendance: Less than 2000 Out-of-town Attendance: Minimal Quantity of City permits/approvals required: Under 3 Value of City services required: Under $1500 City coordination required: Single Division Examples: block party, soccer tournament, high school parade CATEGORY D Length: Up to 3 days, Frequency: can be annual Number of venues, roads or sites: One location Attendance: 2,000 to 10,000 Out-of-town Attendance: Minimal Quantity of City permits and/or approvals required: Under 5 Value of City services required: Between $1,500 and $25,000 City coordination required: Single Division Examples: Festival on Bloor, Himalayan Festival, Toronto Challenge CATEGORY C Length: Up to 5 days Frequency: can be annual Number of venues, roads or sites: Up to 5 locations Attendance: 10,000 to 50, 000 Out-of-town Attendance: Minimum 10% out-of-town draw Quantity of City permits/approvals required: 5 to 10 City coordination required: Up to 3 City Divisions Value of City services required: Up to $50,000 Examples: Canada Day Events, Khalsa Day, Sporting Life 10K, Toronto Ribfest, Woofstock, Ride for Heart
CATEGORY B Length: Up to 1 month Frequency: often annual Number of venues, roads or sites: Up to 5 locations Attendance: 20,000 to 200,000 Out-of-town Attendance: Minimum 25% out-of-town draw Quantity of City permits/approvals required: 5 to 10 City coordination required: Over 3 City Divisions Value of City services required: Up to $100,000
Submission Requirements
A-General
A- General & B - Event Details
A- General & B - Event Details
A- General & B - Event Details
Examples: Honda Indy, Luminato, Pride Festival, Taste of the Danforth, Toronto Caribbean Carnival, Toronto International Film Festival (TIFF)
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LEVEL 3 EMERGENCY INCIDENT
EOC Activated
CATEGORY A Length: Could vary from a day to a month Frequency: Not occurring annually or repeating within five years Number of venues, roads or sites: Unlimited (usually many) Attendance: Unlimited (usually over 200,000) Out-of-town Attendance: Over 50,000 out-of-town draw Quantity of City permit/ approvals required: Unlimited (many) Value of City services required: Over $100,000 City coordination required: Multiple levels of government coordination and/or City-wide divisional coordination
Major Event Plans will be created through a more detailed planning process.
Examples: World Youth Days and Papal Visit, 100th Grey Cup Festival. Pan Am/Parapan Am Games, Olympic Games, World's Fair
6. Special Events Emergency Planning Process Map
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7. Step 1 – Screening of Event Emergency Action Plan – 1 week/5 business days
Submissions are received from the event organizer to OEM via email –
[email protected] OEM support staff log each submission in an excel spreadsheet "Special Events Emergency Action Plan Submissions Tracking" which includes: - Event Date - Event Description - Primary Venue - Event Organization - Organizer Name - Contact information - Date Submission Received - Circulation Date - Date of applicable Special Events Oversight Team monthly meeting - Approval/Revisions required - Date response issued to Special events Organizer - Special Notes OEM support staff review submission to ensure relevant information and requirements of the Event Emergency Action Plan have been submitted OEM support staff to consult with OEM Coordinator (Jennifer Smysnuik) if it appears that there may be insufficient information If the submission is complete it is forwarded by OEM support staff to the Special Events Emergency Planning Oversight Team for review and comment - OEM Coordinator – Jennifer Smysnuik
[email protected] - Toronto Police – emergency management and public order - Toronto Police –
[email protected] - EMS –
[email protected] - TFS –
[email protected] - Event Support – Matt Ootes
[email protected], Laura Elkin
[email protected], and Harold Mah
[email protected] If the submission is incomplete it is returned to the applicant by OEM support staff via email with a request for further information in order to complete the Event Emergency Action Plan
8. Step 2 – Detailed Review of Event Emergency Action Plan -6 weeks
Once an Event Emergency Action Plan is received by the Special Events Emergency Planning Oversight Team, team members will screen the document. If there is immediate cause for concern due to missing information, this should be flagged to OEM Support Staff within 5 business days for follow up with the Special Events Organizer to request additional information
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Each member of the Special Events Emergency Planning Oversight Team will review the submission and identify the need for any additional information/clarification Prior to each monthly meeting of the Special Events Oversight Team (this will become part of the monthly City Event Support Team meetings), Event Support staff should contact OEM Support Staff for the list of submissions that will be up for discussion at this months meeting and include this information in the meeting agenda Submissions will be discussed at the monthly Special Events Oversight Team meeting Special Events Emergency Planning Oversight Team will flag the need for any additional information/clarification/revisions of a submission OR Special Events Emergency Planning Oversight Team will confirm submission is complete and satisfactory
9. Step 3 – Approval of Event Emergency Action Plan Submission – 1 week/5 business days
OEM Coordinator will provide OEM support staff with the results of the discussions of the monthly Special Events Oversight Team Meeting OEM support staff will log this information in the ""Special Events Emergency Action Plan Submissions Tracking" spreadsheet If the Event Emergency Action Plan required revisions/additional information this response will be sent to the Special Event Organizer via email by OEM support staff to begin the resubmission process – see "#10 Resubmission Timelines" If the Event Emergency Action Plan has been "approved" by the Special Events Emergency Planning Oversight Team, an email from OEM support staff will be sent via email to the Special Event Organizer with a cc to the Event Support Team If the Event Emergency Action Plan has been "approved" by the Special Events Emergency Planning Oversight Team and it is a Level 3 &4 Event (Category A & B), TEMPC will be provided with a briefing regarding the event and the "approval" of the Event Emergency Action Plan
10. Resubmission Timelines
Given the often tight timelines associated with special events the Special Events Emergency Planning Oversight Team will endeavor to review resubmissions as quickly as possible Depending on the nature of the additional information/revisions that were required this review may be expedited via email and/or conference call among the review team members
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11. Stand-by Notification
OEM Coordinators will be expected to reference the ""Special Events Emergency Action Plan Submissions Tracking" " file on the first day of their assigned week of OEM Stand-by duty in order to be aware of the event occurring during that week and any special notes associated with the special event.
12. Related Documents Documents related to the Special Events Emergency Planning Submission Review Process include: Special Events Emergency Action Plan Guidelines Event Emergency Action Plan Template Special Events Emergency Action Plan Submissions Tracking spreadsheet
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