This text is part of the Weather Preparedness & Resilience Toolbox developed by the YOUROPE Event Safety (YES) Group within YOUROPE’s 3F project (Future-Fit Festivals). It is aimed at everyone involved in planning, building, and operating open-air events. It helps festivals and other outdoor events become truly weather-ready by offering both practical and research-based resources as well as background information on weather and climate. Learn how to design safer and more weather-resilient outdoor events.
AUTHORITY NOTIFICATION (SITREP)
Formal notification to authorities following a Show Stop, Pause, or Partial Evacuation, ensuring transparency of risk assessment, decision authority, implemented measures, and review logic.
0) DOCUMENT CONTROL
Document Type: Authority SITREP (Operational)
Classification: Operational / Safety-Relevant
Distribution: Authorities only (Police / Fire / EMS / Regulatory)
Prepared by: [Event Control / Safety Management]
Version: [vX.X]
1) EVENT & CONTACT IDENTIFICATION
Event Name:
Site / Location:
Date:
Local Time:
Operational Phase: ☐ Build-up ☐ Live ☐ Egress ☐ Dismantling
Responsible Roles
Event Control Lead: [Name, role, phone]
Safety Manager (Decision Authority): [Name]
Liaison Officer (Authorities): [Name]
Authorities Notified
☐ Police ☐ Phone ☐ Email ☐ Secure System ☐ On-site briefing
☐ Fire Service ☐ Phone ☐ Email ☐ Secure System ☐ On-site briefing
☐ Emergency Medical Services ☐ Phone ☐ Email ☐ Secure System ☐ On-site briefing
☐ Regulatory / Licensing Authority ☐ Phone ☐ Email ☐ Secure System ☐ On-site briefing
2) CURRENT OPERATIONAL STATUS (EXECUTIVE SUMMARY)
Status Classification:
☐ SHOW STOP
☐ TEMPORARY PAUSE
☐ PARTIAL EVACUATION
Affected Area(s): [Stage / Sector / Zone / Infrastructure element]
Operational Impact: [Performance interrupted / audience movement initiated / restricted access]
3) HAZARD TRIGGER & DETECTION
3.1 Trigger Description
Primary Hazard: [Weather / Technical / Medical / Structural / Security]
Trigger Threshold: [Defined pre-event threshold or exceptional condition]
Trigger Time (Detected): [HH:MM]
3.2 Detection Sources
☐ On-site measurement (e.g. anemometer, inspection)
☐ Professional forecast / nowcasting
☐ Staff report
☐ Technical system alert
☐ Medical incident pattern
3.3 Situation Dynamics
Trend: ☐ Stable ☐ Escalating ☐ Rapid onset
Predictability: ☐ High ☐ Medium ☐ Low
4) RISK ASSESSMENT (DECISION BASIS)
4.1 Risk Evaluation
People at Risk: [Audience / Crew / Artists]
Exposure Level: [Localised / Multiple zones / Site-wide]
Time Sensitivity: [Immediate / Short-term / Developing]
4.2 Risk Conclusion
Risk Level: ☐ Acceptable ☐ Elevated ☐ Unacceptable
Key Risk Drivers:
[e.g. wind × temporary structures]
[e.g. lightning proximity × open audience areas]
5) DECISION & AUTHORITY
Decision Taken: [Stop / Pause / Partial Evacuation]
Decision Time: [HH:MM]
Decision Maker: [Role, name]
Decision Framework:
☐ Pre-defined thresholds
☐ Emergency plan
☐ Duty of care / prevention principle
Rationale (Short):
[Why this option was selected over alternatives]
6) ACTIONS IMPLEMENTED (VERIFIED)
6.1 Communication Measures
Audience Information:
☐ PA / Time ______ ☐ Screens/ Time ______ ☐ App/ Time ______ ☐ Stewards/ Time ______
Internal Briefing:
☐ Security / Time ____ ☐ Production/ Time ____ ☐ Medical / Time ____ ☐ Artists/ Time ____
6.2 Crowd & Movement Measures
☐ Hold in place
☐ Phased evacuation
☐ Partial relocation
☐ Route management / one-way systems
6.3 Technical & Infrastructure Measures
☐ Power down / isolate
☐ Secure structures
☐ Close affected areas
6.4 Emergency Preparedness
Medical: [EMS staging, capacity adjustments]
Security / Policing: [cordons, access control]
7) CURRENT SITUATION REPORT (LIVE)
Crowd Behaviour: ☐ Calm ☐ Cooperative ☐ Mixed ☐ Critical
Incidents / Injuries: [None / Number + short description]
Infrastructure Status: ☐ Stable ☐ Under inspection ☐ Restricted
8) ONGOING MONITORING & CONTROL
Responsible Monitoring Role: [Named person]
Parameters Observed:
[Hazard-specific indicators]
[Crowd behaviour]
[Infrastructure integrity]
9) NEXT STEPS & DECISION CRITERIA
9.1 Review Logic
Next Formal Review: [HH:MM]
Review Triggers:
☐ Threshold recovery confirmed
☐ Hazard escalation
☐ Authority instruction
9.2 Possible Outcomes
☐ All-clear & restart (phased)
☐ Extended pause
☐ Escalation to full evacuation
☐ Event termination
10) NEXT AUTHORITY UPDATE
Scheduled Update: [HH:MM or “on material change”]
Single Point of Contact: [Name, role, phone]
11) LOGGING & TRACEABILITY
Decision Logged: ☐ Yes
Communications Logged: ☐ Yes
Actions Timestamped: ☐ Yes
Post-Incident Review Planned: ☐ Yes