SITE MANAGEMENT PLAN
2013
GROUNDS OF THE ROYAL HOSPITAL CHELSEA, LONDON SW3
RHS CHELSEA FLOWER SHOW
1. RHS CHELSEA FLOWER SHOW: PROJECT & KEY FACTS
Overview
The RHS Chelsea Flower Show is an annual international event. 2013 will be the centenary year. Chelsea Flower Show showcases and promotes the best in garden design, horticultural excellence and lifestyle.
RHS Chelsea Flower Show attracts in excess of 162,000 visitors from around the world giving them the opportunity to learn, buy and benefit from the best garden designers, plant growers and associated products.
Dates & Times
Occupation of the Royal Hospital Chelsea Grounds by The RHS Chelsea Flower Show this year will be from 25th April 2013 to 6th June 2013 inclusive. For one week prior to the
tenancy, a small amount of ground preparation takes place which includes the marking out of the site, uncovering of the ring beam and installation of the spoil heap. This is the same number of days and format as previous years. For future years the equivalent dates/days would apply.
RHS Chelsea Flower Show will be open to the public between 21st May 2013 –25th May 2013 with the equivalent dates in future years. An invitation only Press, Private Preview for RHS council members and guests, Gala and Royal visit will take place on 20th May 2013. These
are the same arrangements as in previous years. For future years the equivalent dates/days would apply.
The opening hours of the event are as follows:
• 20th May 2013 – Invited Press and broadcasters have access from 05:00 hours
through to 15:30 hours, with official press staying to cover the Royal Visit until 18:30 hours.
• 20th May 2013 – A private preview made up of invited RHS council members, past
up to 6,000, have access from 09:00 hours through to 15:30 hours.
• 20th May 2013 – Members of the Royal Family and their entourage
• Attend the show to view the event and meet with the RHS president and senior RHS
council members and staff. Access is between 15:30 hours and 18:30 hours.
• 20th May 2013 – The Gala Evening which is made up of up to 6,000 corporate guests
have access to the event from 18:30 hours to 23:30 hours.
• 21st & 22nd May 2013 – RHS members and their guests (paid tickets) with a maximum
number of up to 40,000 on the busiest day with no more than 26,000 in the showground at any one time have access over three opening times. 08:00 hrs. – 20:00 hrs, 15:30 hrs. – 20:00 hrs. and 17:30 hrs. – 20:00 hrs.
• 23rd & 24th May 2013 – RHS members and the general public (paid tickets) with a
maximum number of up to 40,000 on the busiest day with no more than 26,000 in the showground at any one time have access over three opening times. 08:00 hrs. – 20:00 hrs, 15:30 hrs. – 20:00 hrs. and 17:30 hrs. – 20:00 hrs.
• 22nd & 24th May 2013 – RHS members and the general public (paid tickets) with a
maximum number of 2500 have access from 17:30 – 22:00 hrs. for an evening concert held on North Ranelagh bandstand.
• 25th May 2013 RHS Members and the general public with a maximum number of up to
30,000 in the showground at any one time have access from 08:00 hrs. – 17:30 hrs.
• 21st May – 24th May also includes evening corporate hospitality and exhibitor
hospitality evenings until 23:30 hrs.
Visitor Numbers
It is anticipated that 162,000 + visitors will attend over the five member and public open days of the flower show.
2. ENSURING THE SMOOTH RUNNING OF THE EVENT
The site will be manned by security 24 hours a day from the 25th April 2013 to 6th June 2013. Should a problem arise, the security team have direct contact with the Organising team who can take the appropriate action. In addition, suitably qualified representatives from the Ground Crew, Electricians and Plumbers are based on site 24 hours per day to enable them to react immediately should an issue arise.
3. SECURITY
General
The security arrangements proposed for 2013 and beyond are the same arrangements as in previous years.
Ensuring the site is secure and does not present any hazard or problem to neighbours is of fundamental importance. The nature of the event and the high profile it enjoys means that it is also of utmost importance to ensure the site is safe and secure for exhibitors and visitors.
The existing railings to the boundary of the grounds provide an excellent physical enclosure for the site, and assist in providing a secure environment. Entry to the site utilises the existing gates which for visitor access is Bull Ring Gate, London and Garden Gate. On Gala evening Ambulance Gate is also utilized.
We employ a security contractor to provide 24-hour security for the event. The security contractor will be responsible for controlling access and egress, and to ensure all is well in the run-up to, during, and after the event.
During the Build and Breakdown of the Temporary Marquee Structures and
infrastructure of the event (see also the Transport Statement)
The access, site controls and marshalling arrangements proposed are the same as those scheduled previously and outlined in the Transport Statement:
• Access to the site will mainly be from the Bull Ring Gate during build up and
breakdown. Ambulance Gate is used only for any extra wide loads that cannot safely access Bull Ring Gate. River Gate and Barrack Gates have minor use and are only used in the latter stages of build-up and breakdown. Caterers Gate is used in the latter stages of build-up and early breakdown for access back of house (see Transport Statement).
Bull Ring Gate (other than above). A one way system is employed with traffic marshals at each key location to direct vehicles to the most appropriate parking spaces to allow for offloading. Once offloaded, vehicles are required to leave site. Vehicles required to stay on site to provide services such as waste collection and removal, chilled catering units etc. are allocated space on Barrack Walk.
• Traffic marshals are present at all times during vehicle movement on site. • A Health & Safety Officer is present during the key operating hours between 25th
April to 5th June inclusive
• The Head of Shows Operations, the Operations Manager or Deputy Operations
Manager (all NEBOSH qualified) will be on site and present during the working hours and on 24 hour call.
Secure storage of materials – Storage bays are allocated along Barrack Walk
The build of the temporary marquee structures does not harm the vegetation on site or its surrounding buildings in any way. All structures are self-supporting or built on scaffolding if on a bank. The Great Pavilion is anchored to an existing concrete ring beam located
beneath the ground.
Event Planning
The event planning arrangements proposed are the same as utilised in previous years. A detailed breakdown of the works by day is set out below:
• During the build the working hours are from 07.00 and 22.00 with all vehicles moving
off site by 21.30. From 19May to 26 May Caterers gate is operational from 05:00 to 23:00 and on 20th May from 05:00 to 03:00 on the 21 May.
• During build up all noisy work will be restricted to the following hours:
Monday to Sunday 07:00 to 20:00
• On Sunday 19May, Tuesday 22 May floral arrangers work overnight to arrange their
exhibits with vehicles coming on to site at 21:30 hours and leaving by 06:00 hrs. The following morning.
• 25th April 07:00hrs: Assume tenancy of site. Preliminary earthworks undertaken,
scaffolding for structures and shell scheme offloads and commences, trackway delivered and installed to protect ground, power and water connections made, WCs
delivered and installed, portacabins delivered and installed, construction equipment and plant delivered, tree protection measures installed. Trucks for temporary structures and scaffolding, plumbers, electricians, portacabins arrive on site and commence offload; Up to 200 vehicles with a combination of articulated vehicles, rigid trucks and transit style vehicles.
• 26th April – 30th April: Earthworks and excavation of gardens, delivery of construction
equipment and plant for the erection of structures and shell scheme and erection of structures. Scaffolding for structures offloads and continues, trackway delivered and installed for ground protection, power and water connections made, toilets delivered and installed, portacabins delivered and installed. Skips delivered. Up to 200 vehicles per day with a combination of articulated vehicles, rigid trucks and transit style vehicles.
• 1st May – 2nd May: Continued delivery and erection of structures, garden builds
commence On Main Avenue East, The Triangle and Rock Garden Bank, including excavation, power, water connections continue to be run together with IT, CCTV, Communications, PA system with on-going delivery of portacabins; Up to 250 vehicles per day with a combination of articulated vehicles, rigid trucks and transit style vehicles.
• 3rd May – 13th May: Garden builds commence on Main Avenue West and Royal
Hospital Way (commence 3rd May), continuation of build of show gardens on Main Avenue East, Delivery of exhibitor stands on Main Avenue West (commence 3rd May), Royal Hospital Way South (commence 6th May), Southern Road, Western Avenue and Pavilion Way East(commence 8th May), Pavilion Way West (commence 9th May), Fresh and Artisan Gardens on Ranelagh Gardens (commence 10th May), Royal Hospital Way
North (Commence 11th May), Ranelagh Gardens and Rock Garden Bank (commence 13th May and , continued delivery and erection of structures, garden builds, excavation, running of power, water connections, IT, CCTV, Communications, PA System an on-going delivery of portacabins. The Great Pavilion is complete by 4th May. The build of the floral staging commences on the 7th May. Up to 250 vehicles per day with a combination of articulated vehicles, rigid trucks and transit style vehicles.
• 13th May: Shell Scheme complete, exhibitors have access to offload and dress stands.
Floral exhibitors having access to offload and commence dressing of stands. Gardens continue to offload and build, exhibitors continue to build, continued installation of water, electrics, IT, Communications, CCTV and PA system. Floral staging in Great Pavilion complete. Up to 350 vehicles per day with a combination of articulated
vehicles, rigid trucks and transit style vehicles.
• 14th May – 19th May; Great Pavilion exhibitors continue to offload and dress stands
for final completion by close of play 19th May. BBC brings on to site Outside Broadcast vehicles to be sited in the Organisers compound for the duration of the event. Mobile catering units move on to site and in to position. Caterers offload and commence installation of interior fit out, furniture and kitchens of structures. Final touches to Gardens take place to be complete for judging on 21st May. Final touches
being applied to all exhibits. Show site starts to be cleared of debris and roads cleaned using road sweepers and jet washes. On the 14th and 15th there are up to 350 vehicles per day on the 16th to 19th up to 500 vehicles per day with a
combination of articulated vehicles, rigid trucks and transit style vehicles.
• 20th May – 21st May: Cut Flower Exhibitors and floral arrangements work overnight to
stage their displays in the Great Pavilion and lower level of Garden Terrace structure. Show site cleaned thoroughly using road sweepers and site crew. Up to 80 vehicles per day mainly smaller rigid vehicles, transit style vehicles and cars for small
deliveries.
• 20th May: Press Day commences from 05:00 to 15:30hrs, RHS council members and
guests and celebrities arrive from 09:00 hrs. to 15:30, Royal Visit commences from 15:30 hrs. to 18:30 hrs. Gala Commences at 18:30 hrs. to 23:30 hrs. Overnight the structures are re-configured from the Gala to accommodate visitors on the Show Open days. Up to 80 vehicles per day mainly smaller rigid vehicles, transit style vehicles and cars for small deliveries.
• 21st May: RHS Members Day, show opens at 08:00 hrs. to 20:00 hrs: Stocking of
exhibits commences at 07:00 hrs. until 07:45 hrs. Hospitality and exhibitor guests on site until 22:00 hrs. Number of vehicles accessing the site (taken from 2012 figures) 117
• 22nd May: RHS Members Day, show opens at 08:00 hrs. to 20:00 hrs; Re-stocking of
exhibits takes place between 07:00 hrs. to 07:45 hrs. and again at 20:15 hrs. to 22:00 hrs. Hospitality guests on site until 22:00 hrs. Evening Concert guests on site until 22:00 hrs. Number of vehicles accessing site (taken from 2012 figures) 167.
• 23rd May: RHS Members and Public, show opens from 08:00 hrs. to 20:00 hrs;
Re-stocking of exhibits takes place between 07:00 hrs. to 07:45 hrs. Hospitality & Exhibitor guests on site until 22:00 hrs. Number of vehicles accessing site (taken from 2012 figures) 124.
Re-stocking of exhibits takes place between 07:00 hrs. to 07:45 hrs. and 20:15 hrs. to 22:00 hrs. Hospitality guests on site until 22:00 hrs. Evening Concert guests on site until 22:00 hrs. Number of vehicles on site (taken from 2012 figures) Number of vehicles accessing site (taken from 2012 figures) 131.
• 25th May: RHS Members and Public, show opens from 08:00 hrs. to 17:30 hrs.
Breakdown commences once the site is clear of visitors and safe (see Traffic Statement) Site closes at 23:00 hrs. Removal of IT, CCTV, Communications, PA system, electrics and plumbing commences. Number of vehicles (taken from 2012 figures) 474.
• 26th May- 28th May: Removal of exhibits commences. All exhibitor dressing and floral
marquee exhibitors to be complete by 20:00 hrs. on 27th May. Caterers commence clearing of furniture, interior fit outs and kitchen equipment from structures. Show gardens commence dismantling. Mobile catering units start clear the site. Shell scheme contractors commence dismantling of stands. Plant equipment commences arrival on site. Smaller structures are commencing dismantling. The Great Pavilion commences dismantle on 28th May. Portacabins and toilet removal on-going. BBC
removes Outside Broadcast units from Operations compound. Dustcarts and skip Lorries continue to remove waste. On the 26th May up to 400 vehicles reducing to 250 per day made up of a combination of articulated, rigid and transit style vehicles.
• 29th May – 30th May: Show Gardens dismantled by close of play 30th. All structures
continue to dismantle and load. Scaffolders prepare to dismantle. Plant and equipment comes on site. Commence replacement of Soil into excavated areas. Portacabins and toilets continue to be removed. Dustcarts and skip Lorries continue to remove waste. Commence removal of trackway. Up to 200 vehicles per day Up to 150 to 200 vehicles per day with a combination of rigid vehicles and transit style vehicles.
• 31st May: Portacabins and toilets continue to be removed. Dismantling and loading of
all structures and shell scheme continues. Scaffolders continue work and removal of scaffold, soil continues to be replaced from excavated sites. Dustcarts and skip Lorries continue to remove waste. Removal of trackway continues Up to 200 vehicles per day including articulated, rigid and transit style vehicles.
• 1st June – 4th June: Portacabins and toilets continue to be removed. Dismantling and
loading of all structures and shell scheme continues. Scaffolders continue work and removal of scaffold, soil continues to be replaced from excavated sites. Dustcarts and skip Lorries continue to remove waste. Continued removal of trackway. Up to 180
vehicles per day with a combination of articulated, rigid and transit style vehicles.
• 5th June: Final loading and removal of Great Pavilion elements. Final loading and
removal of plumbing, electrics, toilets, portacabins. Removal of dustcarts and skips. Final loading of trackway. A maximum of 180 vehicles with a combination of
articulated, rigid and transit style vehicles.
• 6th June: fully vacate site. A maximum of 10 vehicles.
4. EMERGENCY EVACUATION & FIRE PROTECTION ARRANGEMENTS
The arrangements proposed for the 2013 flower show and future years are as previous:
• Comprehensive Fire Risk Assessment is carried out prior to the event • A full show Risk Assessment is undertaken prior to each event and updated
throughout the event as necessary.
• Site plan designed to have sufficient visitor flow and egress points, and capacity
calculations carried out to determine maximum number of visitors at any one time.
• Emergency Vehicles have access to the site via the Bull Ring, Chelsea, Ambulance,
Barrack and Caterers Gates.
• Representatives from the Fire Brigade, Police and St. John Ambulance are on site
during the time the show is open to visitors.
• During build up and breakdown, St. John Ambulance is on site.
• Staff training is carried out with respect to emergency procedures. Desktop exercises
are carried out each year which includes the Local authority, fire, ambulance, police, security, safety officers, safety stewards, show organisers and relevant contractors.
• A comprehensive Emergency Procedures Document has been written and circulated
to all relevant parties.
• PA system installed for use in evacuation or emergency.
• All exhibitors receive a written evacuation briefing that will be kept on their stand. • Security Team and Safety Stewards trained to carry out evacuation if necessary.
5. SITE BUILD ARRANGEMENTS
The arrangements proposed for site build up include:
the 20th May 2013.
• Full break-down will begin on 25th May 2013 and will be completed by 6th June • 2013.
• Vehicles will be on site as per the Traffic Statement.
6. EXHIBITOR MANAGEMENT
The arrangements proposed for management of the exhibitors are:
• Exhibitor’s access times are staggered on to site as per the schedule above.
Vehicles are managed at peak times via the Vehicle Assembly Point.
• They will deliver to the marquee and will then move their vehicles off site when their
delivery/collection slot ends.
• Except in exceptional circumstances (listed above), no exhibitor vehicles will be
allowed on or off-site outside the hours of 07.00 and 22.00.
7. GUEST MANAGEMENT
The arrangements proposed for managing visitors are:
• The Flower Show is open to paying visitors between 08:00 and 20:00 each day. On
the final day the site is open to visitors between 08:00 and 17:30. Concert, hospitality and exhibitor guests are on site until 22:00 hrs.
• The Gala, Press, RHS guests and Royal Visit takes place on the 20th with access from
05:00 to 23:30 hrs.
• The site will be open from 06.30 each morning to allow exhibitor pedestrian access
with vehicle access from 07:00.
• Organisers will be onsite no later than 06.30 each day. • Security cover is 24 hours.
• Access & Egress arrangements – by foot, car, cycle, public transport (see Transport
Statement prepared by TTP Consulting).
• This will be a fully ticketed event.
• Security and Safety Stewards will direct guests arriving at the Bull Ring Gate and
8. WASTE MANAGEMENT
The arrangements proposed for the 2013 fair are the same as in previous years:
• All rubbish will be placed into 40 yard skips and taken off site for separation.
• The Operations Manager will ensure that any litter is picked up from all exterior areas
on a daily basis.
• Any food or other attractive material to rodents will be kept in suitably secure
enclosures.
9. COOKING SMELLS
Food preparation is carried out in a number of areas. A combination of mobile catering units and fixed kitchens within the structures is utilized. Kitchens within structures incorporate extractor fans. Mobile catering units also employ extractor fans to reduce the impact of cooking smells. These will be monitored by the Health & Safety Officer.
10. FACILITIES FOR DISABLED VISITORS
The RHS Chelsea Flower Show wants to ensure that all guests can enjoy the event. Facilities for those with disabilities include:
• Parking at Burtons Court. Parking at Battersea Park with appropriate shuttle bus
service to the flower show.
• WCs
• Entrance ramps and tarmac applied to kerbs to form ramps
• Wheelchairs can be pre reserved and collected from Burtons Court.
11. GENERATORS AND AIR CONDITIONING
The use of generators is kept to a minimum on site and used mainly to service the mobile catering units. There are two backup generators based on Barrack Walk towards the Ambulance Gate (away from any residents). The RHS over the years has invested in electrical infrastructure to reduce the need for generators. There is a dedicated substation on Ranelagh Gardens and wherever possible power supplies are taken from the ‘national
grid’ rather than generators.
12. TREE PROTECTION
A Tree Protection Policy has been prepared and worked to for a number of years to ensure that trees are protected. The RHS Chelsea Flower Show employs an arboriculturalist to oversee the site and ensure the protection of the trees.
13. MEANS OF PROTECTION/RESTORATION The Bull Ring Gates
Metal protective barriers are put in place by Playle Engineering.
The barriers narrow the entrance so that vehicles cannot touch or damage any of the listed structures.
In addition to this, the following measures will be implemented:
• Gates will be manned at all times when in use. • Marshals will direct traffic through the gates.
• Marshals will ensure vehicles pass through the gates at a low speed.
• Traffic cones will be located on the approach to the gates to direct traffic through the
gates.
The Obelisk
During construction and deconstruction of the Great Pavilion the Obelisk will have barriers to prevent damage.
The structure is erected in two halves, on either side of the obelisk. The section of
structure covering the Obelisk is manufactured to clear the height of the obelisk and is the final piece of the structure to be completed.
Landscape Re-instatement
Full re-instatement of the grounds cannot take place immediately as an event called Masterpiece follows the Chelsea Flower Show directly on to site.
Once Masterpiece is clear of the grounds, re-instatement can commence.
The timescale following Masterpiece is envisaged will be completed within ten days of the end of the temporary use. The Royal Hospital envisages that the South Grounds would be open to the public to walk on the paths a couple of days later (they were opened to the public on 2 August 2011, following vacation by Masterpiece on 20 July 2011, and completion of ground re-instatement by 30 July 2011). The grassed areas would be seeded within the ten day restoration period, and sprinklered to ensure rapid growth, providing a green appearance.
14. FLOOD RISK ASSESSMENT
A full Flood Risk Assessment has been conducted by SLR Consulting, which accompanies this planning application.
15. KEY CONTACT DETAILS
Applicant: RHS
Show Director Stephen Bennett
Telephone: 020 7821 3353
Head of Shows Operations Caroline Hills
Telephone: 020 7821 3678
Planning Consultant: Jones Lang LaSalle
Jeff Field