DD2271 Crowd Dynamics Study for Major London Event

The City Operations and Events team are working towards the planning of a major event that will take place in central London. The crowds that will be drawn to this event may be unprecedented for an event in Central London.

We agree with all agencies involved that an external study would be beneficial to the project so that more detailed, transport, crowd management and contingency plans can be put in place to ensure the safety of visitors to the event and members of the public.

Information included in this study has been pulled together by the crowd dynamics and visitor working group that is supporting the delivery of the event. This information will be provided to TfL to enter into a competitive procurement process to allocate the work.

Objectives:

Analyse the capacities of event site spaces along with developing an understanding of landowner vs event owner and requirements associated.

As a priority review proposed walking routes and make recommendations as to people movement strategies i.e. when sites are close to capacity and closed.

This should take into consideration:

• Capacities of the walking routes
• Positioning of crowd control barriers and the impact.
• An analysis of major work schemes in and around the area
• Impact of other events and weather on both venues/spaces and crowds

Produce a crowd model illustrating the impact of crowds to and from transport hubs on each day of the event.

Expected Outcomes:

• Produce a decision matrix for crowd dynamics to support agencies.
• Produce a risk/congestion (heat / density) map.
• Produce a map detailing land and event owners
• Produce a report based on all aims and objectives detailed in the tender.
• Provide a list of each location, route capacity and alternative contingency locations.
• Run a workshop to work through findings and recommendations for a final report.

This study will look at all event spaces and access points ensuring that majority of routes are accessible for disabled members of the public and visitors. Spaces that are not accessible will be clearly signposted to ensure a good visitor experience.

This event is open to all who wish to attend, however there may be some restrictions to certain areas if crowds are too large and the space deemed unsafe to allow any more people access.

There are no other restrictions on this study that could impact any other area.

There is a significant risk to the running of business as usual for London during this event if this study is not completed prior to the event taking place.

There is a significant risk to the transport network with delays and overcrowding due to the volume of people should there not be clearly mapped out and planned walking routes and contingency plans in place.

Approval is being sought for expenditure of up to £150,000 to commission a crowd dynamics study for the Major London Event.

Should any income materialise this will be offset against the expenditure, or support the increase of the scope of the study should it be required.

The expenditure will be funded from the Major Events reserve.

The foregoing sections of this report indicate that the activity in respect of which approval is sought may be considered to be facilitative of and conducive to the promotion of tourism to, in and through Greater London and have complied with the GLA’s related statutory duties to:

(a) pay due regard to the principle that there should be equality of opportunity for all people;

(b) consider how the proposals will promote the improvement of health of persons, health inequalities between persons and to contribute towards the achievement of sustainable development in the United Kingdom; and

(c) consult with appropriate bodies.

All works, services and/or supplies required for the delivery of the proposed event must be procured by Transport for London’s Commercial team who will determine the detail of the procurement strategy to be adopted in accordance with the GLA’s Contracts and Funding Code. Officers must ensure that appropriate contract documentation is put in place and executed by the successful bidder(s) and the GLA before the commencement of the works, services and/or supplies required.

The GLA may seek sponsorship when exercising its general powers pursuant to its power to charge third parties for discretionary services under section 93 of the Local Government Act 2003 provided that the charges levied do not exceed the costs of provision. Officers should not however, place any reliance upon such income until legally binding commitments are in place with sponsors.

The below table is an outline of the timelines that the study will take in principle, the tender will be sought through the TfL procurement system and will be a closed competitive process. Whereby five companies have already been sought.