As of June 20, 2016, we at Activations Advertising, Inc. continue to cooperate with the NBI and the Congress regarding the investigation on Closeup Forever Summer 2016. The deaths that occurred during the event are a terrible tragedy and have been profoundly traumatic for all of the parties involved.
In the interest of full disclosure, we would like to make public the documents that we have submitted to the authorities, which includes the security plan, and validated by affidavits. We have decided to publish this so that the public can be informed about the details of the surrounding circumstances.
Currently, our organization is working with several security experts to find possible enhancements to our security protocol.
What is CloseUp Forever Summer?
CloseUp Forever Summer is an annual Electronic Dance Music (EDM) festival featuring the world's top DJs performing live. The event is delivered and funded by CloseUp/Unilever Philippines with support from its contracted suppliers/co-organizers Eventscape Manila and Activations Advertising.
INVOLVED GROUPS AND ORGANIZATIONS
1.) CloseUp/Unilever Philippines - Principal
2.) Eventscape - Program Implementation , Staging Requirements, Logistics, Food and Beverage
Stage and Fabrication Requirements
Tents/Electrical Lightning Logistics
Coordination for the Set-up and Technical Requirements of Concessionaries
Coordination for Securing Mayor's Permit, PRA, and CBP
Procurement of Special Event Permits
3.) Activations Advertising - Event Security, On-ground Manpower and Logistics
Activations Advertising Inc. was given the task of planning, organizing and implementing the security and emergency measures for the event.
Planning and Implementation of event security and emergency procedures
Security and On-ground Manpower
Emergency Medical Team and Ambulances
Coordination with PNP
Coordination with Hospitals
Coordination with Licensed Ticket outlet
RFID Venue Entry System (by POUCH)
4.) SM Mall of Asia - Venue Owner, Security
The venue was provided by SM Mall of Asia at their concert grounds. The venue is a popular location for big concert events similar to CloseUp Forever Summer.
1.) PNP Pasay / Southern Police District (Police)
The Police was asked to support and participate in the planning and implementation of the event by providing expert assistance in regard to security planning and identifying potential dangers and hazards in events of this type. They were also requested to provide police assistance outside and inside the venue during the event for increase police presence.
Planning and Implementation Support
2.) City of Pasay
Venue Inspection Team
3.) Bureau of Fire Protection
Months and weeks before the event, CloseUp/Unilever and its joint suppliers and partners (Eventscape and Activations Advertising) formulated and finalized the event logistics, procedures and security measures in implementing the 4th annual running of CloseUp Forever summer music festival.
Security Personnel Requirements
The security plan was based on the US events standard of security-to-guest ratio of 1:50, i.e. 1 security personnel for every 50 audience members.
Security was to be provided by teams comprised of bouncers, on-ground personnel and the police. These units were to be deployed inside and outside the venue including critical locations like entrances and exits and other entry points between different sections of the venue.
On-ground Security Personnel were provided by Delirium and Red Knights. These are all bouncers with years of experience in handling large - scale live events.
Deter and stop violence or unruly behavior
Prevent or minimize physical injuries
Prevent damage to property
Deter or stop theft and other petty crimes
Confiscate prohibited items from entering the venue (weapons, drugs, cameras etc.)
Prevent other threats like terrorist actions
A separate group of on-ground manpower were deployed to operate key sections of the venue. These include manning entrances, guest assistance, utility, logistics, etc.
Tent and on-ground attendants
Technical Team (CCTV, radio, comms, etc.)
Core AAI Team
Pasay City Event Inspection Team
During the event the Pasay City Local Government also deployed a 20-man event inspection team to verify compliance with the city's laws and ordinances particularly with regard to safety, lewd behavior, and drugs.
CloseUp and its main suppliers Activations Advertising and Eventscape conducted three separate pre-production meetings with suppliers, partners and government organizations to refine and finalize the security measures that would be put in place during the event.
Pre-production and security meetings
1st Production Meeting
SM Mall of Asia
2nd Production Meeting
Brgy Pinahan, Quezon City
3rd Production Meeting
Brgy. Quirino 2B Covered Court
Final Security Briefing/Simulation
Mall of Asia
1st Briefing Day - May 12, 2016
2nd Briefing Day - May 18, 2016
3rd Briefing Day - May 19, 2016
VENUE SAFETY FEATURES, PROCEDURES AND ASSETS
Barricades and Restricted Entry Points
The venue was barricaded to prevent non-ticket holders from entering and to ensure all guests were directed to the entrance locations and go through strict entry and security procedures.
Important sections of the venue were divided into different zones with varying levels of security and could only be entered by passing through security and inspection.
The organizers also provided information to guests regarding the safety and security rules of the event including a list of prohibited items.
Prohibited Items Signages.
Large and visible signages at key areas like entrances inform concert goers the list of prohibited items inside the venue.
Security and Emergency Safety Videos
Videos were shown on screen during the event that informed concert goers to follow the event's security, safety and emergency rules.
Pouch RFID System
Pouch provided RFID tagging system using an RFID wristband that facilitated and recorded entrances and allowed wireless cash transactions between guests and concessionaires. This system also restricted minors from buying alcoholic drinks.
Entrance Procedures and Security
Before entering the venue, audience members had to pass several lines of security steps.
Checking of Tickets & Frisking
Scanning of Tickets
Tagging and Registration
CCTV units were deployed to monitor the entire venue. All footages were viewed live in a central control room inside the venue.
Central Control Room
A central control room monitored and directed all operations in the venue via communication with on-ground and security personnel on the basis of the CCTV live footages.
Nearby Hospitals Link-up
Several days before the event, the organizers coordinated with 4 hospitals that were nearest to the venue.
Organizers devised plans for immediate evacuation and assistance to all audience members and staff inside the venue in case of a major emergency including: earthquake, fire, flood, or terrorist incidents.
Emergency Medical Teams and Medical Stations
A number of medical first aid stations were installed offering immediate first aid attention. A larger ambulatory tent (field hospital) was also provided for medical treatment in serious cases.
First-aid, minor injuries or treatment.
Serious Medical Incidents. Emergency equipment.
Emergency Medical Teams were deployed throughout the venue ready to quickly provide medical assistance to audience members when needed.
No. Of Teams
30 EMTs /Nurses
2 Medical Doctors/ 1 nurse
Fire Trucks w/ Marshals
CLOSEUP FOREVER SUMMER 2016 RUNSHEET
May 21, 2016
Call time of Manpower @ Quirino 2B Basketball Court
Call time of Core Group
Distributon of Breakfast Meal
9:30 am to 10:00 am
On-site rebriefing of Core + TLs
10:00 am to 10:30 am
Distribution of AAI Wirst Tags, IDs and Uniform of On-ground Team
Distribution of Pouch Devices to AAI
Start distribution of IDs to Unilever, partner agencies and concessionaires
10:30 am to 11:30 am
On-site simulation of on-ground manpower team
Call time of Bouncers
Assembly of Security/Bouncers
Security Briefing on-site
SM Tickets Set-up (24 Laptops & Scanners) / WIFI Connection
Rebriefing with Unilever Brand Team
Distribution of wrist tags + IDs to Bouncers (per area)
Distribution of Lunch Meals
Clearing of Venue/ Prep for Security Sweep
All manpower should wear their uniform
Start of Security Sweep Proper
Distribution of Remaining event IDs
Distribution of Pouch Devices to Concessionaires
Distribution of Communicators
All manpower on standby to designated areas
Distribution of Dinner
Distribution of Midnight Meal
End of Show
Retrieval of all Pouch Devices (On-ground team + Concessionaires)
Retrieval of all Communicators
Retrieval of all materials and equipments
Inventory of Sales
GO HOME AND SLEEP!!!
9:30 am to 10:00 am
Distribution of AAI Wirst Tags, IDs, Uniform and Pouch Devices to AAI
10:00 am to 10:30 am
On-ground Manpower Simulation
10:30 am to 11:30 am
Security Placement of Bouncers
Security Placement of PNP
Fatalities Attended to by Organizers
During the event, three audience members were given quick medical aid due to illness. These individuals were then immediately transported to the nearest hospitals to be given further medical attention.
Name of Individual
Ariel Leal 22 yrs old
San Juan de Dios
Bianca Fontejon 19 yrs old
Eric Anthony Miller 36 yrs old
Two other individuals who attended the event were found outside the venue and brought to hospitals. Information on the circumstances surrounding their deaths are unknown because they were not brought to the hospital by the organizers.
Name of Individual
Lance Garcia 36 yrs old
Found outside the venue by SM Mall security (not related to the event) near a parking facility and brought to hospital.
Ken Miyagawa 18 yrs old
Brought to the hospital by acquaintances. Whether individual was brought directly from the event venue or another location to the hospital is unknown.
Based on the planning and implementation figures, the organizers followed industry- standard safety & security procedures in organizing major live events involving large number of audiences. During implementation, the organizers exceeded the required number of security and medical personnel based on US and Government of Western Australia-Department of Health: Guidelines for Concerts, Events, and Organized Gatherings standards. The entry procedures and protocols followed and implemented this year were more stringent than, and actually exceeded, those implemented in similar events in the past.