**5. Proposed approach**

54 Emerging Informatics – Innovative Concepts and Applications

no easy ability for two way communication. A professionally developed risk management plan is accessed through printed and online manuals, notices and other desktop materials

The research literature is largely silent on the ways in which effective communications can happen in the 'danger zone', when extreme weather conditions are either happening or threatening to happen. Concentration is primarily on the early stage identification, assessment and mitigation strategies. What is needed is a clear means to bring together up to date information from a variety of sources, combine this data in a manner than integrates with the risk management plan and then enables this information to be communicated, in a timely manner, to relevant stakeholder groups as required. Weather updates from the Bureau of Meteorology (BOM) need to be available to all stakeholder groups to enable them to make personal and corporate decisions. Internal and external management groups need to have access to information from multiple sources (input) and to be able to communicate messages detailing new information to hand, decisions made and actions needing to be taken (output). This information exchange enables the managing, controlling and balancing of risk exposure scenarios directly with each other in real time to avoid confusion and potential duplication. The public need to receive live information updates from BOM, so they can assess this on a personal risk basis, as well as 'massaged' updates from the Emergency Incident Control Centre (EICC) that collates action recommendations from Internal and External management stakeholders. An ideal system would necessitate a feedback loop that provides the Public with the ability to contact the Emergency Incident Control Centre (EICC) in cases of actual or perceived risk to self, others and property being encountered during the event. This feedback loop would enable resources to be better allocated and new or additional information to be

Given the wide variance in potential input expertise a user-friendly layered approach would be needed. For example volunteer workforces, at events such as Woodford, would require easily learnt and operated risk response tools that ensure the capacity of volunteers is not exceeded (Earl, Parker, Edwards & Capra, 2005). Indeed information flowing back from these volunteers could range from verbal to use of mobile smart phones to, for example, send photographs of a dangerous earth subsidence. How these varied communications are delivered, received, shared, analysed in relation to other information, responded to, and used in deciding on coordinated actions requires a sophisticated communications system

The term "*cloud computing*"1 has become popular since October 2007 when Google and IBM jointly announced their collaboration (IBM website announcement, 2010 cited in Vouk, 2008) due to its main benefits such as reduced IT overhead and flexibility in offering cheaper user access. Fitzgerald and Dennis (2010) described cloud based design as a "*circuit-switched service architecture*" that is easier to implement for organisations because "*they move the burden of* 

1 Cloud computing refers to a computing platform in which users have options to use lease connection points into a network for establishing a temporary operation between computers (Fitzgerald & Dennis, 2010). Hayes (2008) described cloud computing as a software application migration from local PCs "to

which the authors suggest is best handled through cloud based solutions.

distant Internet servers, users and developers alike go along for the ride" (p.9).

and training processes.

placed within the decision-making system.

**4. Cloud based solutions** 

A SWOT2 (Strengths, Weaknesses, Opportunities and Threats) analysis of cloud computing within different business perspectives has been described by Marston, Li, Bandyopadhyay, Zhang and Ghalsasi (2011) in which the importance for understanding the business related issues were highlighted. In other words, it is important to thoroughly analyse business problems before implementing the cloud based application. The study (Marston et al., 2011) identified two major trends that create and represent effective cloud computing application. These were 1) "IT efficiency, whereby the power of modern computers is utilized more efficiently through highly scalable hardware and software resources" and 2) "business agility, whereby IT can be used as a competitive tool through rapid deployment, parallel batch processing, use of compute-intensive business analytics and mobile interactive applications that respond in real time to user requirements" (p. 177). According to Marston et al. (2011) the concept of efficiency represents effective use of the computing resources located in geographical areas mainly for offering cheaper access to different services over the Internet. On the other hand, the concept of business agility implies that cloud computing must able to play differing roles for businesses, enabling the use of computational tools on the Internet as free or public access points that can be deployed and scaled as quickly as possible. It also helps reduce the need for the huge upfront investments that characterize enterprise IT setups today (Marston et al., 2011). Following the second principle we propose that the use of cloud based applications for event risk management emergency situations provide a significant improvement to traditional managerial and communication tools.

Cloud based provisioning supports event based emergency management strategies through enabling an appropriate collaboration. This approach, as illustrated in figure 3 below, allows for greatly improved information flows between the multitudes of stakeholders involved in event emergency situations.

Emergency stakeholders at events can be categorised as to their needs, powers and interaction methods (Table 1).

The conceptual model (figure 3) connects different decision makers with public for improved risk and event management practices. It offers a collaborative environment in

<sup>2</sup> SWOT analysis is a tool for evaluating artifacts or organization and its environment

Cloud Versus Clouds: Emergency Response Communications

location

event venue

**Event Volunteers** Voluntary staff working on behalf

**Event Paid Staff** Staff working in a paid capacity

event services.

of event management

**Internal Event Management:** 

**External Emergency Service Managements:**

**External Data Sources**

**Event Attendees** 

**Event Contractors** 

systems can be grown.

mechanisms at special events and festivals.

and suggested alternate exit routes).

at Large Scale Festivals and Special Events – Innovative ICT Applications 57

Includes decision-making

event organisation.

management positions within the

Includes Police, Fire, Ambulance, and other decision-making positions with a legal/regulatory responsibility for the event and/or

External bodies which provide important updates of factual data.

Includes members of the public travelling to, at, or exiting from the

directly for the event management

Service providers including artists, technical production companies, caterers etc. who are contracted by the event management to provide

Table 1. Emergency management stakeholders and their commonly employed communication

managements to match their communications methods with the changing patterns of their stakeholders (e.g. warnings via Facebook updates to Smart Phones) and 5) the interactivity would enable a whole new range of services to be provided (e.g. traffic congestion updates

The proposed emergency communication framework would provide the foundation upon which future advanced emergency planning, management decision-making and response

meteorological monitoring services, traffic monitoring services etc.

Examples could include

**Stakeholders Descriptions Interaction mechanisms** 

In-person Mobile network Radio network Telephone land lines

In-person Mobile network Radio network Telephone land lines

Web based Mobile network Public broadcasters (TV, Radio etc.) Telephone land lines (recorded messages) *Note: this is primarily a one-way generalised communication.*

> Public address systems Signage Verbal announcements

On-line training & manuals Verbal communications Public address systems Limited mobile network Limited telephone land lines

On-line training & manuals Verbal communications Public address systems Radio network Mobile network Telephone land lines

On-line training & manuals Verbal communications Public address systems Mobile network

Fig. 3. A conceptual model of cloud based communicational decision support tools (CDST).

which information can propagate freely between multiple stakeholders simultaneously. This approach is far beyond current warning systems of emergency management, as it does support real time information sharing for complex decision making tasks concerning risk situations such as fire control, flooding and, crowd control etc. while at the same time communicating public/attendee announcements and updates through the web based applications on different mobile devices.

Barr et al. (2009) suggested that deploying cloud based applications as an effective management tool makes management significantly easier. However, the system needs to support all of the software management needs for their entire range of activities. For instance, it implies that management needs a systematic way, similar to that of an assembly production line process as opposed to a manual approach. Marston et al. (2011) identified five key advantages of cloud based system including 1) it makes lower the cost of entry for business if there is a lack of resources for widespread deployment of IT services, 2) it can provide an almost immediate access to technological resources, with no upfront capital investments for internal and external users, 3) it can make lower IT barriers to innovation, as can be witnessed from the many promising start-ups, from the popular online applications such as Facebook and YouTube, 4) it can make it easier for enterprises to extend their services – which are increasingly reliant on accurate information to meet the client demand continuously and finally 5) it also makes possible new classes of applications and delivers services that were not possible before.

These benefits (Marston et al., 2011) are applicable in our special event risk management context. 1) The proposed cloud based communications system would lower the entry/conversion costs, 2) it would be easily established without significant infrastructure costs to stakeholders, 3) it would enable the system to be tailored to new trends in communications rather than being tied to existing technology, 4) it can enable event

Fig. 3. A conceptual model of cloud based communicational decision support tools (CDST).

which information can propagate freely between multiple stakeholders simultaneously. This approach is far beyond current warning systems of emergency management, as it does support real time information sharing for complex decision making tasks concerning risk situations such as fire control, flooding and, crowd control etc. while at the same time communicating public/attendee announcements and updates through the web based

Barr et al. (2009) suggested that deploying cloud based applications as an effective management tool makes management significantly easier. However, the system needs to support all of the software management needs for their entire range of activities. For instance, it implies that management needs a systematic way, similar to that of an assembly production line process as opposed to a manual approach. Marston et al. (2011) identified five key advantages of cloud based system including 1) it makes lower the cost of entry for business if there is a lack of resources for widespread deployment of IT services, 2) it can provide an almost immediate access to technological resources, with no upfront capital investments for internal and external users, 3) it can make lower IT barriers to innovation, as can be witnessed from the many promising start-ups, from the popular online applications such as Facebook and YouTube, 4) it can make it easier for enterprises to extend their services – which are increasingly reliant on accurate information to meet the client demand continuously and finally 5) it also makes possible new classes of applications and delivers

These benefits (Marston et al., 2011) are applicable in our special event risk management context. 1) The proposed cloud based communications system would lower the entry/conversion costs, 2) it would be easily established without significant infrastructure costs to stakeholders, 3) it would enable the system to be tailored to new trends in communications rather than being tied to existing technology, 4) it can enable event

applications on different mobile devices.

services that were not possible before.


Table 1. Emergency management stakeholders and their commonly employed communication mechanisms at special events and festivals.

managements to match their communications methods with the changing patterns of their stakeholders (e.g. warnings via Facebook updates to Smart Phones) and 5) the interactivity would enable a whole new range of services to be provided (e.g. traffic congestion updates and suggested alternate exit routes).

The proposed emergency communication framework would provide the foundation upon which future advanced emergency planning, management decision-making and response systems can be grown.

Cloud Versus Clouds: Emergency Response Communications

settings (Paulos, 2009).

functions.

appropriate.

**7. Discussion and conclusion** 

at Large Scale Festivals and Special Events – Innovative ICT Applications 59

have proven the potential worth of so-called 'crowd-sourced' mobile phone data (Paulos, 2009; Bessis, 2010). Some of these pilot studies have shown that mobile phones and mobile sensors can be used by ordinary 'citizens' to gather data that could be useful in various

*Collective intelligence/complex event processing:* According to the information provided by Bessis et al. (2011), the concept of collective intelligence creates a free-flowing system of knowledge with no bureaucratic controller. According to Lévy (1997) the platform can also provide an informational free-for-all where no-one decides what knowledge is worthy of contribution and what should be left out. Gualtieri and Rymer (2009) suggested that complex event processing is best for applications that require near-real-time responses to

This chapter does not claim to provide answers that will prevent future emergency situations at festivals and events, it does however open up potential ways in which such situations can be managed more effectively and efficiently. Human error and extreme acts of nature will still occur. However, the use and integration of emerging ICT systems into the field of festival and special event management provides great promise in terms of risk mitigation and emergency planning, monitoring, controlling and response management

As mentioned earlier, in many ways the festival site described is the equivalent of a temporary small city with a daily population of between 20,000 and 25,000 residents and visitors. This requires sophisticated risk management plans supported by sophisticated decision making and communications systems. The cost of creating such a system to cover such a short period of time, less than one week, is a challenge that requires innovative approaches. While setting up extensive emergency communications systems to respond to major incidents may be justifiable when addressing the concerns of a major, 1,000,000 or more, city, it becomes increasingly harder to justify major expenditure on infrastructure for smaller towns and indeed, in our research context, festivals and events. Yet, what price can be put on the potential risk to human lives in the event of an extreme emergency incident? Realistic solutions must therefore be sought to mitigate the potential likelihood and consequences of such events through the use of systems that are both affordable and context

The future use of pervasive smart phone and pad type technologies are critical to the ability of event and emergency service organisations to create a communications delivery system that can meet the real time challenges of pro-actively responding to emergency situations at events. Many festivals and events are moving towards creating smart phone applications that create an informational relationship between potential and actual consumers of events and the organisers of those events. These applications enable programming, ticketing, site etc. information to be delivered to attendees and purchases to be made. This technology can potentially be used to provide emergency management updates and advice from both event organisers and third parties to attendees. Imagine getting the imagery of approaching storm fronts overlaid onto the festival site map or having the safest road to travel home based on latest road flooding advice from the local roads authority automatically downloaded onto

dynamic, multifaceted, rapidly changing situations (cited in Bessis et al. 2011).
