Events

1. Events

2. A very brief gallop through the things you might need to think about when planning to organise an event

3. Health and safety plan

4. Covers all aspects of Health and Safety management at the event • Event overview and risk factor overview • Site plans • Full risk assessments for event • Overview of safety management procedures, lines of control and communication etc. • Analysis of specific hazards and how you will manage these

5. Staffing • Emergency plans • Welfare • Contact details and other useful information

6. Site planning for outdoor events

7. Consider: • Emergency Access Gates and routes • Fire control • Crowd movement • Other criteria • Site or event specific criteria

8. Emergency Access Gates and routes • Emergency Access Gates and routes should be at least 4 meters wide • Emergency Access Gates and routes should have no overhead structure or cable less than 4.5 meters from the ground • Emergency routes should be capable of taking the weight of a fire-fighting appliance, which is around 12.5 tonnes • Emergency routes should be capable of coming within 50m of any structure

9. Fire control • Sufficient gaps should be allowed between structures to prevent the spread of fire. A six-metre gap should be imposed between all significant structures such as: • Stages • Marquees • Performance / workshop / stall areas • Bars and Catering

10. Crowd movement • Crowd movement and safety is an overreaching consideration to be born in mind when deciding on the site plan. You should aim to place features carefully in order to: • Avoid potential areas of overcrowding developing • Avoid potential bottlenecks occurring • Avoid problems associated with queues • Avoid hazards in public areas

11. Common sense will be your greatest ally. For example: • Don’t place a bar next to the main stage • Don’t place catering where the queue will spill onto and block a path • Don’t place a generator at the bottom of a slope that children are known to enjoy rolling down • Etc. etc

12. Other criteria • Existing terrain, natural features and hazards • Slopes • Existing paths • Areas likely to become waterlogged in the case of extreme weather • If applicable, problems encountered in previous years • Vehicle movement • Restricted access areas

13. Amount of space needed around structures • Spreading welfare and first aid facilities throughout the site • Optimal positioning of control features • Disabled access • Staff facilities • Risk rating of areas • Any relevant preventative and protective measures identified in risk assessments • Any other factors as applicable

14. When deciding the site plan you should consult with the landowner, the statutory and Emergency services and other site users as appropriate. Risk assessments can be extremely useful as an aid to making difficult placement decisions in a safe and logical manner. It is vital to make site visits. Too many people have placed a catering stall in a nice clear section of map only to find on the day that the area concerned was on an incline and unsuitable for the stall.

15. Welfare

16. Staff welfare • Toilets • Rest facilities • Catering arrangements • Drinking water • First aid facilities • Staff working hours, breaks and relief periods • Don't forget cover during set up and take down periods

17. Public and participant welfare • Toilets • Catering arrangements • Drinking water • First aid facilities • More facilities may be required for larger events (message boards, collection points, cloakrooms, counselling facilities, specialist first aid etc.)

18. First aid • For staff make an assessment of what first aid cover is required based on the guidance to the Health and Safety (First Aid) Regulations • Public are not covered under these Regulations but are covered by general duties. Make an assessment of what public provision is required. Guidance is given in HSG195 A Guide to Health, Safety and Welfare at Pop Concerts and Similar Events

19. Employ reputable first aiders • Consider: • Procedures for different levels of injury • Role of event staff in procedures • Patrolling arrangements if applicable • Emergency procedures and calling the Emergency services • Reporting procedures

20. HSE recommendations for toilet provision at outdoor events are as follows: For events with a gate opening time of 6 hours or more: 1 toilet per 100 females. 1 toilet per 500 males plus 1 urinal per 150 males. For events with a gate opening time of 6 hours or less: 1 toilet per 120 females. 1 toilet per 600 males plus 1 urinal per 175 males. Toilets

21. In order to use the recommendations you should use the peak capacity of the event (as opposed to numbers attending throughout the day, if applicable) and the expected male female split. Unless there is a good reason to do otherwise you can assume a 50:50 split. You may need to make further assumptions that may raise or lower the assessment of toilets required at the event. For example, if you are expecting the event to have a high audience turnover i.e. the average person will not be staying for very long, if there are public toilets close by or if the event is situated very close to people’s homes, then you may need less provision.

22. HSE recommendations for the provision of free drinking water at outdoor events are as follows: 1 outlet per 3000 people and 1 outlet per 10 caterers in the same area. Drinking water

23. Control and coordination

24. Produce a detailed Health and Safety plan for the event with in depth supporting documents such as risk assessments and site maps and plans • Ensure full liaison has taken place prior to the event with relevant statutory and emergency services and that relevant event documentation has been shared • Produce clear briefing sheets for all event personnel and organise training sessions • Ensure all appropriate licenses and insurance are in place

25. Ensure you operate a robust event control on the day of the event. Position event control in a clear space with good view of the event site. Do not combine with any other station or structure that may prove a distraction to the efficient running of event control • Always keep the public informed and feed them as much information as you can. Information is one of the best tools to combat disaffection or panic • Signage should be sufficient, clear and unambiguous. Signs must be safely and securely erected • Site maps and emergency instructions should be made available to the public

26. Although mobile phones do have their uses be wary of relying completely on them for staff communication • Radios should be provided for key festival personnel and an agreed radio procedure followed • A mobile phone list should be provided as a back up • Ensure you are able to contact other key personnel on the day quickly and easily, for example police, land owner, license holder etc.

27. Ensure management and supervision hierarchies on the day are clear • Ensure the event Health and Safety plan and personnel briefing sheets provide adequate instruction re how to deal with difficult and emergency situations and when and how the emergency services should be called • Ensure the event emergency plans are fully communicated, resourced and agreed by all concerned

28. Assess numbers of first aiders and stewards you will require for the event. Guidance on public first aid is available in HSG 195 • When assessing minimum stewarding requirements for the event / constituent areas you may need to think about: • Audience profile • Expected numbers • Performer profile • Nature of area / event • Specific tasks needing to be undertaken

29. Potential problem areas • Risks and hazards associated with area / event • Overcrowding and crowd movement / management issues • Presence of vulnerable persons • Spread of facilities • Issues from previous years, if applicable • Location of control facilities • Any relevant preventative and protective measures identified in risk assessments • Any other relevant factors

30. Electricity

31. Undertake risk assessment • Use an electrician: • At outdoor events an electrician can be invaluable to check equipment and make electrical connections and before the day to give advice if required • For indoor events an electrician may be required if equipment is complex or dangerous

32. Ensure PA and other electrical equipment is fitted and managed by competent persons • Ensure RCD protection is in place, preferably at the switchboard • Ensure all portable electrical equipment is PAT tested • Ensure all generators are fenced off and earthed • Ensure any other potentially dangerous areas are fenced off

33. Provide suitable fire extinguishers • Provide appropriate signage • Take extreme care if working near overhead wires • Outdoor events may need to check for the location of underground supplies • Monitor and manage electrical safety at the event • Carry out visual checks and inspections as required • Information, instruction and training

34. Use the lowest voltage you can • Not overload extension leads or sockets • Check all equipment is correctly fused, earthed and insulated • Keep water away from electricity • Keep the general public away from electricity! • Do not rely on other people’s electrical equipment being safe • Encourage staff to report electrical problems and act on these promptly

35. Cables and wires are potential trip hazards. These should always be secured and located to minimise risk of slips, trips and falls e.g. against walls in preference to floors, located out of public areas where possible, located out of access or traffic routes where possible

36. Cable ramp

37. Cable matting

38. Gaffa or duck tape

39. Key documents • Electricity at Work Regulations • HSG85 Electricity at work safe working practices (£7.95) • GS50 Electrical safety at places of entertainment (£6) • HSG107 Maintaining portable and transportable electrical equipment (£7.95) • INDG231 Electrical safety and you (£0) • INDG 247 Electrical safety for entertainers (£0)

40. Fire protection

41. Undertake a fire risk assessment • Manage dangerous substances • Assign and train 'competent persons' to assist with fire safety measures • Maintain relevant equipment • Information, instruction and training

42. Provide general fire precautions: • Fire detection and warning systems • Fire fighting equipment • Ensure there is sufficient means of escape and that this is safely maintained • A plan of action should fire occur (emergency procedures)‏

43. Indoor events will be most straightforward. You will need to apply the same principles to outdoor events as best as you can. For example, fire wardens and stewards can provide fire detection, klaxons, bull horns and / or PA announcements can provide fire warning. See my website for how to calculate occupant capacity for outdoor events

44. Things to consider: • Electrical fires • Fire risks caused by staff / participant activities • Fire risks caused by public activities • Risk of fire in refuse bins or temporary refuse build up • Risk of fire from existing vegetation • Safe storage of flammable substances • Arson • Use of fire retardant materials

45. Positioning of relevant signage • Sharing information with other parties on site • Fire breaks - positioning of stalls, activities and other instillations at outdoor events • Fire instructions • Smoking • Electrical safety • Unauthorised access • Stage areas • Tents and marquees

46. Stage areas • Electrical safety • Use of fire retardant materials • No smoking • Management of any dangerous activity • Suitable fire fighting equipment • Evacuation plan

47. Tents and marquees • As 'stage areas' above • Sufficient number of signed fire exits or at least two open sides to provide a means of escape in case of fire • Should be able to be evacuated in under 2 minutes • Monitor overcrowding and keep exits clear

48. Key documents • The Regulatory Reform (Fire Safety) Order • A Guide to fire precautions in places of entertainment and like premises (around £20 from TSO) • Fire safety an employers guide (£9.95 from TSO)

49. Fire Safety Risk Assessment - Large Places of Assembly • Fire Safety Risk Assessment - Theatres, Cinemas and Similar Premises • Fire Safety Risk Assessment - Open Air Events and Venues • (All £15 or free to download from DCLG)

50. Noise