Completing of Event Risk Assessment

Health and Safety Event Planner Checklist

Appendix 5 This form should help you to plan your event, identify what needs to be done and allows you to record when actions are completed.

1. What are the Hazards? Use the checklist to identify safety and other risks which may be present at your event site or activities – highlight those you identify. Hazards can be identified by:  Walking around your workplace or where the event will occur  Asking other employees what they think  Checking manufacturers’ instructions  Speaking to the Health and Safety Department

2. Possible Controls / What are you already doing? Once hazards have been recognised, controls need to be identified to either reduce or eliminate. On the form are possible controls some of which may be routinely carried out i.e. grass cutting – just tick them off when they are done!

3. What further action is necessary - Actions to be taken List any actions/activities that still need to be carried before the event begins - you need to make sure that you have reduced risks “so far as reasonably practicable”.

4. Completed by Who When Done Once you have identified how risks can be reduced or eliminated, it is then important to complete the actions and record whose responsibility it is and when it should be done. Any significant risks that you identify should be recorded on the standard RA3 risk assessment form to evidence that risks have been managed. Your section head or station manager should sign these forms off.

5. Review

A risk assessment is not a static document it is constantly evolving and should be reviewed each time an event occurs, this will ensure standards remain high and also highlight any significant changes in the workplace. Make sure you have a copy of this document at your event, to use as a final sign off. Event: Location: Date:

Event Checklist Hazard Possible Controls To Actions to be taken Completed by Do Who, When √ Planning and management; 1. Timescales – build up, I. Checklist. load in, the show, load II. Pre-brief. out and breakdown III. De-brief. 2. Roles and responsibilities IV. Ensure relevant CF&RS, FF not identified charity or other insurance 3. Insurance documentation is in place Venue and site design; 4. Site V. Grass cutting 5. No of attendees VI. Pavements and roads swept 6. Parking VII. Lock restricted access areas 7. Layout VIII. Salting in cold weather 8. Seating IX. Wet Weather provision 9. Floor and ground surfaces X. Bin emptying before and during 10. Access to all areas 11. Waste facilities XI. Provide seating

XII. Provide temporary ramps

XIII. Evacuation routes

XIV. Provide visitors with site plans Structures 12. Collapse XV. Identify trip hazards 13. Trips 14. Crowding XVI. Ensure all structures have been checked

XVII. Crowd control barriers

XVIII. Members of staff on entrance to control the flow of people Fire safety 15. Additional nos. XIX. Inform Control of ‘out of 16. Change of normal use ordinary’ activity and numbers 17. Ensure the venue being on site. used complies with the XX. Clear signage for evacuation latest fire regulations Crowd management 18. Large no. of people XXI. Use of barriers, tape, cone to 19. Children restrict access.

XXII. Warning signage

XXIII. Ensure all staff know how to deal with lost children Transport management 20. Vehicles XXIV. Restrict movement of vehicles. 21. People XXV. Use of barriers, tape, cone to 22. Fixed security barriers restrict access. XXVI. Warning signage XXVII. Marshalls (hi-viz and torches) XXVIII. Override buttons Communication 23. Lack of communication XXIX. OIC and contact method with individuals or large XXX. PA system numbers XXXI. Loud hailers XXXII. 2 way radios Medical: ambulance and first-aid 24. Injury or ill-health XXXIII. Provide by staff – who, location management and contact XXXIV. Arrange St. John’s Ambulance. Welfare 25. Lack of Breaks for XXXV. Quieter area organisers XXXVI. Security for staff

Food, drink and water 26. Lack of Availability for XXXVII. Bringing own Organiser XXXVIII. Hire in catering facilities to 27. Lack of Availability for provide provision Attendees XXXIX. Use of CFRS kitchens following 28. Ill-health due to poor confirmation of food hygiene hygiene, cooking, certificate or experience, and warming or storage briefing for use and clean up of equipment. Sanitary facilities 29. Male XL. Identify toilets for each group 30. Female XLI. Reserve area for baby changing 31. Nappy Changing XLII. Provide accessible toilets 32. Disabled Sound: noise and vibration; 33. Excessive levels XLIII. Check and ensure below 83db 34. Long period of noise 35. Complaints from XLIV. Reduce the amount of time neighbours exposed to the noise

XLV. Inform neighbours in advance

XLVI. Turn down noise levels in the evening Facilities for people with specific 36. Access XLVII. Signage requirements 37. Hearing XLVIII. Joining instructions 38. Dietary Requirements XLIX. Signer, subtitles, hearing loop 39. Prayer room L. Room allocated for prayer LI. Range of catering facilities to cater for all Electrical installations and lighting 40. Shock LII. Pat testing equipment 41. Overload LIII. Site capacity

LIV. Waterproofing LV. Use of generators Special licensing 42. Music being used to LVI. Gain a music license solely entertain LVII. Apply for temporary license 43. Alcohol being sold Others providing Amusements, 44. Accidents to providers LVIII. Pre-brief, written confirmation of Attractions and promotional and others site layout and expectations. displays (including Service Public liability insurance resources, which at the event, stay provided and checked. the responsibility of the provider i.e. LIX. Adequate risk Assessment Vintage vehicles, Bouncy Castles ) LX. Draw up contract of responsibility Performers 45. Accident to themselves or LXI. Insurance check other LXII. Risk assessments check (verbal for small business)

LXIII. Draw up contract of responsibility Special effects: fireworks and 46. Damage to property or LXIV. Fire Risk Assessment check pyrotechnics others LXV. Insurance check LXVI. Accreditation LXVII. Draw up contract of responsibility TV and Media 47. Accident to themselves or LXVIII. Insurance check other LXIX. Risk assessments check Waste management 48. Fire LXX. Adequate containers 49. Lack of recycling LXXI. Additional collection arranged 50. Rubbish/waste removal LXXII. External waste stores or to be removed Rectification of site 51. Accident involving LXXIII. Do a full sweep of premises to equipment left ensure all equipment removed Pre event health and safety briefing 52. Accident during event LXXIV. Complete briefing to all staff who will be working at the event Pre Event Briefing 49. People unaware of LXXV. Complete briefing to all staff roles during event who will be working at the event Any other Low risks? 50. LXXVI. 51. LXXVII. 52. LXXVIII.

Any high risks? Any identified risks that are significant either due to the likelihood of an accident occurring or the injury being high, should also be fully risk assessed using the RA3 form.

Completed by: Signed off by: Date: Date: Additional Checklist - Use of Sadler Road Site

Required? Actioned Comments Rooms booked Handyperson booked for room make up and clear down Heating required (out of normal working hrs)

Cleaners informed prior - to make ready rooms Location of vacuum, mop and brush or cleaners required following event Inform Control of ‘out of normal use’ First Aid arrangements Fire Procedures and alarm system Contacts in case of property emergency Selling alcohol – display certificate of application for temporary license Using computer and sound system Using kitchen equipment Obtaining hot water Site security following event Location of barrier override button