Sion Summer Camp - Event Risk Assessment

Risk Assessment Form

D-Weekend North – Part complete as of 29 th October 2014

Completed by Matthew Corrigan Place: Alban Roe House, Ampleforth Abbey, Ampleforth, York, North Yorkshire, YO62 4EN

Date: 12th June 2014 – 15th June 2015

This event is for young people in school years 7-9 who have recently experienced a mission week provided by the Sion Youth Mission Team, as well as other individuals (again from years 7-9) from various other backgrounds. It involves students from multiple schools coming together during term time for talks, religious services/activities and social activities. Participants will normally camp on site in private tents. The Sion Community will be responsible for the day to day welfare of the young people during the event, but school staff (if accompanying a group) are responsible for safe arrival and departure, as well as acting as a point of contact for any issues arising. School staff will be accommodated in the main building in twin bedrooms. All food is provided by the centre.

Signed

Potential Hazard Risk Control measures to minimize the risk Comments Consequence x Likelihood = Risk rating (Red – High[remove/reduce], Amber – medium [control risk], Green – Low) SET-UP Soft controls: Team to follow principles Lifting and carrying loads Strained muscles. Back injury. (2x4=8) of manual handle, to utilize trolleys and (including sound equipment, other equipment and to seek assistance luggage, etc) as necessary. Breaks to be taken as needed. Team to be vigilant to other team members not following safe © Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 practice. Only those who are part of the Sion Youth Team for this event, and adult volunteers based at the centre will be expected to assist in this manual work (i.e. no young people). Dropping heavy items of equipment Broken bones on feet (3x3=9) Soft control - care to be taken. Shoes to Bruising (1x4=4) be worn at all times. Cuts to legs and/or feet (2x3=6) Steel toe-capped shoes can be recommended to those helping with set- up. (reduces likelihood to 2, risk is then low) Those not involved in set up to remain out of the way of set up to prevent accidents. Set up to be complete before participants arrive where possible, and alternative activities provided as needed. People walking with long beams or Head injuries (3x3=9) Care taken in manoeuvring. Long poles poles and turning around, or other Eye injuries (3x3=9) to be carried by multiple people at either accidents. end to prevent accidents.

Fire Risks: Young people prevented from being too First aid room located Bonfire – outdoor fire Burns (3x4=12) close to fire by team and physical in atrium throughout Smoke/ ash in eyes/mouth (2x4=8) boundaries. festival. Designated Fire enclosed in secure manner. first aider on site First aid kit ready, and running water (other trained first available to minimize burn damage in aiders only to treat in case of incident. emergencies or where © Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 Water buckets available to extinguish designated first aider fire after use, and to extinguish quickly is truly unable to if an incident develops. attend).

Candles in prayer times, including Burns, including from hot wax in Set up away from fabrics likely to cause Mass. extinguishing (2x4=8) fire to spread. Only team to extinguish candles and to do so carefully. Candles away from walkways and seating areas where people may not see them. Fire procedure explained to all participants on first day. Materials, such as fabric screens, Burns (2x4=8) Turn off electrical equipment when not The risk of smoke igniting resulting from contact to Smoke inhalation (2x3=8) in use. inhalation is more hot electrical equipment (e.g. Emotional Scarring (3x1=3) Do not place materials in close contact pronounced due to lighting/projector). to any electrical ventilation ports or hot confined space in a equipment. marquee – therefore Keep exits of marquee clear. exits must be kept clear to allow efficient exit from area in case of fire Overheating of electrical equipment, Burns (2x3=6) Keep ventilation ports clear, e.g. avoid or electrical faults in equipment Electrical burns (4x2=8) placing on soft surfaces which may such as projectors and large Emotional Scarring (3x1=3) cover these. speakers leading to Check all wires are correctly insulated fire/electrocution. during set-up. Avoid overloading electrical sockets through multiple high-load appliances or © Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 multiplying extension leads. Turn off equipment that is not in use.

Electricity – use of outdoor Electrical faults leading to electrocution burns Check equipment is correctly insulated electrical points to run audio/visual and/or death (2x5=10) and fused, e.g. no visible damage to equipment. Electrical faults caused by presence of water wires. due to rain – (3x4=12) Check the electrical sockets to ensure Electrocution due to improper activity by shielding from weather to sufficient individuals at electrical points. (2x5=10) degree using plastic guards present. Use correct connections and follow manufacturer instructions. Effects of Hot/Cold Taking place during summer season. Cold weather, especially at night. Hypothermia (4x2=8) All advised to bring suitable night- Flooding affecting sleeping areas. clothing, and will be sleeping under shelter of tents. A person to check for weather warnings to pre-empt any severe weather and make appropriate arrangements including ending the festival early or bringing participants into internal accommodation in emergency circumstances. Hot weather Hyperthermia/heat stroke (4x3=12) Shaded, cool areas available during breaks. Remain hydrated during day – water constantly available. Sunburn (2x3=6) Use of sun cream to be advised.

© Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 Food Allergies and dietary requirements to be Provision of food to participants Allergic reactions (5x2=10) reported to Sion Youth on event booking form. All relevant information to be handed to cooks and followed. Food stored separately where needed to prevent contamination – e.g. separate cereal containers for gluten-free cereal options. Food storage, preparation and Food poisoning (3x3=9) All food cooked according to standard serving food hygiene procedures by experienced persons.

Food storage and disposal of waste Attraction of wild animals; attraction of Food waste to be disposed of into bins insects. Increased risk of animal bites and immediately after meals. Bins to be stings (2x4=8) emptied daily. Increased spread of diseases (3x3=9) Eating food too fast, or while Choking (3x3=9) Entertainment provided after meal. talking, laughing etc. Sufficient time allowed to eat between activities. Sion Youth team present at meals to assist in any choking related incidents. Bites and stings Minor insect bite (2x3=6) Allergies to be reported to Sion Youth, Allergic reaction to insect bite/sting (4x2=8) and necessary procedures in event of reaction to be known. First aiders available to assist with minor injuries.

© Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 Child Protection and Bullying (3x4=12) Leaders to be vigilant and to respond Safeguarding. appropriately to any bullying or excluding behaviour with regard to participants. .

Sexual activity between those below age of Separate areas for male/female sleeping consent. to reduce risk of individuals feeling Safeguarding contact: (4x2=8) vulnerable and/or behaving Kasia Bieganska inappropriately towards opposite sex. Clear guidelines on conduct expected from participants included in welcome pack provided on arrival. Abuse in any form at event by community Participants accommodated in separate members, team or other visitors. (5x2=10) sleeping areas to adults/leaders. Separate male and female sleeping areas. All leaders to be CRB/DBS vetted and known to Sion Youth Mission Team. Young people to have a contact for concerns arising. Sacrament of Reconciliation provided in a manner that respects privacy, but protects young people (e.g. in a room where multiple people are receiving the sacrament, or in a open space) All team – small group leaders, ministry team, welcome team, serving team – to have received instruction in safeguarding by Sion Community unless © Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 they are already a full time member of the community and have thus been trained appropriately. Sion Community safeguarding policy to be followed as well as the Sion Youth e- safety policy and the guidelines for Prayer Ministry – the content of which must be understood by anyone involved in relevant activities. Use of Alcohol and Drugs Drunkenness, leading to impaired decision- No alcohol or drugs permitted on site. making and increased chance of harming self. Site rules to be announced on the first (3x3=9) day. Alcohol poisoning/drug overdose (4x2=8) Security Unauthorized entry of persons during event. All visitors to the centre required to sign (3x2=6) in prior to entry. Team supervising event throughout. Name badges to be worn by all participants and team; anyone without such a badge is to be approached by a member of team to determine their purpose on site.

Intruders approaching participants while they Rota of people to secure premises and are sleeping. be on hand to respond to any incidents (4x2=8) arising. Mobile number of duty security person to be advertised. A designated team member will be present and accessible in the night.

© Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 Individual participants leaving site and No participants to be permitted to leave becoming separated from the group. groups on own initiative. Small group (2x2=4) leaders to ensure all of their small group is present throughout the day and to follow up on all absences immediately. Behaviour of participants, Participants causing injuries to one another Supervision of young people - ratios of NSPCC RATIO: maintaining order. (2x2=4) adults to children in accord with NSPCC 1 Adult leader: 10 13- Failure to follow site rules increasing guidelines. 18 year old children. likelihood of hazards occurring. Contact details of parents/school with (2x2=4) the right to ask participants to leave in case of persistent behaviour which poses a danger to the safety of anyone on site. Various minor injuries. Minor bleeding resulting from paper cuts. Care to be taken by individuals. Handling paper handouts (4x1=4)

Pins used to secure materials to Minor bleeding (3x1=3) Generally out of reach of most cover marquee in decoration. individuals without aid. Pins secured so that sharp end is on inside of material to reduce chance of pricking someone. Outdoor temporary wash basins. Risk of injuries resulting from broken glass or Knives and other cooking utensils other sharp objects present in wash basins. washed separately in centre kitchen. Minor Bleeding (3x3=9) Washing up after meals to be supervised to reduce chance of misbehaviour leading to this incident occurring. Metal basins to be fully secured to frames to prevent movement of basins causing injuries to persons through © Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 pinching.

Dramas by Sion Youth team Friction burns (3x2=6) Appropriate clothing recommended to Trips/falls, including off staging, leading to be worn to cover limbs. Care taken. bodily injuries such as sprains, bruising, bleeding, etc. (3x2=6) Appropriate area to be used, obstacles Splinters from staging (2x2=4) removed as needed. Leaders to be vigilant as to increased trip likelihood (e.g. untied shoes, or uneven ground) and advise as necessary. Staging to be checked before to and poor quality blocks not to be used. Repainted where necessary.

Staples embedded in staging could cause Remove staples where an end is Protruding objects minor cuts to body during dramas (3x2=6) exposed/hammer in staples fully.

Eye injuries (3x3=9) To avoid protruding objects. Any that are unavoidable must be highlighted with coloured tape, and sharp ends dulled using tape.

Use of paints, glue, etc. in free time Risks of ingestion and poisoning (2x3=6) Non-toxic paints supplied. and creative sessions. Eye injuries from improper use of paint Team to maintain regular checks of the brushes (2x3=6) art areas in order to maintain order and safety. Responsible care to be taken by participants, as directed by leaders in announcing the use of these rooms. Manifestations during prayers Head or other bodily injuries from individuals Seating available during prayer times. falling to the ground in response to spiritual Team to be available to assist encounter or profound restfulness. (2x3=6) individuals during prayer times. Team to keep eyes open during prayer ministry to allow intervention (as per Prayer Ministry Guidelines). All on ministry team to have received training and instruction on Sion Community prayer guidelines. Trips and Falls Tripping over equipment and/or wires in All wires to be securely taped down, walkways or seating areas leading to bodily ideally out of reach of main walkways. injuries (3x3=9) Equipment to be set-up neatly, and unneeded equipment to be kept out of the way of participants.

© Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 Trips on outside stairs leading from main Anti-slip gritted panels on main outdoor building to marquee causing bodily injuries stair edge. In case of damage to these (3x3=9) stairs resulting from erosion, participants are to be advised to use ramp to access the marquee. Objects, such as lighting, fixed Falling off stage (3x2=6) Low height staging used, around 0.3m overhead. high. Soft controls used- care taken. Only band, speakers, and team on stage. Participants invited on stage to be directed where to stand (e.g. those reading at Holy Mass will stand at ambo so unlikely to be near edge of stage). Steps provided to aid getting on and off the stage blocks.

Tripping over gaps in between staging blocks. Care to be taken by all on stage. Be (3x2=6) aware of any gaps in stage blocks during setup and highlight these to relevant users of the stage.

Tripping over carpet especially at joins Taped down to reduce chance of between carpets. (2x3=6) catching one’s foot.

Possibility of falling down and causing Strip lights secured with a number of zip injuries to head and body (4x3=12) ties and held tight to marquee beam to reduce movement and possibility of loosening. Stage lighting secured using supplied © Sion Community 1984 - 2014, All rights reserved. Charity No. 327967 clamps to a lighting beam, which is if secured by metal wire.

Marquee stability Marquee falling down (whole or in part) due Assembled by supplier who is to strong winds, being incorrectly secured to experienced at use of the marquee. ground or incorrectly assembled, leading to Team members to be vigilant to damage severe bodily injuries. (4x2=8) to marquee structural supports. Avoid hanging heavy objects on beams not capable of carrying heavy weight.