rox festival 2015 event health and safety ref to risk

Event Health & Safety File ROX2015

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ROX FESTIVAL 2015 EVENT HEALTH AND SAFETY Ref to Risk Assessment All of the above is subject to many influences such as the Rox Charity being able to raise enough sponsorship and licences being granted. The Rox Charity reserves the right to reduce the programme of events or cancel if circumstances occur which are beyond our control. 1. Proposed Traffic Management Strategy Location between Mini Roundabout and Norfolk Square Please see the site map for the locations of all the road closures and entrances and exits, and the ROX2014 risk assessment in addition to any recommendations by Safety Group (SAG) meetings for ROX2014 and recommendations from West Downs Division Police • Road closures in place and signed appropriately (see map) • Road closures will be manned and a rota system arranged/managed • As applicable, Road Signage (All road signs will adhere to the Traffic signs regulations and general Directions 1994, assistance and advise being taken from nominated contractor. • Security/stewards will be assigned to escort any vehicles requiring access to the Royal Norfolk Hotel guest car park; security/stewards will also be assigned to keep public a safe distance from moving vehicles. • In the event that emergency access or exiting is required extra volunteers’/security will be assigned to those areas as appropriate. Police will be made aware of an emergency and the changes to entrance or exiting as appropriate • Appropriate P.P.E. supplied to people manning road closures. • All crew and volunteers briefed on roles and responsibilities at site meeting on days of event. Proposed road closure for ROX2015 runs from the mini roundabout by the Royal Norfolk Hotel to Norfolk Square, see map for details.


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ALSO SEE: • Site Plan • Maps • Capacity Strategy • Statement for use of Fire Fighting equipment 2. Delivery vehicles LOCATION Main area is the hotel site and second area is Fringe Area on Aldwick Road All contractors that require site access will be given instructions in advance, regarding arrival on the site. Most ‘Set up’ Vehicles arriving prior to the event will be overseen by the Rox organisation. All vehicles arriving during the event will be given instructions in advance, but this traffic will be avoided where possible. Note: With careful planning no delivery vehicles needed access during opening times of ROX2015 During the event there will be some traffic requiring access to the rear of Stage one and the Fringe Area: • Stage one and stage two traffic will use the entrance on West Street that is not used by the public and will loading and unloading in the back stage car park supervised by the main stage manager and crew • The Fringe area traffic will use the entrance on Aldwick Road – only on the Western side of the road closure. Reflective jackets will be given to all people managing traffic. Also see: • Traffic management plan • Statement for use of Fire Fighting equipment 3. Generators Site map location: Behind Main Stage, beside bar, behind CONCEPT Stage, Rock Garden area (Fringe section) At ROX2015 we will be using, 2 small, 1 medium and two large generators supplied, installed and maintained by the accredited company. There will be one medium generator behind the second stage, one by the performance area in the Fringe section and another one in the fringe bar area. There will be restricted access and safety signs posted well away from the public, (Placed behind fencing) and fire extinguishers in situ. They will be part of the on site electricians job to ensure they are properly installed certificated and checked. First Aid team will be notified of their location at the site meeting. The Arena stage will be supplied from the large generator that will be sited away from the public and fenced in at the backstage area. The Fire brigade will be given a copy of this document to note the location of the generators.


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The storage of any fuel will comply with the C.O.S.H.H regulations (a copy is held by the Rox Organisation) in a compartment of a locked marked vehicle parked away from any source of ignition. Please note: that where possibly all electrical supplies will come from fixed, existing sources to avoid the use of generators. Also see: • Fire training strategy • Statement for use of Fire Fighting equipment • Sound, light and electrical equipment 4. Stages Site map location: Arena Stage in the grounds of The Royal Norfolk Hotel. Concept Stage in the skate park. Classic Stage inside the Hotel. Garden stage in the rock gardens and beach party stage at Vision nightclub on the pier. The Main stage is being supplied and erected by a reputable contractor. They will also be checking the stage throughout the event and providing information on its wind capacity and fire retardant rating, (See attached information of stage specification). All stages will be a no smoking area. Each stage will be signed for public orientation, as well as times and place of each performance. Safety certificates for stages will be available for inspection. Each stage will have experienced Stage managers and crew assigned to it during times of operation as well as relevant sound and lighting technicians. The Stage manager will be issued a radio for communications and be in charge of the crew they have been assigned, they will carry out on site training prior to the stage becoming operational. The Rox Organisation will provide relevant P.P.E. and ensure the Stage manager is aware of the crowd control procedures. The fire brigade will be given a copy of this document to note the location and nature of each stage. Security and Stewards will be in place during times of operation (See separate security arrangements supplied by S.B. Security Solutions). Crew/Stewards/performers etc will be issued passes to restrict access to stage areas. Fencing will be in place to guard hazards and keep the public out. Lighting will also be provided back stage to illuminate and show emergency exits as well as allow safe working production areas. Crowd surge barriers will be in place in the main arean to protect the public from the stage, allowing distance and space (in the pit) for security/first aid and safety (i.e. good line of sight, safety of performers, means of escape). These barriers comply to the standards outlined in the ‘Temporary demountable structures: Guidance on design procurement and use’ publication. Fire fighting equipment will be in place for use by trained crew, (See Fire Training arrangements). Posted information at each stage will include:


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• Evacuation procedure • No Smoking • Fire points • Hazards signed Stage managers will have emergency plans and evacuation procedures to hand. All equipment will be safely stored and monitored by the Stage manager, in the production office, (See map) overseen by the Health and Safety co-ordinator. Professional contractors have been employed for the sound and lighting for each stage and will be providing their own trained crew who will be made aware of the site safety procedures. All the stage power will be provided by the electrician and earthed as appropriate; connections are designed for external use. Certificated and provided by electrician for inspection. Any changes to the publicised program will be posted at the information point. Speaker towers will be placed both sides of the stage and tied in for stability, these will be supplied by the stage company. Also see: • Sound, light an electrical equipment • Production Office • Evacuation procedures • Statement for use of Fire Fighting equipment 5. Production Office Site map location: Inside the crew production marquee The production office will be clearly signed and will be the focal point for site management and production before during and after the event. Two event co-ordinators and the Health and Safety co-ordinator will be based here as well as it being the focal point of contact for all other co-ordinators and crew. Access will be restricted to avoid event production being hindered by overcrowding although in the event of an emergency the emergency services will be given space to operate. Please note that due to the nature of the event all co-ordinators may be elsewhere on the site at any time although at least one allocated person will man the office during opening times. The production office will have posted information to view: • Performance times and places • Emergency procedures • Large site map • As well as having the key documents, including the event log book and accident/incident forms. The production office will be open from 8am to midnight on event days, but will be the focal point before and after the event for the co-ordination of activities.


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At present the production office will be the point where crew etc pick up their assigned radios, as well as any new instructions. Contact each day with the MET office will be established to plan for weather conditions and posted in the office. The production office will be manned throughout the event. A fixed line telephone is also available for emergency use. 6. Sound, Light and electrical equipment Site map location: Throughout site During set-up, the event and breakdown, a competent qualified electrician will be on site to ensure and carry out safe use of the electrics. Tried and tested contractors Concept Productions Ltd will be carrying out all the sound and lighting for each stage during the event, providing their own trained crew to operate the systems as well as set-up and breakdown. They have agreed to provide the Rox Organisation with all the relevant documentation/certificates and will directly liaise with the on site electrician. All overhead equipment will have safety bonds and be carefully mounted on secure structures. Fire fighting equipment will be provided at all the locations for use by trained crew, (also see fire training arrangements). Sound levels will be monitored by Concept Event Productions Ltd and the Event management in accordance with the guidelines received for the event from A.D.C. In the event that Sound levels are found to be over the agreed limits then monitoring person/agency must immediately inform the event management. The HSE has been contacted with regard to the performers with electrical equipment, the advice was given that the Rox organisation should recommend that all personal electrical equipment be P.A.T. tested (Portable Appliance Test). All bands will be contacted. Sound levels will be monitored throughout the event using a portable sound monitor, (as approved by ADC), checks will be made at regular intervals and the results along with action taken will be recorded in the event log book. (See additional documentation for agreed sound levels for ROX2015) Also see….. • Generators……... • Statement for use of Fire Fighting equipment 7. Fencing and other structures Site map location: Various areas throughout site Herris fencing will be used throughout the site for public and crew safety. Maintained by Rox Organisation and monitored by H&S co-ordinators.


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Crowd crash barriers, will be used in front of the main stage, allowing security/Steward control and an emergency space for the first aid to gain access. It also provides a safe area in front of the crowd. These specialty crowd barriers. A small structure will be established in front of the main stage to accommodate the ‘Front of house desk’ (Area where sound and lighting are controlled from). This structure will have fencing around. A cable will run from the front of the Stage to the Front of House structure.( underground ) Any danger areas will be marked and signed, as well as being checked by the Health and Safety co-ordinator. Also see: • Food and drink provision • First Aid 8. Art Exhibition, Workshops, World Area & Garden Party Site map location: Rock gardens, Skate park, Esplanade & Aldwick Road. A fringe co-ordinator has been assigned to oversee the daytime Fringe activities.. An up to the minute list and times will be available on site. The co-ordinator will be in radio communication and have a crew based in the Fringe area during event opening times. All non-public areas will be fenced off and danger areas clearly marked. All fringe artists will be made aware of their arrival times and given relevant passes as well as information on where to park/unload. Disclaimers will be issued in case of damaged equipment. ROX will be operating the fringe activities in various tents which will be supplied, erected and dismantled by contractors. Any changes to the publicised program will be posted at the information point. All workshop and exhibition leaders will be made aware of the event management structure. The activities will be monitored during the event to ensure agreed safe practices are being adhered to, (all workshop activities will be fully discussed with the ROX workshop co-ordinator and health and safety co-ordinator prior to the event) (a list of workshops will be published as soon as confirmation has been received). All hazards such as trailing trip hazards, the use of sharp objects (scissors etc) will be highlighted to leaders and removed/dealt with if necessary.


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Also see: • Evacuation procedures • Workshop list for ROX2015 • Sound, light and electrical equipment • Child protection policy • First Aid • H&S Policy • Statement for use of Fire Fighting equipment 9. Crowd control Site map location: Various S.B. Security Solutions Company will be supplying fully trained security personnel (Including SIA licensed personnel) on duty throughout the event opening times and overnight. They will also be training and co-ordinating the stewards in their duties, such as managing minor areas. Along with the Stewards and the Rox volunteers the HSE recommendations of 250:1 ratio will be fully met. This approximates to 16 Stewards for the ROX2015 event 9a. Capacity Strategy/Event Emergency Shut down The expected numbers for the ROX2014 event is 3,500 over each day of operating hours. These figures have been reached by looking at the profile of the event (See event profile), previous experience and discussions with SAG members. Area capacity, minus footprint of infrastructure, is conservatively estimated at 3500 for The Royal Norfolk Hotel. The ROX organisation will fully co-operate with the police without question. The key to success will be clear communication between any emergency services. S.B. Security Solutions Company will be monitoring crowd capacity and behaviour and liaising with event management consistently by using an observation tower (by ‘front of house’) and patrolling the area as well as doing the following: To monitor the size of the crowd the following will be useful indicators of capacity levels: • Space between people • Rough count of people in a small identifiable area (e.g. between lamp posts) • The rate of flow in or out of an area (i.e. the number of people passing a fixed object using counter clickers (Hotel Area) • The possible use of the fix CCTV in the area (Discussions with CCTV monitors to take place) • Viewing vantage point will be located on top of Front of house where they can scan all the key areas and their lines of sight are not obstructed(See map) • There is sufficient public lighting to assist with this when dark as well as stage spot lights that can be directed at the crowd if needed. Crowd behaviour is also a factor relating to capacity, when monitoring the following will be used as indicators • Signs of distress


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• Pushing and surging • Shouting or anti-social behaviour When it appears event areas are reaching capacity the event co-ordinators will be notified and a decision made to shut down the stage until natural dispersal (phased departure) allows the area to be re opened. If this occurs the police will be notified immediately. Monitoring sheets will be used to check estimated capacity. This information will be monitored every hour by the Health and Safety co-ordinator and recorded in the event log book. (Monitoring will become more frequent should the event appear near capacity). 9c. CROWD DENSITY CONTROL MEASURES See above 9d. VIOLENT BEHAVIOUR PROCEEDURE S.B. Security Solutions will be dealing with all issues of violent behaviour and will be in contact with the police while keeping the event manager informed of all situations, please see S.B. Security Solutions policy on crowd control etc. The following statement is for all ROX volunteers/crew: In the event of violent behaviour use the following procedure. Please note that you must not put yourself at risk if untrained in dealing with these behaviours. This procedure assumes that you are untrained. • If you are aware of any potential or actual violent behaviour then it must be reported immediately to the nearest security/police person • Make sure that you are safe • Let the production office know of the situation either by direct contact or via a co-ordinator • Supply information for the accident/incident book as necessary • If Violence has been directed at you, remove yourself from the situation and seek advice from the security staff. PLEASE NOTE Avoid any allegations of inappropriate behaviour by ensuring you do not get involved in a situation if untrained. • Also see S.B. Security Solutions documentation 9e. Bad weather contingency plan Before and during the event the Event managers and the Health and Safety co-ordinator will be in contact with the MET office to evaluate the weather conditions for the event. In the event of bad weather (Constant rain, high winds, lightening) the event will be cancelled (or if started, stopped) and the shut down procedure is utilised (See 9a above).


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Also see: • Evacuation procedure • Production office • Security • Fencing and other structures 9f. Alcohol and related issues The ROX organisation is committed to the principles of ‘responsible drinking’ and other initiatives that reduce the amount of alcohol related problems. We understand that we all have a social responsibility to educate and model these initiatives and will be increasing its awareness at this years festival. The following points are for discussion during the SAG meetings to assist with this issue: • ROX will be meeting with the local pub watch group and discussing this issue and its impact on the event. • The security company will be watching out for underage drinking as well as those who are considered to be drunk and a nuisance • The A.A will be invited to have a stall as well as other organisation such as the Police and Fire Brigade. • PLEASE note that any crew and volunteers will not be able to dink alcohol, or be under the influence while on duty. • The line up for the event will reflect that it is a family event. 9g. Drugs and related issues The ROX Organisation understands that it has a responsibility to drug free events. At this event the security and crew will be asked to report any drug or suspected drug offences to the Police and cooperate with the police in these matters. 10. Evacuation procedure Below is the evacuation procedure for the whole event as it currently stands, this will be evaluated by the SAG group and a competent fire officer, and any amendments will be added as appropriate. This document will be shared with the emergency services to inform them of the procedures. Also see: • Production office • Evacuation procedure for the Arena • Contacting the emergency services • Crowd control procedures • First Aid • Statement for use of Fire Fighting equipment 11. Stress (Event Crew, volunteers and organisers) Site map location: N/A


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Managers will oversee crew posted to the various jobs, although the emphasis is on the individual to say when they need a break, each co-ordinator will be aware of the time and act accordingly. Food and drink is being provided for the event Crew/volunteers. Before the opening of the event a safety site meeting is called. The security, event manager and Health and safety co-ordinator address everyone on site, highlighting code of conduct, safety issues and any other issues pertinent to their safety and the safety of others. They will be given identifying t-shirts and relevant paperwork at this time. Rota systems will be in operation where appropriate, and rest areas bought to the attention of all the event crew/volunteers. Also see: • Production office 12. Statement of competence Statement of competence for the Rox Organisation using outside agencies of hiring of personnel etc: The Rox Organisation will only use companies that are qualified to provide a good/proper and safe service. This will be checked through the companies by providing relevant paperwork/qualifications and if possible by note of their track record. The Rox also notes that previous experience through working with the company gives best insight into their capabilities. 13. Stalls Site map location: Ref to Areas marked 4, 5, 6. It has yet to be decided what stalls will be at ROX2015, this information will be passed to the SAG group as soon as possible. Should any stalls be at the event they will have to adhere to all the recommendations that the ROX Organisation puts in place. Any food stalls will have to be relevantly certificated and copies supplied to the ROX organisation and will be under scrutiny throughout the event. The ROX organisation will, as always, co-operate with any recommendations from the environmental health and food standards officers. Placement of any stall must not restrict or hinder exits/entrances. No weapons, drugs or any associated items will be aloud to be sold. Any illegal selling will be reported to the police and removed from the area.


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Also see: • Delivery Vehicles 14. First aid Site map location: In the Arena. See map A first Aid company will be contracted to oversee the events first aid needs. They are supplying a team in compliance with the H.S.E. Event Safety Guides recommendations. The team consist of an 4 First Aiders. This is in addition to the trained first Aiders within the Security and Crew. A clearly signed First Aid area will be located in the arena area of the hotel site with supplies and equipment stored within the First aid vehicle A copy of this document will be distributed to all the emergency services to enable them to see the facilities provided as well as the crew being given a copy of the map for awareness of all the facilities. The First aid crew will be assigned radios to be within the communications network. Also see: • Site map • Separate First Aid company paperwork (Available from the Rox Organisation) 15. Public Services Site map location: Ref area 3 site map. Aldwick Ground and Hotel grounds. The same conditions of sale apply to normal working practices and they are responsible for their services and working practices. PLEASE NOTE: All drinks outlets will be asked to only use plastic glasses. (All have been co-operative at pervious events) An information point will be clearly visible when attending the event, this will be operational during event hours, providing information on all performances and a site map of all the facilities provided. Statement for use of the Site for the Disabled While the Rox Organisation strives to be aware of the issues for people with mobility difficulties some access may be restricted for safety reasons. Bars and food establishments in the area are sited at ground floor level. The appropriate toilet is located within the hotel grounds.


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Information will be on the web site to assist in forward planning for the Festival public. Relevant amount of stewarding will be allocated to assist people as necessary and will be asked to pay particular attention to their needs. 16. Lost Persons The following procedure will be posted in the production office and crew made aware of it. In the event of a lost persons use the following procedure. Please note that the person could be feeling scared/anxious etc so treat them with care and respect. • Any lost person to be directed to the appropriate place (marked on site map, as first aid location) • Make them as comfortable as possible (Tea/Drink etc) and take information for the Accident/Incident book • Ensure they are not left alone while they await collection. It may be appropriate to follow the rest of the procedure • Send written message to stages for an announcement to be made if deemed necessary • Ensure they are not left alone while they await collection PLEASE NOTE It is better to have two people present to reduce the likelihood of any problems/allegations. First aiders are CRB checked for this purpose. Also see: • Child protection policy 17. LOST PROPERTY The following procedure will be posted in the production office. In the event of a lost property use the following procedure. • Any lost property to be taken to the information point (marked on site map, same as lost persons) • Put details in accident/incident book. • Do not make announcements for lost property • When property is collected please ensure that the person signs for it and prints name 18. Camping Site map location: N/A There will be no camping allowed on the ROX2015 site


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19. Communications Strategy Site map location: Production office The ROX Organisation has arranged for 20 Channel radios (maintained and distributed from the production office) for the main means of communication during the event. All Security and co-ordinators will be assigned a radio and information distributed on how to use/maintain the radios. In the event of a radio breakdown Crew/Steward runners will be allocated to each area. All key co-ordinators will also be carrying personal mobile phones and a contact list posted in the production office. In the event of a power shut down on the stages, the P.A. or bullhorn system will be used. S.B. Security Solutions will be operating their own radios. 20. Statement for use of Fire Fighting equipment Site map location: Throughout site The Rox Organisation has arranged for two training sessions from: SAFETY FIRST ESTINGUISHERS PETER CAMPBELL 01243 822215 Mob 07521709873 The participants will receive training in the use of fire fighting equipment to a competent level and also see a video. Each will receive a certificate at the end of the course if successfully completed. Only competent people will be able to use the Fire fighting equipment provided at the event. SAFETY FIRST Extinguishers will be supplying maintained extinguishers (as per fire regulations) for use throughout the temporary structures on the site. Also see: • Evacuation procedures


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21. Waste Management Strategy Site map location: TBC The event hopes to arrange for recycling bins to be delivered to the site prior to the event. During the event a small crew will be picking up rubbish and emptying bins to then be placed in designated area. 20 wheelie bins will be on site, removed by a licensed operator (TBC) Arrangements will be made to have the site cleared of rubbish each day of the event. 22. Fire Strategy Site map location: Throughout The main approach to fire is through prevention. All crew and volunteers will be asked to be vigilant with regard to fire hazards. The health and safety Manager will also be doing rounds and checking for potential hazards that may cause a fire such as: • Children with lighters • Faulty electrical equipment • Flammable substances nears a source of ignition • Full bins • Smoking in inappropriate areas In the event of a fire being spotted: • The event management will be notified • Contact made with the Fire Brigade if needed • The evacuation procedure applies • Only those trained to use extinguishers will be allowed to tackle the fire if assessment seems safe to do so (as advised by training, see fire training section) • Area will not be safe to return to until fire officer advises Also see: • Evacuation procedure • Production Office • Fire Training 23. Risk Assessment This risk assessment has been drawn up for use by the ROX Organisation for ROX weekend to be held 25th & 26th July 2015. All ROX risk assessments are working documents and therefore will always be updated, amended and evaluated, additional documents may be attached. Therefore always establish that you have all the amendments etc that may be applicable to this event.


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The authors of this risk assessment are in no way responsible for any aspect of this documents implementation, (Unless they have a direct role within the event or Organisation, see event structure). Document to be assessed/amended and updated in conjunction with the collaborating agencies, such as ADC. West Downs Division Police, S.B. Security Solutions. Bognor fire service and the ROX Organisation as agreed at any meetings, (including S.A.G.). All risks are assumed (may take place) and not actual (will or have taken place). This document should be used with all the other documents related to Health and Safety in the ROX Event management plan that will be continually updated and amended as issues arise. Please note that this document is also in conjunction with the statement of intent (Document produced nearer the event date) S.B. SECURITY SOLUTIONS Staff Risk Assessment and S.B. Security Solutions Evacuation plan. Please do not copy any part of this document without getting prior permission from the ROX Organisation. Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk reduction strategies Action required 1.Delivery Vehicles (mostly during set up and breakdown) Public Event organisers Crew Stewards Volunteers Performers Vehicles could collide with public/organisers. Items being delivered could fall on public/organisers/crew Med Ensure delivery drivers are made aware of danger. Coned-off delivery drop-off points Ensure Stewards are available to keep public from unloading area and walk with any vehicles moving on the seafront (Banksmen) Specify delivery times where possible Steward road closures as necessary (see 12) Specify delivery routes to drivers and safe areas to park. Direct vehicles to agreed routes


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1.1 Check cones/barriers are available and put in place if necessary 1.2 Organise Stewards (Event co-ordinators job) 1.3 Provide P.P.E. (reflective jackets, gloves) 1.4 Assign a Site Manager 1.5 Ensure relevant training takes place if necessary 1.6 Inform performers of delivery areas/times/restrictions via post/e-mail 1.7 supply passes as appropriate 1.8 Inform other service providers in area of restrictions 1.9 Procedure for removal of vehicles to be agreed Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 2.Cars Public Event organisers Crew Stewards Volunteers Performers Traffic accident/damage Members of public/organisers etc. may be Injured Flammable material – petrol Theft Vehicles could collide with public/organisers. High Restrict areas where cars are allowed Ensure Stewards are aware of traffic movement areas Maintain road parking restrictions as applicable Specify access times where possible Advanced warning of possible parking restrictions Issue passes to relevant vehicles in advance 2.1 Brief Stewards/crew (Security co-ordinator, Event manager) 2.2 Cone off/barrier restricted areas 2.3 Provide P.P.E. (reflective jackets, gloves) 2.4 Arrange for cones etc for parking restrictions 2.5 Follow relevant procedures for emergency 2.6 Assign a Steward co-ordinator 2.7 supply passes 2.8 Provide relevant car Parking storage area (To be marked on map)


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Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 3. Generators Public Event organisers Crew Stewards Volunteers Performers Flammable substance Fumes Skin irritation Burns Electric shock Tampering Faulty equipment Breakdown Theft of generator Med Follow C.O.S.H.H. regulations Fuel will be stored in a metal locker designed specifically for storage of flammable liquids behind stage 1 Generator areas fenced off securely Inform First aiders of potential problems Provide relevant P.P.E. Receive and check test certificates as appropriate for each generator Sign danger areas Electrician will monitor load capacity and wiring as appropriate Use proper external socket specification Provide relevant fire extinguishers


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3.1 Advise First Aid at site meeting 3.2 Provide relevant P.P.E. 3.4 Advise Fire Brigade of location 3.5 Provide C.O.S.H.H. regulations to authorised personal 3.6 Provide relevant storage for hazardous substances 3.7 Fence off danger areas 3.8 Provide relevant signs/ extinguishers 3.9 Contractors may be responsible for some of above which will be bought to their attention (e.g. equipment maintenance) 3.10 Ensure external sockets are used correctly (Visual check on site, electrician to correct as ness.) 3.11 NICEIC/ECA electrician to approve sighting, installation and safety measures and completing relevant documentation as appropriate Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 4.Stages/ Performance areas and associated temporary structures Stage Contractors Organisers Performers Public VIPs Crew Volunteers Stewards Engineers Media Fire Electric Shock Collapse Trip/Fall Equipment falling Over-crowing Environmental hazards e.g. Storm/Rain High winds Faulty Equipment Theft Med Seek advice from Fire Brigade prior to event through SAG meetings See evidence of contractors safety certificates Ensure stage is properly supervised during performances


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Ensure that there is adequate marshalling when stage is being erected/removed Restrict access Keep in touch with MET office if adverse weather is expected The event managers and Health and Safety co-ordinators will make the above decision based on information at the time of the event) Employ professional contractors for erection and dismantling of stages electrics/lighting etc Ensure electrician is on site at all times Illuminate/sign all exits Evacuation procedure to be posted back stage Radio contact with Production office Assign stage manager Provide trained crew Provide relevant P.P.E. 4.1 Safety Certificates to be produced by contractor 4.2 Provide and brief crew/Marshals etc. 4.3 Assign stage managers 4.4 Contact and inform emergency services and seek relevant advice prior to event (SAG) 4.5 Use reputable contractors 4.6 Provide professional security 4.7 Assign/brief and train stewards/marshals 4.8 Provide/maintain communications systems 4.9 Fence off relevant areas 4.10 Illuminate/sign all emergency exits 4.11 Provide serviced fire equipment 4.12 Draw up evacuation procedure 4.13 Provide relevant P.P.E. 4.14 Sign stage names for orientation 4.15 Draw awareness to crowd control procedures 4.16 Publicise times of opening 4.17 Proper professional tethering of stages/tents Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 4. Stages/ Performance areas Cont.


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Stage contractors Organisers Performers Public VIP’s Crew Volunteers Stewards Engineers Media Fire Electric shock Could collapse Trip / fall off or on stage Equipment could fall Overcrowding Environmental hazards e.g. Storm/Rain High winds Faulty equipment Theft Med (See above) 4.18 Sign danger areas 4.19 Erection and dismantling of stages by trained personnel only 4.20 Keep cabling tidy/safe 4.21 Formulate evacuation plan (Fire, etc) 4.22 Proper use of equipment only (no overloading) 4.23 Safe storage of equipment 4.24 Professional lighting/sound contractors 4.25 Electrical safety noted in section 6 of this document Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 5. Production office (Location indicated on site map)


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Contractors Organisers Performers Public VIP’s Crew Marshals Stewards Engineers Media Could collide with public/organisers (if mobile unit) Fire Spillage (Hot water) Trip/Fall Tampering Improper use Electric shock Theft Low Fenced off where appropriate Security ( SB) aware of location Hot drink area designated/proper equipment Appropriate storage Evacuation procedure Restricted access Open during festival times Information available for event Signed appropriately Hazards identified and relevant signs posted Copies of all emergency procedures Storage of production paperwork Meeting point for all services and senior event management 5.1 Assign event co-ordinator 5.2 Provide relevant security 5.3 Provide passes to relevant people 5.4 Secure area with fencing (If mobile unit) 5.5 Provide relevant signs 5.6 Ensure all paperwork for co-ordinator is complete and available 5.7 Establish opening times 5.8 Provide public information (Unless separate area for public information established) 5.9 Marshal erection and dismantling (If mobile unit) 5.10 Provide and maintain communications 5.11 Provide phone to contact emergency services (see 5.13)


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5.12 Ensure adequate storage/tidy 5.13 land line telephone location in this office 5.14 Potable electrical equipment to be monitored by a competent electrician. Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 6. Sound, Light and electrical Equipment Contractors Organisers Performers Public VIP’s Crew Volunteers Stewards Engineers Media Fire Electrocution Equipment could fall Bulbs may break Faulty equipment Trip/fall Tampering Improper use Theft Noise Burns High Only authorised operators/contractors will be allowed access Fire extinguishers will be on site Lighting and sound equipment will be securely fixed in position Electrician on site Contractors equipment P.A.T. test certificates available Monitor level of sound (Concept Event Productions Ltd) See Safety document. Regular checks of equipment Cabling secure and tidy Monitor weather (See above) Reduce vibrations where necessary Positioning of portable equipment to be monitored by H and S co-ordinators 6.1 Electrician on site at all times 6.2 Professional contractors to supply and fit/maintain 6.3 Supply serviced fire extinguishers 6.4 Safety bonds used to secure all overhead equipment 6.5 Receive required certificates 6.7 Agree and set monitoring levels of sound


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6.8 Keep in touch with MET office 6.9 Access controlled by Security Team 6.10 Keep tidy/safe operation 6.11 Establish who is trained to use fire extinguishers with crew 6.12 PAT tested equipment only to be used 6.13 Stage etc. earthed by electrician in accordance with regulations Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 7. Fencing and other structures Contractors Organisers Performers Public VIP’s Crew Volunteers Stewards Engineers Media Could collapse Equipment could fall People could climb Become unsecured Med Erected by authorised personnel Only authorised personnel allowed on tower Equipment securely fixed in position Regular checks made (At least 4 times each day Weather monitored by event managers and H&S co-ordinator (See above) Sharp edges removed or covered Good repair/serviced equipment only used 7.1 Check equipment securely fixed on regular basis 7.2 Monitor weather 7.3 Appropriate P.P.E. supplied 7.4 Appropriate safety signs and safety tape in place.


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Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 8. Art Exhibition/ Workshops (See site map for location) Contractors Organisers Performers Public VIP’s Crew Marshals Stewards Engineers Media Displays could fall Stolen articles Accident with equipment Skin irritation (crafts) Pulled muscles/strain/ sprain Improper use of equipment Damaged clothing Trip/fall Cancelled event or workshop Med Ensure items are securely displayed Ensure marshal to oversee exhibition Pre-plan/book events Provide appropriate P.P.E. Assign responsible people Prepare disclaimers as appropriate if doing workshops Ensure qualified/trained personnel only are providing workshops Monitor weather conditions Professional checks of any electrical equipment Sign as appropriate Notify of any changes to program


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Ensure location is appropriate to intended use (See section 3 for generators) 8.1 Assign co-ordinators 8.2 Brief marshals and crew 8.3 Monitor weather 8.4 Allocate appropriate space 8.5 Fence off danger areas 8.6 Plan book events 8.7 Provide appropriate P.P.E. 8.8 Draw up and distribute disclaimers as appropriate 8.9 Electrician on site 8.10 Provide relevant signs 8.11 Pre-check location/area 8.12 Draw up and provide disaster plan (In the event of an evacuation) and post copy in area to be seen and noted by all crew 8.13 Publicise any changes/cancellations 8.14 Ensure first aid are aware of program/location Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 9. Fun Fair if applicable 10. Firework Display if applicable Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required


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11. Crowd Control PLEASE NOTE: Also see S.B. Security Solutions documentation Public Organisers Performers Contractors VIP’s Crew Volunteers Stewards Engineers Media Members of public could try and reach stage Crushing Violence Lost people/items Theft Substance abuse Inappropriate /indecent behaviour Entering restricted areas Trip/fall Accident Complaint Med/ High Professional Security firm employed to secure particular areas (people movement, and site security, aggression, Stages, overcrowding, crowd surges, evacuation) (S.B. Security Solutions) Areas secured appropriately Sign all areas Lost persons/items area signed Police consulted Police presence appropriate to size of event Crowd control barriers will be in place Evacuation procedure drawn up and agreed/implemented All emergency services notified of event Evacuation routes clearly marked on map Coordinator/s assigned Adequate marshalling/Stewarding Adequate first aiders/facilities Areas signed as appropriate H.S.E. guidelines appropriately followed Security fencing used Complains procedure drawn up Communications appropriate and maintained Passes to authorised personnel only


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Appropriate P.P.E. supplied 11.1 A briefing will be held between Security Firm and event organisers / marshals on each day of event 11.2 Fencing properly secured in areas agreed by safety /emergency professionals 11.3 Signs made for evacuation routes/Stages/Lost persons etc 11.4 Relevant Police communication/consultation 11.5 Barriers for crowd control in place (front of stage) 11.6 Evacuation procedure drawn up and agreed 11.7 All emergency services notified of event 11.8 Coordinator/s assigned 11.9 Adequate marshalling/Stewarding 11.10 Safety talk prior to event given to Crew/Marshals/Stewards 11.11 First aiders assigned 11.12 First aid area clearly marked/manned 11.13 H.S.E. guidelines appropriately followed 11.14 Complains procedure drawn up 11.15 Communications appropriate and maintained/coordinated Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 11. Crowd Control Cont. See above See above See above See above 11.16 Passes made/ to authorised personnel only 11.17 Coordination from production office in event of an emergency 11.18 Appropriate P.P.E. supplied e.g. reflective jackets 11.19 Public area to be monitored at all times by S.B. SECURITY SOLUTIONS and Event management 11.20 S.B. Security Solutions will monitor all crowd control and act as in document supplied (S.B. SECURITY SOLUTIONS Risk Assessment etc) Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required


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12. Road Closure/ Traffic control If applicable Public Organisers Performers Contractors VIP’s Crew Marshals Stewards Engineers Media Hotel Guests Cars could collide with Public / Personnel / equipment Unauthorised access Confusion over diversions Inappropriate parking Med Road Closures agreed and cones/barriers will be placed where appropriate. Sign diversions as necessary Marshal the areas that are closed before, during festival performance and after, not over knight Issue passes Inform Police/coordinators Apply for road closure in advance if necessary Inform residents as per guidelines Give copy of map to emergency services Inform hotel staff as per guidelines 12.1 Brief Marshals 12.2 Cone off/barrier restricted areas 12.3 Provide P.P.E. (reflective jackets, gloves) 12.4 Application for road closure 12.5 Follow relevant procedures for road closure (signs etc.) 12.6 Assign a Marshal co-ordinator 12.7 supply passes to artists/contractors etc 12.8 Provide relevant car parking/storage area 12.9 Inform Police/coordinators 12.10 Inform residents as per guidelines 12.11 Liaise with emergency services 12.12 Ensure security/stewards are available to escort any vehicles requiring access to the Royal Norfolk Hotel guest car park; ensure security/stewards are available to keep public a safe distance from moving vehicles.


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Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 13. Stress (Crew, Stewards, event organisers, Marshals etc.) Organisers Crew volunteers Stewards Overtired Affecting decision making Hunger/thirst Dysfunctional Low Ensure adequate breaks Rota system where possible Brief/training Supply drink/food Event managers, H&S co-ordinator and Stage managers to monitor stress levels of crew etc 13.1 Assign relevant managers 13.2 Ensure adequate breaks 13.3 Rota system where possible 13.4 Brief/training 13.5 Supply drink/food 13.6 Monitor situation constantly 13.8 Provide a rest area 14. Stalls/Market Public Organisers Performers Contractors VIP’s Crew Volunteers Stewards Engineers Media Blocking evacuation routes


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Inappropriate items for sale Food poisoning Fire Burns/scalds Complaints Lack of supply Low Designated areas only Items for sale agreed in advance as in application of license Food hygiene certificates inspected Fire extinguishers placed as appropriate, Ensuring only trained persons use them Complaints procedure in place Adequate supplies bought in advance Coordinator assigned 14.1 Designated areas only for stalls 14.2 Items for sale agreed in advance 14.3 H&S co-ordinator to monitor area and advise Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 15. First aid point Public Organisers Performers Contractors VIP’s Crew Volunteers Stewards Engineers Media Food poisoning Burns/scalds Exhaustion Crushing Substance abuse Cuts/bruising Skin irritation (crafts) Resuscitation Sprain Electrocution


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Electric shock Sun burn Hypothermia Med Fully Qualified/trained first aiders employed adequate to H.S.E. guidelines First aid area designated (May be more than one area) Sign as appropriate Adequate supplies to hand Inform emergency services Patrol area Maintain communications Coordinator assigned First aiders to be appropriately identifiable 15.1 Fully Qualified/trained first aiders employed adequate to H.S.E. guidelines 15.2 First aid area designated 15.3 Sign as appropriate 15.4 Adequate supplies to hand 15.5 Inform emergency services 15.6 Brief/inform train as appropriate Marshals/Stewards/Crew/Organisers 15.7Patrol area 15.8 Maintain communications with first aiders 15.9 Coordinator assigned 15.10 Risk assessment/info from company 16. Public services (Toilets/Food/Drink) Public Organisers Performers Contractors VIP’s Crew Marshals Stewards Engineers Media Dehydration Hunger Using inappropriate areas as toilets Low food and drink outlets available Sign appropriate areas Public toilets within vicinity Pub/restaurant toilets for patrons available Litter pickers will be operational though-out the event Disposal of rubbish and recycling bins may be provided by A.D.C. & other contractor 16.1 food and drink (as discussed in section 14) 16.2 toilets maintained by Bognor Town Council and proprietors 16.3 Make and Sign appropriate areas 16.4 Agree relevant area for site for facilities


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16.6 Ensure toilets can be seen 16.7 Port-a-loos being used to meet anticipated requirements See map Hazardous Item e.g. Machinery, Electrical equipment, Fuel, Vehicles, structures Who is likely to be at risk from these items? What is the likely risk from this item? e.g. Electric shock How likely High, medium low Risk Reduction strategies Action required 17. Camping N/A N/A N/A N/A N/A 18. Catering for people with disabilities Public Organisers Performers Contractors VIP’s Crew Volunteers Stewards Engineers Media Un-suitable toilets Dehydration Hunger Mistreatment Prejudice Low food and drink with wheelchair access by proprietors toilet, to conform with H.S.E. guidelines for wheelchair access Sign appropriate areas Provide sufficient stewarding to assist disabled festival goers 18.1 Food and drink (as discussed in section 14) 18.2 Supply toilet to conform with H.S.E. guidelines for wheelchair access 18.3 Make /Sign appropriate areas


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18.4 Agree relevant area for site for facilities 18.5 Ensure toilet are serviced 18.7 Brief crew/stewards on appropriate facilities and accessible areas For further information about all the above issued and for clarification of action to be taken please see the Event Safety document. 24. Health and Safety Policy Although the ROX Organisation is not legally bound to produce a policy for health and safety it is felt by the organisation that it good practice to do so, in order to establish a document that demonstrates to others an acceptance that health and safety is an integral part of the organisation and that the highest management mean to ensure that this concern is translated into effective action. This policy document has been drawn up by a competent member of the Rox Organisation in conjunction with HSE guidelines laid out in the Event Safety guides (The event safety guide, 1999, HSE, Crown). The organisation intend to implement, as far as is reasonably practicable, the following legislation with regard to health and safety: • Health and Safety at work act 1974 (Carry out actions that reasonable and practicable to protect workers, member of the public and others who may be affected by work activity.) • Management of Health and Safety at Work Regulations 1999 (Require employers to carry out risk assessments, make arrangements to implement necessary measures, appoint competent people and arrange for appropriate information and training) • Health and safety (display screen equipment) Regulations 1992 (Set out requirement for work with visual display units (VDU’s) • Personal Protective Equipment (PPE) Regulations 1992 (Require employers to provide appropriate protective clothing and equipment for their employees) • Provision and use of work equipment (PUWER) Regulations 1998 (Require that equipment for use at work, including machinery is safe) • Manual handling operations Regulations 1992 (Cover the moving of objects or people by hand or bodily force) • Health and safety (First Aid) Regulations 1981 (Covering issues around First Aid) • Public Liability (Compulsory insurance) Regulations 1969 (Insurance for any event deemed appropriate) • Reporting of injuries, diseases and dangerous occurrences Regulations (RIDDOR) 1995 (Require employers to notify certain occupational injuries, diseases and dangerous events) • The Control of Noise at Work Regulations 2005 (Require employers to take action to protect employees from hearing damage) • Electricity at work Regulations 1989 (Require people in control of electrical systems to ensure they are safe to use and maintained in a safe condition) • Control of substances Hazardous to Health Regulations (COSHH) 2002 (Require employers to assess the risks from hazardous substances and take appropriate precautions) • Regulatory Reform (Fire Safety) Order 2005 (States that you must carry out fire safety risk assessment) • The food hygiene regulations (Safe practice when dealing with food and its consumption)


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• Lifting Operations and Lifting Equipment Regulation 1998 (L.O.L.E.R.) It is acknowledged that the Rox Organisation currently does not employ anyone within the organisation and operates strictly with volunteers. Having said this, the Organisation strives to work within all the frameworks for safety laid down in the above laws, regulations and European directives as far as is reasonably practicable. Each event organised is different and as a consequence has different areas of health and safety and event management that need to be addressed. The organisation will in each case employ safe practice by establishing an ‘Event safety team’ to plan for the event. The meetings set up may also require representatives of the emergency services involvement where the organisation can seek assistance and advice for all safety aspects of the event. The safety team will review: • The Rox organisations Safety policy (this document) • The Risk assessment • The site safety plan • The crowd management plan • Transport management plan • Emergency plans • The First aid plan Each event may require all or some of the above to varying degrees and will be taken at its own merit to reflect best practice. Event Safety management structure The following diagrams (Fig.1 and Fig.2) illustrates a typical event safety management structure. Appropriate members of the Rox organisation may take these roles or may choose to employ the services of another professional organisation to manage particular areas dependant on the skills needed. Fig.1 Continues to Fig.2 overleaf. Event Safety management structure continued. Key roles and responsibilities during event regarding Health and Safety The Event co-ordinator has overall responsibility for decision-making during any event and may take advice from any or all the professionals and other co-ordinators at any time; they are accountable to the Rox Organisation. The Security co-ordinator at any event oversees the security of all allocated areas and is responsible for the health and safety of all under them. They may be contracted in under conditions of operation determined by the Safety meetings and environmental needs. The First aid co-ordinator is responsible for all areas of first aid, public or crew and is responsible for the health and safety of all under them. Fringe co-ordinator’s responsibilities provide for the fringe area and all who work and perform with it, some of whom may be dispersed over a large area.


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Artist co-ordinator is responsible for overseeing the health and safety of the artists/performers and the crews associated to the stage/stages. The Facilities co-ordinator oversees the health and safety of the crews assigned to them and is also responsible for the health and safety within their allocated areas e.g. Information centre, toilets etc. The Health and Safety co-ordinator has responsibilities throughout the event and ensures each co-ordinator is fulfilling their role within the health and safety policies/procedures and risk assessment. Dependant upon the event location and profile, their duties extend to agreed areas that are the responsibility of the Rox organisation. If the event site is owned/managed by others the co-ordinator will offer advice to ensure good practice is upheld for the event but may not have responsibility. The risk assessment will be the key tool for each event providing a holistic view of all the areas for consideration dependant upon the event profile. This will be carried out by the organisation or under instruction from the organisation prior to each event to ensure all aspects have been considered as far as is reasonably practicable. They are working documents and will be reviewed before during and after each event to establish any new learning areas. Other professionals may be approached for their input at the discretion of the Rox organisation that values constructive input. The risk assessments will follow the guidelines listed in ‘The event safety guide’, (published by the HSE in conjunction with the Home office and Scottish Office 1999) • Identify the hazards • Identify those that may be harmed and how • Identify existing precautions • Evaluate the risk before during and after any event • Decide what further action may be required • Review after event The Rox Organisations responsibilities 1. To ensure as far as is reasonably practicable, the health and safety of all who work with and for them 2. To provide information, training and supervision to ensure so far as is reasonably practicable, the health and safety of all volunteers, contractors, sub-contractors etc. 3. To provide safe systems of work so far as is reasonably practicable. 4. To conduct the undertaking to ensure so far as is reasonably practicable that people other than those previously mentioned are not exposed to risks to their health and safety. The Volunteers, contractor’s etc. responsibilities 1. To take reasonable care of the health and safety of themselves and 2. of other people who may be affected by their acts or omissions. 3. To co-operate with the Rox Organisation.

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