HEALTH AND SAFETY AWARENESS AWARENESS School Fairs/Fetes
When writing the risk assessment itself it is useful to consider the event as having three elements • Pre-event • THE ACTUAL EVENT ITSELF • Post – event It is helpful to consider these as three different risk assessments.
PRE – EVENT This should cover all the activities which take place in the lead up to the show itself, eg assembling stalls, installing a sound or PA system, creating display areas, etc. PA system, creating display areas, etc. Remember the risk assessment is not about everyday activities – it should focus on the main risk areas and the specific hazards associated with the work.
THE EVENT ITSELF This should cover all the activities which take place during the actual event itself, eg barbecue, bird of prey display, sports activities, etc. But it is not just about what happens in the arena, it should also cover issues which impact arena, it should also cover issues which impact on the movement of the visitors, eg car parking, stewarding, litter accumulation, etc. There are also overall issues such as emergency evacuation, medical emergency and lost children which need to be considered.
The key thing to remember with any event of this kind is that you are essentially looking at having an increased number of people on site who are unfamiliar with the premises – this means that all the normal health and safety procedures need to be reviewed to take into account the extra reviewed to take into account the extra people present. Some, eg emergency evacuation, first aid provision, will therefore need to be adjusted and this is reflected in the risk assessment.
POST – EVENT This should cover all the activities which take place at the end of the event itself, eg dismantling tents, getting vehicles off site. For the most part it is the same as the pre-event risk assessment but many of the processes are being done in reverse. in reverse. However, remember that the people involved will probably have had a long, tiring day and this can contribute towards making people more accident prone. Always allow yourselves plenty of time to do things safely – if you are having a follow-on event immediately after the fair, eg an auction, summer ball, etc, then make sure that there are plenty of fresh volunteers around to reduce the risk of accidents through over-tiredness.
Events of this nature do require an enormous number of staff to run safely – always make sure that you have enough people to cover everything. people to cover everything. In addition to general stewarding there are some specific roles which will need to be filled.
Specific roles • Event coordinator: overall supervision of event • Health and safety monitor: this is the advisor for issues as they arise on site • First aider: this can not be the same person as the health and safety monitor, as in the event of the health and safety monitor, as in the event of an accident they have different tasks to perform (the first aider deals with the victim and the health and safety monitor gathers information for any reports which will be required) Obviously they must be qualified! • Lost children coordinator: there should be a designated control point on site staffed at all times by a person who is CRB cleared.
The health and safety role of stewards Stewards are there to assist with emergencies and to be alert to any problems which can arise during the course of the event. This means they have to be familiar with the layout of the venue and know: • where to find first aid facilities • the fire alarm procedure • how to contact the event coordinator • • correct disabled access correct disabled access • lost children policy • emergency evacuation procedures. They also need to able to help with the flow of pedestrian traffic during the event by ensuring that bottlenecks do not occur by suggesting alternative routes around the premises, warning people of steep stairs and other hazards around the premises. It is good practice as part of the organisers duty of care to the stewards to ensure that they have access to drinks/food and that they have regular breaks – no one wants to be stuck out in the car-park away from the action all day!
It seems obvious, but by the time you have got to this stage – you should’ve checked your insurance! School insurances do sometimes carry specific exclusions with regard to the sale of alcohol and insurance companies are now wary in relation to covering events where there are large-scale inflatables. covering events where there are large-scale inflatables. Always make sure that correct insurance is carried for these as responsibility may well rest with those hiring the item and not those supplying them. If the event you are planning is in a totally outdoor venue you might also wish to consider whether it is worthwhile taking out additional insurance to cover you if the weather conditions mean it has to be cancelled.
As part of your pre-planning make sure you have a plan of the school grounds showing all emergency vehicle access routes and the position of all water hydrants. Keep this information on site in the health and safety folder. Having it immediately to hand can save vital time… time… Ensure that the area set aside for car-parking does not block any emergency access routes and that vehicles leaving the venue will not obstruct emergency vehicles trying to enter. Appoint a specific person to be responsible for guiding emergency vehicles on to the site if required – again this saves time in an emergency.
As soon as possible in your planning check the noise regulations for your area – this is especially important if you are having live entertainment or hiring in funfair style rides which create continuous music. The regulations do vary considerably from council to The regulations do vary considerably from council to council and while some quite happily will allow up to 80db(A) others do not allow about 65db(A) (the latter roughly equates to an unaccompanied choir singing without any form of amplification). The nature of the venue also needs to be considered, eg closeness to neighbours, height of neighbouring buildings, etc, and always be prepared to monitor noise levels throughout the event.
• When you are hiring in any specialist equipment and /or attractions, eg fairground rides, trampolines, zorbing balls, etc, always ensure that they conform to safety standards and have appropriate documentation. • If an outside operator is using the equipment and paying you a percentage of takings then also check relevant you a percentage of takings then also check relevant insurance and ask for a risk assessment. This will then form part of your overall risk assessment. • Groups and companies providing special attractions such as falconry displays, battle re-enactments, stunt vehicles, etc, should also carry full insurance and provide specialist risk assessments. Always make sure that the risk assessments you receive are SITE SPECIFIC and do relate to the issues which might arise at your venue.
Adverse weather is the one factor guaranteed to spoil an event – so always make sure you have Planning for the Plan B venue should take place alongside your normal plans and you need to consider the same risk assessment issues for the Plan B venue. Obviously using the alternative venue will curtail certain items, but you will need to think about how you intend to move the event from one site to another if bad weather strikes mid-way… Again, this needs to be risk assessed (just in case!)
Other weather extremes • High wind: Will special attractions be able to function, eg birds of prey, kite displays, etc? Will tents/gazebos be safe, are bouncy castles securely tethered, etc? • Extreme heat (rare, but does need considering!): Ensure that shelter and water is available for any Ensure that shelter and water is available for any animals, adequate shelter and liquid available for stewards out in remote parts of venue, that dust doesn’t become a problem for displays. • Extreme cold: At winter fairs this can be an issue and plans should include ways of tackling icy paths and steps, having hot drinks for stewards, etc. The issue of early loss of light needs to be considered at winter events also.
When serving food to the public, you must ensure that the highest hygiene standards are observed at all times. Always • Ensure that the money area is separate from food preparation area. • Make sure that access to the food preparation area is • Make sure that access to the food preparation area is restricted. • Ensure that public cannot touch hot surfaces (especially important with barbecues). • Check that food temperatures are checked at random intervals. • Ensure that proper PPE is worn and used. • Uses fridges correctly to avoid cross-contamination of food products.
Animals can feature in events in lots of ways, eg donkey rides, pet show, working dog demo, petting zoo, etc. If the animals are being used as a form of If the animals are being used as a form of entertainment then it is in order to ask for a specialist risk assessment. If you are inviting animals on site, eg pet show, make sure that you provide a suitable venue, access to water, shade in hot weather and where appropriate a toileting area with bags…
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