麻豆约拍

It will be particularly relevant to small/medium sized events that are not too complicated. For larger more complex events a much more structured process and guidance, as detailed in 鈥淭he Purple Guide to Health, Safety and Welfare at Music and Other Events鈥� (new version released March 2014), will need to be followed.

What Can Go Wrong?

• Just about anything can go wrong at an event from collapsing structures with mass casualties, overcrowding with the risks of crushing and suffocation to electrical or stage failures.
• It鈥檚 vital to start planning early and make sure that adequate resources are put into planning for safety and taking on experienced and reputable contractors.
• Running events outside the UK means understanding the local regulations and licensing systems that might apply to your event. Some jurisdictions are more stringent than the UK, some lax or nonexistent. It means taking a pragmatic approach and making informed decisions about risk by using the risk assessment or safety plan approach. Talk to your safety adviser, who will be able to help with detail where needed.

Legal/麻豆约拍 Requirements

• Always check what additional local rules apply during the planning process when planning events outside UK.
• For construction elements of an event e.g. Staging, Temporary Demountable Structures etc, these are now covered by the Construction, Design & Management Regulations 2015 (CDM 2015) and require specific arrangements to be put in place - See our Guide "CDM - The 麻豆约拍 Approach" in Related Topics
• 麻豆约拍 Child Protection Policy.

Control Measures

Acts and talent

• Research acts and talent before the event.
• Allocate minders and check level of security required.
• Forbid promoting any crowd behaviour that could cause injury.
• Provide welfare and hospitality suitable for the event.

Audience management 鈥� ticketing, queuing, flow (based on audience profiles)

• Overall decisions about numbers and ticket sales etc must be made with consideration to audience safety.
• Your audience must be able to get in and out of the venue safely, both during the planned event and in an emergency.
• Design queuing areas to minimise anxiety, aggression and unreasonable exposure to the elements.
• Design the site to avoid bottlenecks around popular activities or acts.
• Ensure systems are in place to calculate / count the numbers within the venue.
• Manage audience expectations in relation to queuing times.
• Give clear information about the event, tickets, access and facilities.

Cabling

• Ensure that cable runs do not create trip hazards
• Either relocate away from pedestrian areas, fly or mat / secure.

Capacity

• The occupant capacity is the maximum number of people who can be safely accommodated at a venue. 
• The purpose of setting the occupant capacity is to ensure:
• Safe entry
• Safe accommodation (including structural loadings)
• Safe exiting at the end of the event and in an emergency
• The means of escape are adequate for the number and type of people attending the event
• For music events with standing provision, part of the calculation must involve controlling audience densities during the event
• The provision of first aid, stewards, toilets, catering facilities, etc.
• In areas where seating is provided, the major part of the occupant capacity will be determined by the number of seats available. However, in other cases, a calculation will need to be made. A minimum of 1 person to 0.5 m2 is a starting point* however, this should be set at a level suitable for the event and the audience and will depend on what people are there to do and how much space they need to enjoy or participate in the event. *Remember to subtract all the existing and planned structures and 鈥榝urniture鈥� etc from your overall location area.
  

Catering

• Use competent people 鈥� e.g. professional qualifications, members of trade organisations, recommended by respected colleagues, used successfully before.
• Most venues will have preferred suppliers 鈥� if possible check them out as part of your venue selection.
• Check liability insurance.
• Ensure a full brief on your requirements is given.
• Check who is providing hand wash facilities.
• Check what food is to be provided and how this will be cooked fresh or maintained at safe temperature on the site.
• Find out of licenses or other official documentation is required.
• What refuse arrangements will be needed 鈥� is this a venue responsibility or yours?

Children

• Children (under 16 years ) must be accompanied by an adult at the event, unless this is an event designed and organised specifically for children.
• All child arrangements and procedures are in the event risk assessment or procedures - which all staff are fully conversant with and have signed as read and understood.
• For child specific events - all 麻豆约拍 staff have signed the voluntary declaration.
• All staff trained on lost child policy and how to deal with vulnerable persons (wait in location with child for 10 minutes and then take to (or organise for the child to be taken) to the event manager鈥檚 office or designated collection point, must be 2 or more staff with child at all times.
• Event has been designed to be safe for visitors including children.
• Full lost child procedure is in place, which includes radio calls etc.
• Any first aid or medical emergency involving children - will always be in the presence and with the consent of the accompanying adult. Anything outside the competence of the 麻豆约拍 first aider will be referred.
• Read the Children and Young People page on myRisks for further controls.

Communications

• Decide what comms arrangements you need (size of event/site)
• Radios and protocols.
• Trainings and briefings.
• Site inductions.
• Team structures and reporting.
• Emergency arrangements.
• Cancellation.
• Disaster / contingency announcements.

Contractors: Use the pre-selection tool and/or the vetting checklist.

• Use competent people 鈥� e.g. professional qualifications, members of trade organisations, recommended by respected colleagues, used successfully before.
• Check liability insurance.
• Ensure a full brief on requirements is given.
• Organise a formal handover process 鈥� so you know when things are safe to use. If contracting in a fairground-type ride, see our Safety Short for guidance (in Useful Documents)
• Decide what services you need on site during the event in case of failure or emergency.

Disabled access and interaction

• Design site and activities to be accessible.
• Make sure routes round the site are wheelchair accessible.
• Provide free tickets for carers.
• Provide priority spaces / seating for disabled visitors.
• Ensure emergency systems will be responded to by disabled visitors, or put additional measures in place.
• Provide disabled toilet facilities for events of longer duration.
• Train stewards and event staff to ensure assistance is available for disabled visitors.

Electrical supplies and distribution

• Use a competent contractor who has suitable electrical qualifications, is a member of a professional body and who is recommended by your local contacts.
• Ask about how compliance with BS7909 which covers Electrical Safety at Events will be complied with and who will be taking on the role of 'Senior Person Responsible' (SPR)
• Ensure calculations are made that include all potential electrical requirements.
• Ensure that only electricians connect, maintain or work on the electrical systems.
• Fence or barrier off all electrical supplies and distribution.
• Ensure generators are supplied with adequate fuel and are fenced off.
• Check, through your electrical contractor, equipment brought onto site before it鈥檚 connected to the site supply.
• Consider emergency lighting back-up for night-time events.

Fire and Emergency

• During the event build up, rig and de-rig any security provided by a stadium or venue for the event may not be present. Find out what the arrangements are outside the public opening times. Normal systems may be blocked or out of service e.g. fire escapes, lifts and alarms.
• Check arrangements in place at the venue at all times and ensure that all staff are aware of them OR establish your own robust arrangements for emergency management.
• Carry out an induction for each venue including fire evacuation and alarm procedure.
• Provide fire extinguishers and smoke alarms for all dedicated areas controlled by the event team if none are provided by the site.
• Never obstruct fire exits and ensure all fire exits are open and usable before letting the audience into the site/venue.
• Plan stewarding positions on site to ensure effective access to exits.
• Agree evacuation routes and assembly points and make sure people know about them (briefing, signs and procedure).
• Avoid obstructing emergency service vehicles when choosing parking and delivery routes.
• Ensure areas are kept reasonably secure and report any suspicious packages or activity.

Taking part at a third party event

• If an incident develops, follow instructions from venue staff but also pay attention to crowd movement and any developing situation that may not be known to organisers.
• Alert other team members to situation.
• Pair or group up with colleagues and protect each other as you make your way out.

First aid provision

• A suggested minimum first-aid provision for low risk events of 5-50 people is:
• A suitably stocked first-aid box
• An appointed person (or a sensible calm member of the team) to take charge of first-aid arrangement
• Information for employees /stewards about first-aid arrangements
• Information about the closest medical professional or facility.
• When considering the number of first aiders required on site for work like rigs and de-rigs, a 鈥榞ood practice鈥� guide is for at least one trained first-aider for every 25 people as part of the team, depending on the type of injuries that might occur e.g. falls from height, slips and trips.
• For events you also need to consider your audience profile and plan accordingly. Additional hazards to health like dehydration and responses to drugs and alcohol abuse should also be considered.
• Access for emergency vehicles, proximity to medical care and communications outside the event space should form part of your emergency plan.

Local hazards 鈥� rivers, unstable surfaces, slag heaps etc.

• Selection of venues and sites must take into account local terrain and seasonal hazards. Getting good local advice will help you identify what could be an issue, doing a recce is also recommended.

Noise: Environmental Noise

• Check local requirements for licensing and noise levels
• Are there businesses who may be affected by high noise levels e.g. hospitals.

Noise: Individual exposures

• Plan event so stewards are not placed close to stages for long periods (rotate staff into quieter area)
• Don鈥檛 let people (audience and staff) stand close by loud speakers.
• Provide ear plugs for event staff.

(Big) Screens

• Use an experienced contractor to install big video or LED screens
• Ensure construction is on stable ground and all fixings are secure before accepting the screen as complete for handover
• Ensure they are appropriate for the weather conditions 鈥� wind, rain etc
• Make sure cables are not creating trip hazards 鈥� mat, fly or route away from audiences
• Allocate a steward to make regular checks on the screens
• Protect from people climbing up on them if this is a potential problem.

Security: people, property and performers

• Decide what needs protection - people, artefacts, talent, equipment, cash, merchandise etc.
• Take advice from Corporate Security.
• Appoint experienced and licensed security contractors.
• Check licenses required.
• Set up systems for cash handling and banking.
• Set up systems for security of site access and egress routes.
• Include security issues in your emergency planning.
• Train staff on personal safety, site safety and defusing potentially aggressive situations 鈥� especially if access to alcohol or drugs is likely.
• Regularly check site for suspicious items.

SFX and pyrotechnics

• Special effects like lasers, smoke and pyrotechnics are used at live shows, staff acting for the 麻豆约拍 must ensures that they appoint a competent person or company to provide these services. In the UK this must be a pre-vetted contractor 鈥� but for international events this responsibility rests with the event team. Do contact your safety adviser for assistance.
• Appoint an experienced and competent contractor 鈥� using personal recommendations from a trusted source in country if possible.
• It is unlikely that all contractors can produce a suitable & sufficient plan or risk assessment, however request that a written summary of the effects planned is submitted to you.
• Check safety distances for operators, performers, event staff and the audience.
• Insist on good line of sight between the SFX operator and the effect at all times.
• Allow adequate time to ensure the effect is designed to function safely within your event.
• Plan storage requirements for explosives or chemicals 鈥� a particular issue on external sites.
• Rehearse the effect with cast and crew.
• Ensure that suitable fire extinguishers are on hand.

Site design

• In an existing venue; check how the areas you are using connect, look for bottle necks or potential audience issues. Avoid putting marketing materials on fire routes especially if large numbers are expected.
• Greenfield design: think about:
• Geographical / physical aspects of the site, roads, rivers, trees etc.
• Access routes.
• Perimeters, barriers and security.
• Entry and exit points for the numbers expected, plus event staff.
• Routes round the site to the activities.
• Disabled access.
• Site facilities - toilets, catering, merchandise, waste, first aid, event team etc.
• Event infrastructure, stages, screens, loudspeakers.
• Event staff and talent facilities.

Staff welfare and facilities

• People involved with setting up events are usually on site for several hours before and after the infrastructure to support the event is in place. Ensure planning considers the build up and breakdown phases where adequate welfare and first aid should be considered and included in the risk assessment. Key points:
• For indoor and outdoor events ensure that there are adequate welfare facilities for staff and contractors on site, including toilets, clean drinking water and suitable food.
• For large or remote productions, facilities may need to be brought on site early.
• For small events and lone workers, local welfare provision and facilities are also a consideration.
• Local facilities, even where provided may not be open for use throughout the event period. Make sure that staff are made aware of what provisions will be available and when.
• Lighting 鈥� provision of working lights during rig and de-rig is good practice.
• First aid is often provided by the venue during the event for spectators and production staff. Consider additional provision for the times where the production is working at the venue and no event first aiders are available. The rig and derig are often the most hazardous part of the event so it makes sense to ensure staff and contractors can get help if there is an accident.

Temporary structures and stages

• For an event the construction of structures such as stages, tents and marquees, grandstands, viewing platforms etc is now covered by the Construction, Design and Management Regulations 2015 (CDM 2015) and require specific arrangements to be in place.
• An external supplier will always be involved in providing these services so ensure at the planning stage there is a discussion on how the requirements of CDM 2015 will be discharged and who will undertake the roles of Principal Designer and Principal Contractor.
• For typical event structures ask for documentary evidence of:
• Suitability for the event, ground conditions and venue
• Wind loading for the structures 鈥� with a clear indication of hazardous wind speeds
• Loading weight of any structures.
• This includes structures and equipment designed, or used, to display banners or screens.
• Often suppliers will provide you with an installation crew and a member of staff to stay with the structure to monitor wind speed and weather conditions.
• You and the supplier must also consider the ground conditions for the delivery, build and maintenance of the structures. Consider your audience and staff and if appropriate have arrangements installed or in reserve if conditions become muddy or wet.
• For every temporary structure you require:
• Information of the wind loading of the structure
• Handover document to verify it has been constructed correctly
• A method of monitoring wind speed and loading
• Regular inspections / checks of fastening and tent stakes which secure the structure
• Cabling or electrical supply matted (or flown) and secured to reduce trip risks
• Consideration of even floor surfaces e.g. trackway and matting
• Consideration of weather contingencies e.g. wet or hot weather
• A plan to respond in an emergency.

Transport and pedestrians

• The two don鈥檛 mix well.
• Where possible plan for separate routes.
• Stop vehicular traffic on an outdoor site before the audience is let in.
• Control any vehicle movements relating to the de-rig to after the audience has left the site.
• Ensure emergency vehicles have a designated route into the site.
• If vehicle movements are unavoidable during the event, set up speed limits (5 mph) and a security escort.
• Consider ground cover 鈥� track way, matting etc for pedestrian routes if poor ground conditions are expected.

Venues

• When selecting a venue for a show, filming or any event a practical approach that includes safety will help minimise delays and problems later. Look for venues that can offer:
• Good access, including deliveries, audience and disabled
• Current and maintained fire arrangements - including a fire risk assessment in the UK.
• Good welfare facilities for cast, crew and audiences
• Electrical services with a usable interface for your power demands
• Well maintained site and facilities
• Details on weight loading or other structural limits
• Good emergency arrangements.
• In addition when selecting a venue, ensure you have access to a named venue liaison who can work with you on safety matters where needed and answer safety related questions.

Weather

• Consider provision of sun cream, hats for staff, water, shade in hot environments.
• Shelter, hot drinks, warm clothing for staff in cold environments.
• Sales of refreshments to the audience.

Welfare facilities 鈥� audience

• Calculate how many toilets and hand basins you need for your audience, consider age ranges, duration of event and food consumption.
• Ratios in the range of 1 toilet per 100 females; and 1 toilet per 500 males and 1 urinal per 150 males give a starting point. Allow for breakdowns, blockages and maintenance.
• Hand washing facilities should also be provided 鈥� approximately 1 hand wash with soap for every 5 toilets is a starting point.
• Disabled facilities should also be part of the provision.

Work at height 鈥� rigging etc.

• Use competent people 鈥� e.g. professional qualifications, members of trade organisations, recommended by respected colleagues, used successfully before.
• Check liability insurance.
• Ensure a full brief on requirements is given.
• Don鈥檛 let people work or walk underneath when work at height is taking place.

Division Specific Issues

Various Divisions

• Several divisions have considerable experience in planning and running events 鈥� use the 麻豆约拍 grapevine to get help if you need to talk though your plans.

FAQs/Did You Know? 

• 麻豆约拍 Insurance services should be informed about any stunts or unusual events anywhere in the world.
• The 麻豆约拍 Event Safety Safety Guide (see below) gives a collection of topics related to organising an event.