Rare Breeds Survival Trust
HEALTH AND SAFETY
INFORMATION
CODE OF PRACTICE:
27
SUBJECT:
Managing Safety at Events
DISTRIBUTION:
All Offices
FROM:
Conservation Co-ordinator
DATE:
Oct 2016
 Please read this document and note any implications for you.
 Ensure that all your staff and appropriate volunteers do likewise.
 File in the office Health and Safety file, section 2 and update the list of Codes of
Practice on the contents page.
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CONTENTS
Managing safety at events................................................................................................................ 3
Event Leader ...................................................................................................................................... 3
Planning and organisation ................................................................................................................ 3
Emergency procedures ..................................................................................................................... 4
First aid ................................................................................................................................................ 4
Fire ....................................................................................................................................................... 4
Livestock at Events ......................................................................................................................... 5
Marquees ............................................................................................................................................ 5
Food hygiene ...................................................................................................................................... 5
Layout of stalls and attractions ........................................................................................................ 5
Use of temporary structures ............................................................................................................. 6
Car parking ......................................................................................................................................... 6
Accidents ............................................................................................................................................. 6
Crowd safety ....................................................................................................................................... 6
Management of contractors.............................................................................................................. 6
Management of exhibitors and stallholders ................................................................................... 7
Cash handling .................................................................................................................................... 7
Electrical equipment .......................................................................................................................... 7
Hired attractions ................................................................................................................................. 7
Other attractions................................................................................................................................. 7
Waste................................................................................................................................................... 8
Lost child procedures ........................................................................................................................ 8
Co-operation between employers ................................................................................................... 9
Training of staff and volunteers ....................................................................................................... 9
Staff and volunteer Personal Protective Equipment (PPE) ......................................................... 9
Evaluation ........................................................................................................................................... 9
Further guidance ................................................................................................................................ 9
APPENDIX 1: RBST: Event Planning Form ................................................................................ 10
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Managing safety at events
This code of practice sets out the main principles for the organisation and management of
safety during Trust events. It contains advice on managing the safety of staff and volunteers
manning Trust stands at events organised by other organisations – e.g. agricultural shows or.
Events organised by the Trust may vary in scale, type and risk. This code of practice will help
organisers identify the points that must be considered before launching any event. It sets out
the main principles to follow in order to minimise risks to staff, volunteers and visitors, and
helps all organisers ensure compliance with legal requirements.
This code is intended for events where larger numbers of people may be expected to attend,
these would be events with an expected attendance of more than 150.
Adverse Weather Conditions
When extreme weather conditions may impact on the safety of an event (usually this is strong
winds) the Events Manager will make a decision, in consultation with the relevant staff or
Support Group members, as to whether to cancel the event.
Events run by Volunteers
Some of the Trust’s events that are run by volunteers who are not Support Group Officer. If
the event leader is not an Officer s/he will become an “Events Volunteer” and will receive
appropriate events guidance from the Support Group Officer on how to run an event including
the main aspects of the Trust’s Health and Safety Policy, and relevant Codes of Practice
(CoP).
Event Leader
For all events it is essential that a named member of staff or volunteer is appointed as Event
Leader, responsible for the event and especially for ensuring that safety procedures for all
aspects of the event, including preparation and clearance of the site, are co-ordinated,
implemented and monitored.
The Event Leader should ensure that all groups involved in an event are competent to do the
work and that they have planned for health and safety and completed a risk assessment of
their own.
Where RBST staff attend events organised by other groups then it will be the responsibility of
RBST’s task leader to ascertain the identity and full contact details of the overall Event Leader
and to communicate this to the RBST staff and volunteers attending.
Planning and organisation
Effective health and safety practice involves good communication about risks and
precautions. You may find it helpful to appoint a group or an individual to be in charge of the
arrangements for an event and its planning who can consider the hazards, risks and
precautions as a whole and also the different attractions and activities that may be on offer.
Communications are particularly important. The larger the event, the greater the need to be
able to contact key personnel, such as first aiders. Mobile telephones, or 2-way radios
(especially at shows where reception is poor).
Organisers must check that our insurance cover is adequate and covers staff, volunteers,
other groups working on the site, and the public.
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The planning process must start with an assessment of the risks to which staff, volunteers
and visitors are likely to be exposed. The risk assessment should be recorded in writing using
the Trust’s standard risk assessment form. Procedures for risk assessments are given in
Code of Practice No 4. A list of hazards to be aware of is shown in CoP 4 Risk Assessment
although this must not be taken to be exhaustive
The first part of the risk assessment process is to identify the hazards associated with the
event. As these will vary significantly from event to event it is not possible to produce a
generic assessment.
Attention should be given to any significant hazards likely to cause serious injury to an
individual, or affect several people during the event. The fire hazard should be considered as
part of this process.
Hazards should be eliminated wherever possible. Where a hazard cannot be eliminated,
precautions must be devised to minimise the risk.
Communicating the findings of risk assessments to all involved in a task or event is extremely
important. It is the responsibility of the Event Leader to brief all the sub-group leaders, staff
and volunteers before work begins on the assessment, the risks found and the precautions
needed.
Emergency procedures
Every event – other than those on a small-scale – should have a written safety and
emergency plan. This is primarily concerned with the safety of visitors and should cover the
following:
 provision of first aid
 action in case of fire
 accident reporting
 car parking and general traffic management
 crowd control during the event
 crowd control before and after the event.
First aid
First Aid regulations require employers to provide first aid facilities for their employees (see
Code of Practice No 3). There is no requirement to provide such facilities for the public. The
types of injuries and illnesses likely to occur can range from heart attacks and heat
exhaustion to minor injuries such as cuts and bruises. For larger events it may be advisable to
seek the help of either your local ambulance service or a voluntary first aid organisation, such
as the St John Ambulance or the Red Cross. There should be qualified first aiders among the
staff or volunteers but they may be too involved in the running and maintenance of individual
attractions to provide first aid cover for the public.
Fire
Consideration must be given to the procedures to use in the event of fire, both for the initial
tackling of any fire and for evacuating members of the public from the site. For all events it
would be advisable to include the risk of fire in the risk assessment. You should consider:
 the nature of the hazards – what combustible materials and sources of heat are on site
 the people at risk
 whether the hazard(s) can be removed or reduced
 whether existing fire arrangements are adequate
 storage and use of LPG cylinders brought onto site (see also CoP 12)
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


arrangements for first aid
reporting of accidents
the Trust’s staff and volunteers right to require an others to:
– withdraw from use equipment that is found to be or that clearly appears to be
defective or unsafe
– stop any activity that is considered to create an unacceptable risk to the safety of
any person.
Livestock at Events
Please refer to:
CoP04 Risk Assesment Formm for Livestock
CoP22 Working with Farm Animals
Marquees
Marquees should be erected by competent people with all the supporting poles, frames, guys,
stakes, anchors, fastenings etc, and checked regularly on site.
Marquees and large tents should be capable of withstanding strong winds and heavy rain. If
exit routes from marquees are located over uneven ground, temporary flooring, duckboards,
ramps etc, should be used and this should be taken into account to ensure that there are safe
entry and exit routes.
Materials and fabrics used in the construction of a marquee should be flame-retardant, and
should meet the testing requirements of British Standard BS 5438 or BS 7157. If a marquee is
hired for an event, you should ask the supplier to confirm that the equipment has been tested
in accordance with this standard.
Consideration should be given to precautions in the event of fire, including the provisions of
emergency exits, means of giving warning, and fire fighting equipment.
Food hygiene
Food must be stored and served in accordance with current food hygiene regulations. The
following points should be considered:
 Some foods need to be kept refrigerated or stored separately from other food types.
 Serving utensils and appropriate hygiene clothing should also be used – eg plastic gloves,
aprons and hats.
 Toilet and washing facilities should be located away from food stalls
Food handlers must comply with CoP20 Food Handling and Preparation.
Layout of stalls and attractions
Careful planning should be made to ensure that incompatible attractions are not located
alongside one another. For instance, a food stall should not be located next to portable toilet
facilities or an attraction containing live animals.
If an attraction requires the use of physical activity – eg swinging a baseball bat in ‘Splat the
Rat’ – make sure sufficient room is allowed and that the public are kept at a safe distance.
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Use of temporary structures
The complexity of temporary structures will determine whether they need inspecting by a
competent person. For example, a large stage constructed of scaffolding will need inspection
before use.
If trestle tables are used for stalls, make sure they are appropriate and stable enough for the
purpose. For example, are they suitable for hot tea and coffee stands? They could be
standing on uneven ground and easily knocked over by a crush of people.
Ensure that large games, notices and displays are securely fixed in place in case the wind
blows them over.
Car parking
Where car parking is provided, you may need to designate staff or volunteers to act as
marshals to guide the cars into parking areas. Marshals should wear fluorescent vests so that
they can be easily seen. Vehicles arriving and departing should to be routed away from
pedestrian routes wherever possible. Full segregation of vehicles and pedestrians should be
the aim – avoid pedestrians having to cross roads. If this is unavoidable, designate a crossing
point manned by a marshal to control pedestrians and vehicles.
Accidents
If an accident occurs, you may need to report it both to the relevant enforcing authority and
internally to the Trust (See Code of Practice 02 Accident Reporting & RIDDOR).
Crowd safety
Careful planning for the management of visitors to an event is essential. The following safety
aspects should be considered:
 adequate signing near and at the entrances to the venue, in the interests of road safety
 movement of vehicles at the venue, and the segregation of pedestrians from vehicular
routes
 provision of reflective jackets for marshals and other staff and volunteers
 provision of pre-arranged, designated routes for emergency service vehicles
 preparation and communication of emergency procedures to deal with accidents or illness
of visitors
 provision and use of communications equipment
 provision of lighting
 provision of safe routes, seating and handrails etc for special needs visitors
 provision of temporary barriers to prevent access to hazardous areas. These might
include water hazards, unprotected edges, slopes etc. Such hazards may be easily
noticed under normal conditions, but there may be an increased risk at events held early
in the morning or late at night.
Management of contractors
For larger events it will often be necessary to use outside contractors to provide such items as
marquees, portable toilet facilities, catering etc. Procedures for managing the safety of
contractors are contained in Code of Practice No 7.
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Management of exhibitors and stallholders
If outside exhibitors, demonstrators and stallholders are invited to participate in an event, it is
important to inform them in advance of the Trust’s requirements and any restrictions. These
will be similar to the principles set out for the management of contractors. The main points to
consider are:
 means and timing of access to the venue
 use of marquees and tents
 food hygiene
 layout and spacing of stalls
 use of temporary structures, trestle tables and storage of goods and equipment
 cash handling
 use of electrical and other services, including use of portable generators
 use of hired attractions
 use of other attractions – eg tractor rides, animal rides etc
 control of waste
Cash handling
Make arrangements for the management of any cash raised by individual stalls. There must
be a safe system of keeping cash on each individual stall and attraction and a secure method
of collecting surplus cash at regular intervals. All monies should be taken to a secure area
away from the public and preferably held in a safe or safe box until it can be sorted and
counted before banking.
Electrical equipment
This may include cabling for lighting, powering electrical appliances, PA systems etc.
All cables must be laid in such a way that they cannot form a trip hazard to either visitors or
staff. Wherever possible they should be laid away from public thoroughfares. If it is necessary
to cross a public thoroughfare, cables must be laid in suitable ducting.
All temporary wiring must be installed correctly and inspected and tested by a competent
person before use for the first time. This includes cables from a mains supply or from a
generator. Ensure that any outdoor electrical equipment is suitably protected from the
weather. Consider the location electrical equipments carefully. All electrical equipment should
be positioned safely with respect to other hazards such as sources of water or heat.
Please also refer to CoP 09 Electrical Safety
Hired attractions
You should arrange for competent people to supervise the attraction at all times. You may
need to put up signs regarding the age or height restrictions that may apply to some
equipment – the suppliers should advise on this.
Other attractions
You will need to consider any specific health and safety requirements if you have special
attractions such as a ride on a tractor and trailer or farmyard animals.
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Games and attractions for children need special care. You should think small and look for
hazards well below the normal height for adults. Check for sharp edges, splinters, brambles,
nettles etc. Be careful about siting games as children will often push each other or wield bits
of equipment in the faces of others. Expect the unexpected!
Waste
You must plan how you are going to dispose safely of waste generated at the event. You may
need to consider the provision of ‘poop scoops’ at events where dogs are allowed.
Lost child procedures
The organisers of large events must designate a collection point for lost children and brief
staff and volunteers on what to do and where to go should an incident occur. Each event will
have different procedures depending on local circumstances but base your actions on the
following best practice advice from the Safe Child Scheme.
What to do if a child is reported lost




Remain calm. Get as much information from the parents or guardians as possible –
name, address, description, colour of clothes and a photo if they have one.
Reassure the parents and tell them to stay at the lost child point. If there are two people,
you could take one with you on the search.
Explain that you know the area well and can organise a systematic search.
Should the search prove unsuccessful, call the police.
What to do if you find a lost child

Get down to the child’s height. Show the youngster your badge and tell them you work
there. Ask them their name or check a jacket for a name tag.
 Carry out a brief search of the immediate area with the child. Often, lost children are near
their family.
 Take the child to the lost child point. Notify other staff on the site that you have found the
child. Stay with the child in an open area and use calming words.
 Confirm the identity of anyone claiming the child and make sure the child can identify
them.
 If the child is not collected or claimed soon, inform the police giving them as much detail
as possible.
 Write up notes of what happened, when and who was involved.
Refer to CoP 06 Safeguarding children and vulnerable adults
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Co-operation between employers
At larger events, it is possible that Trust staff or volunteers will be working alongside
employees from other organisations – eg contractors, staff employed at the venue. Under the
Management of Health and Safety at Work Regulations 1999, there is a specific duty for each
employer to co-operate with others, to enable each to comply with the requirements placed on
them by relevant health and safety legislation.
Training of staff and volunteers
It is foreseeable that at events staff and volunteers may need to undertake tasks for which
they lack experience and formal training. Where possible you should anticipate such tasks
and arrange appropriate training or briefing. The nature of tasks could be wide-ranging, but
could include:
 driving unfamiliar vehicles, eg Land Rovers, all-terrain vehicles, tractors
 operating unfamiliar machinery or tools
 using communications systems
 Working with Farm Animals.
Staff and volunteer Personal Protective Equipment (PPE)
Appropriate PPE must be provided, either by the volunteer or RBST. The precise nature of
what is actually required will depend on the risk assessment of the particular operation.
All staff and volunteers must use PPE it in order to fulfil their legal responsibilities, they are
also expected to take reasonable care of it. Work must not take place if the required PPE is
not available or not being used appropriately.
Evaluation
All aspects of health and safety performance should be reviewed after an event, to determine
if further precautions and improved arrangements are necessary for subsequent events.
Further guidance
HMSO, 1993. Health and Safety Commission/Home Office – Guide to health, safety and
welfare at pop concerts and similar events.
HSE Books 1997. Health and Safety Executive (HSE) Guidance Note GS50 – Electrical
safety at places of entertainment.
HSE Books, 1997. HSE leaflet IND(G)247 – Electrical safety for entertainers.
HMSO, 1989. Department of Education and Science – Safety in outdoor education.
HSE Books, 1997. HSE booklet HS(G)175 – Fairgrounds and amusement parks – guidance
on safe practice.
HSE Books, 1993. HSE leaflet IND(G)142 – Managing crowds safely.
HSE Books, 1996.HSE booklet HS(G)154 – Managing crowds safely.
HSG192. Charity and Voluntary workers – a guide to health and safety at work.
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APPENDIX 1: RBST: Event Planning Form
RBST: Event Planning Form Group:__________________
Name of Event:
Type of Event:
Dates:
Event Leader:
Why are we holding or attending
this event?
 Fundraising – how much do
you aim to raise?
 PR gain – number of
visitors to this event?
 Networking – who will we
make contact with?
How will income be generated?
Please detail income sources (e.g.
ticket sales, merchandise etc.)
Is there potential for
sponsorship? If yes, how will that
potential be realised?
Resources required:
RBST Staff (Detail)
Volunteers
Materials: banners, leaflets, posters,
merchandise, tickets
Other eg: marquee, pens for livestock,
handwashing facilities etc
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Has a risk assessment form been completed for this event?
Estimated cost:
Estimated income:
Approved by:
Date:
Event Report - what was achieved?
Income (ticket sales, merchandise sales, sponsorship)
New Contacts:
New Members:
Donations:
Is the event capable of development in future years?
Comments:
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