SAFETY CHECKLIST FOR LOCAL EVENTS

The following check list is a guide to help everyone involved in local events. Safety is everyone s responsibility. This comprehensive guide addresses most aspects of safety which you may encounter while putting on an event. Good preparation will make an event not only safe, but of the highest quality for which we strive.

Should you need any assistance please contact your regional safety manager, Lynda Philip. Any safety incident, including near misses, should be reported immediately to the event co-ordinator and safety manager.

1. General

• Check size of room is adequate for projected numbers attending event.
• NEVER EXCEED THE MAXIMUM LEGAL CAPACITY OF VENUE
• Check the number and position of the access doors, preferably towards the rear of the room from the screen. There should be access to all seats without going past the speaker / projector / TV or the front of the room.
• Check that there are enough regulation size fire exits, that they are unblocked and well signed.

2. Check aisles and circulation spaces

• Properly located aisles.
• Width adequate and complies with the council requirements.
• Unobstructed and free from hazard,
• Note any ramps, stairways or steps that will need lighting or extra ushering.
• Check there is a space for people to stand and accustom themselves to low light levels if they enter during the event.
• Are potted plants causing an obstruction in aisles

3. Check seating layout

• The seating layout should be convenient for people entering the room.
• Check that there are no trip hazards eg cables, uneven carpet
• Are the seats themselves safe, none broken.
• Check that the spacing between seats and rows is adequate and complies with council regulations.
• The layout of the room should be such that people entering after the event has started do not disturb those already seated. There should be a convenient area for late comers to be seated with minimum disruption. If necessary seats at the back, to the side, or upstairs can be kept free, either by taping off or by the ushers, until the event is about to start.
• Locate wheelchair / special needs area and access route.

4. Lighting levels

• Check there will be adequate light levels during entry and exit period.
• Check there will be a low level of lighting, rather than complete darkness, during a video event, sufficient for safe movement in the room without detracting from video quality.
• Stairways must be well lit
• Check emergency exit signs are lit (where illuminated).
• Determine where light switches are located, who will be operating them and where that person will be seated
• Make sure spot lights are not touching fabric

5. Check heating / ventilation / air conditioning system

• Is it adequate ?
• Can it be adjusted easily for the room being used ?
• How long before adjustments become effective ?
• Does it cause any noise or vibration ?
• Agree a policy for temperature control and assign someone to make any necessary adjustments.

6. Check general condition of building, furnishings and equipment

• Cleanliness.
• Are any of the floor surfaces slippery
• Are carpets or runners unsecured or likely to cause tripping in some way.
• Adequate decorative standard.
• Are free standing curtain screens secure?
• Are there adequate number of rubbish bins
• Are there adequate number of ashtrays
• Is it a no smoking venue? If so are there no smoking signs.
• Does not present any hazard to any of our personnel or equipment.

7. Other issues

• Check there will be no other activities in the building or area which will make it hazardous, uncomfortable or distracting for people attending our event. Distractions include unpleasant smells, noise, vibrations, unruly crowds, musical performances or rehearsals.
• Check what will be happening in neighbouring rooms at the time of our event.

8. In the building and surrounding area

• Check access routes
• ? Should be as short and direct as possible.
• ? Adequate for projected numbers.
• ? Unobstructed and free from hazard.
• ? Adequately lit.
• ? Check wheelchair / special needs access.
• Is there a convenient location for the video sales, etc., without blocking access routes or intruding on other users of the building.
• Check location and condition of toilets, including wheelchair and special needs.
• Check location of nearest public and/or mobile phones.

9. Venue location

• Check whether building is well served by public transport
• Check whether there is adequate car parking in the area.
• Check whether pedestrian routes to car parking / public transport will be safe at the times they will be used.
• Check location of building does not present unacceptable risk. e.g. building works in area.
• Check if access routes or general area of building will need ushering, e.g. access unclear or building hard to find.
• Is the venue situated in a safe area of the town or city

10. Venue staff

• Check whether the venue has its own ushering / security staff, what their brief is and how they will interact with our staff.
• What is their role in an emergency
• Check whether they are available for assistance it necessary. e.g. first aid
• Make sure you establish a good working relationship with them and that they are comfortable with how we will be operating.

B. ELECTRICAL SAFETY

A/V Installation

If possible have an electrician in your setup team to check electrical and AV installation especially for large events. An electrician can test all equipment, test the connections and earths, make sure the circuit breakers are functioning, and make sure circuits are not overloaded.

Portable electrical equipment must be tested every six months by a qualified electrician, the correct test label attached and records of test kept.

Cables should not run across walkways or doorways

Cables must be properly routed and taped or run under a secured carpet to prevent a trip hazard.

Do Nots of electrical safety

? Do not use damaged electrical cords cords must be in good condition

? Do not use equipment that is sparking

? Do not use equipment with cracked plugs or plug into sockets that are cracked

? Do not use double adaptors or power boards. One plug into each socket.

? Do not hang anything on electrical wires

? Do not use aerosols or flammable substances near electrical equipment

? Do not put electrical equipment or extension cords near water. Water is an electrical conductor.

Lights should not be touching any fabric

Is projector event equipment fed through a residual circuit device to protect against electrical shock ?

Have circuit breakers been tested before using ?

Is warning tape visible around floor mounted projectors ?

Is equipment obstructing any fire exit routes, aisles or circulation spaces?

Is equipment, particularly tripod mounted speakers / lamps secured so that it will not fall or cause people to trip.

Mixing desk and seating arrangements for A/V personnel should not distract or obstruct those sitting in neighbouring seats.

C. MANUAL HANDLING SAFETY

Procedure

• Plan the lift
• Use suitable mechanical aids
• Use chair trolleys to move stacks of chairs
• Use a team to lift where the load is too big for one person
• Make sure that there are no obstructions where you are moving the object
• Stand close to the object with feet apart for balance (one foot can be in front of the other)
• Don't twist your body
• Squat down, keeping your back straight and your knees bent
• Hold the object firmly
• Lift smoothly by slowly straightening your legs
• Hold the object firmly and close to your body as you carry it
• Turn by moving your feet not by twisting your body
• Don t over reach above your body. Never lift a heavy load with outstretched arms, especially above the head.
• Avoid pulling, pushing is less strain on the back
• Don t reach down and behind
• Vary tasks as much as possible
• Adopt a good posture especially if sitting for long periods
• Climbing up and jumping down from heights puts stress on the back - use steps

REMEMBER that 1kg lifted puts 10kg stress on the back (ratio of 1:10)

Maximum load for a male is 20 kilos, for a female is 16 kilos

Bulky Materials

• Use trolleys to move heavy bulky items
• Use chair trolleys to move stacks of chairs
• Store heavy bulky items on lower shelves or pallets

Team Lifting

• Get help if lifting something that is too heavy or bulky for one person
• One person should give the directions for the lift
• Lifting over your head is a two people task

USE OF LADDERS

• Always use a ladder that is in good condition
• Place ladder in a safe working position on a firm base
• Get someone to steady the ladder and also act as a spotter to warn people about the work going on overhead.
• Don't leave anything on the top of the ladder

D. CHEMICALS

Use non toxic chemicals

If you are using strong cleaning products, make sure that you read the instructions. You may need to wear protective equipment like gloves.

Make sure that the room is well ventilated when using chemicals

Always wear gloves if using strong cleaning products.

Spray can insecticides must be used with caution in areas that cannot be ventilated.

Surface sprays are very toxic and during spraying and for one hour after, the room must be closed and empty.

Air sprays are non toxic and can be sprayed with people around, but some people are very sensitive to insecticide and you should warn people before you spray.

E. FIRE

Check venue fire procedures.

Locate venue fire assembly points.

Read the Fire Instruction notice in the venue.

What type of alarm does the venue have and locate fire alarm points

Check what the fire alarm sounds like.

Check what kind of fire extinguishing system the venue provides:-

• a} Fire extinguishers. b) Sprinkler system c) Hose reels
• Check the location of fire extinguishers if provided.
• Check type of extinguisher and if there are enough CO2 fire ext. for AV, translation, backstage (if required)
• Check date of last service must be done every six months.
• Check with A/V team to see if they have a CO2 extinguisher with their kit.

Check maximum legal capacity of venue.

NEVER EXCEED THE MAXIMUM LEGAL CAPACITY OF VENUE

F. EMERGENCY EVACUATION

Locate at least two emergency exit routes and check they are clear and well lit

• Check that emergency exit doors are unobstructed on both sides.
• Check system of unlocking emergency exit doors.
• Check they will be unlocked during event.
• If locked, what is the system for unlocking eg key in a glass front box and detail an usher to be first at the door to unlock it.
• Check wheelchair / special needs emergency exit route.
• Check emergency lighting
• Check fire exit signs are lit and visible
• Are emergency telephone numbers and addresses available
• Is there a written evacuation procedure for this venue

Work out a procedure for Emergency Evacuation with everyone in the team.

Example:-

• Fire Alarm sounds.
• Safety person checks the reason for the alarm and assesses the urgency of the situation and appropriate fire exit and route to use
• Safety person also checks that the emergency services are called
• Reports info to the MC
• Lights go on.
• Video stopped.
• M.C makes an announcement.
• Guests told to keep calm and walk to the nearest exit following the directions of the ushers to the assembly area where they will be told if it is possible to return to the hall
• Ushers guide people to all exit doors and assist as necessary.
• Wheelchair and special needs teams operate as briefed.
• Ushers check hall, exits and leave.
• Safety people assisted by security fight fire with fire extinguisher, if safe to do so until fire brigade arrives

G. MEDICAL EMERGENCY

Check location of personnel with First Aid training and any qualified medical personnel present.

Check location of First Aid box. If none supplied, bring one to venue.

Agree on a Medical Emergency Procedure:

• Minor incidents (first aid ) during the event both inside and outside hall.
• Major incidents ( doctor / ambulance ) during the event both inside and outside.
• Are emergency medical telephone numbers available?

USS PERSONNEL

Are the USS personnel aware of nearest

? medical person

? fire exit and route

? fire extinguisher

? phone

? USS person

Do they know

? How to use a fire extinguisher?

? How to administer basic first aid, CPR?

? The evacuation procedure for the venue and their role in it?

? The emergency procedures and their role?

? What to do in a medical emergency?

H. SAFETY FILE

This should be made up for every regularly used venue

INTRODUCTION type of events and organisation, no. of people expected

ELAN VITAL H&S STATEMENT AND POLICY

VENUE POLICIES AND CONTRACT

PLAN OF VENUE location of control room, switches, telephones, alarms

SEATING PLAN as per council requirements

LOCALITY DESCRIPTION traffic problems, type of area, food,

COPY OF PUBLIC LIABILITY INSURANCE POLICY

H&S AREA BRIEFINGS RECORD

TRAINING RECORDS, PHOTOCOPIES OF LICENSES

ACCIDENT REPORTS

HAZARD AND RISK ASSESSMENTS

MANAGEMENT STRUCTURE

VOLUNTEER LISTS

LIST OF FIRE EXTINGUISHERS AND OTHER EQUIPMENT & maintenance records

EMERGENCY AND EVACUATION PLAN

EMERGENCY LIGHTING AND EXIT SIGNS

EMERGENCY SERVICES telephone numbers and addresses

MEDICAL EMERGENCY PLAN

SAFETY TEAM MEMBERS names and addresses (& email), qualifications

SAFETY PLAN AND CHECKLIST including hours of duty

LIST OF SAFETY EQUIPMENT NEEDED

USHERING AND SECURITY names and qualifications

MEDICAL TEAM names and qualifications

SPECIAL NEEDS PROVISION names and qualifications

ELECTRICAL EQUIPMENT TESTING RECORDS

CHEMICALS REGISTER including MSDS s of any chemicals used

SUBCONTRACTORS AGREEMENTS including H&S plan for job

LIST OF SUPPLIERS