Audience and Crowd Management Hazard Guide

Transcription

1 Audience and Crowd Management Hazard Guide Table of Contents Disclaimer Overview Key Considerations Design and planning Event delivery General Guide Crowd Safety Responsibilities Training and competence Consultation, cooperation and coordination Design and planning Event delivery Review Documentation and records Built Environment Temporary Structures Human Spatial Memory and Orientation Summary Legislation, Standards and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 1

2 Version Control Title: Audience and Crowd Management Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 2

3 1. Overview This guide provides information to assist in managing the risks associated with crowds attending events. It is recommended that you reference information during the planning and delivery of your event. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under Work Health and Safety legislation. Codes of Practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Audience safety and crowd management are intrinsic to the success of every event. While the PCBU is ultimately responsible, they may not have the specialist knowledge of managing crowds and may have to draw upon competent crowd management expertise to identify the crowdrelated hazards and advise on the appropriate control measures required to mitigate the risk to a tolerable level. Event organisers should satisfy themselves that the event security companies they contract have the necessary expertise to manage, not just control, crowds. Crowds are made up of individuals, each with their own agenda. Individuals form larger groups, which then become joined by a common purpose. This purpose can be celebration and joy but can also be anger, panic or violence. Those attending your event will naturally assume that the event will be safe, well planned and will ultimately meet their expectations. Event organisers can minimise threats to enjoyment and safety by ensuring the safety of the attending audience is a priority over any financial gain. History has demonstrated that events that are poorly designed, have poor management, ineffective risk assessment or insufficient control measures can have sometimes-catastrophic outcomes. Event organisers can also be faced with other threats, which despite robust planning, sufficient staff levels and effective communication, can turn into potentially dangerous crowd conditions. To address this, contingency planning should include a range of event specific what if scenarios that carefully consider a range of circumstances that could have an adverse effect on the crowd, and the actions required to manage such instances. A key issue is understanding the specific roles and responsibilities relating to the crowd. To ensure there is no ambiguity about this, and to identify any gaps, it is suggested a statement of intent is drawn up that: Identifies key agencies including but not limited to the promoter, venue manager, event security contractor, event safety officer Highlights the roles they will play Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 3

4 Records and what is understood to be the accepted roles and responsibilities of each agency An event-specific crowd management plan should be independent of the security management and event management plans but should be an integral part of the overall event management documentation. The crowd management plan is solely focused on the crowd and how it will interface with the event design, venue layout, amenities and performance. The plan should provide clarity to stakeholders of how the crowd has been considered, the identification of the specific crowd hazards, the suggested control measures and how the crowd will be monitored and managed in both normal and emergency conditions. Each event will have its own unique idiosyncrasies but generically, the crowd management plan should include a specific overview of as many potential hazard issues as possible, including at least some of the following points of consideration: Type of event Event duration Event location proximity to transport hubs, car parks, coastlines etc. Modes of transport to the event Indoor/outdoor (or mixture of both) Topography Roles and responsibilities/statement of intent Performers Profile of the performers Other attractions/activations Event site plans Temporary structures Alcohol Concession stand/merchandising Audience demographics Historical incidents relating to this event Methods of communication with the crowd Advance information Ticketing/wrist-banding methodology Search criteria Flow rates ticket distribution, Opening times, performance times Crowd density calculations Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 4

5 Emergency evacuation (full and localised) Command and control structure (crowd) Medical access to groups or individuals in the crowd Vehicle access through the crowd Technical access to the performance areas through the crowd How the crowd will be monitored Catering plans Rubbish collection and removal Toilets Fresh drinking water Contingency planning States of readiness Event security numbers Signage Crowd-specific risk assessment Areas of specific concern Terminology Potential of terrorism attack The crowd management plan is a live document, which should be constantly updated, based on other risks that may adversely affect the audience. Crowd management planning should commence at the embryonic phase of your event to enable all parties to better evaluate the effects of their concepts on the crowd, together with the reasonably practicable solutions required to make the event safe and successful. As part of the crowd planning process the following event phases should be considered. Arrival phase Ingress phase Event circulation Egress phase For each phase, both normal and emergency conditions should be considered in terms of managing the crowd. Crowd related incidents have historically occurred at each phase of an event and as such, must be planned for accordingly. Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 5

6 All the risks are amplified when multiple stages are being used within the one event or where camping or other accommodation or very late hours are being planned. An engineered structure with regular similar events, such as a sporting event in a stadium, will be more focused on reviewing each event on a case-by-case scenario, risk assessing accordingly and implementing the necessary control measures. Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 6

7 2. Key Considerations The following questions are examples of what could be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed Design and planning Yes No Action/Comments Has the venue been finalised and contracts exchanged? Has the ticketing system been finalised and will this reduce the flow rate for people entering your event? Are tickets designed so that they are secure, can be scanned or read easily? Is there a contingency in place in the event of any technical failure on ticket scanners (if used)? Is there more than one entrance for the event? Are tickets colour coded to represent different entrances? Are event security staff familiar with the venue to direct members of the audience? Will tickets be sold on the event day? Will members of the audience have to be wrist banded on entry? Are guest, VIP and media ticket collections located in a secure area that has no adverse impact on the attending audience? Is there a dedicated disability entrance? Is there a designated accessible viewing area? Are there any age restrictions? Is there a search requirement for some or all patrons? Has the entertainment been confirmed and finalised? Has the audience demographic been identified and agreed with all parties? Have there been any historical crowd related issues Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 7

8 The following questions are examples of what could be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. with previous performances or events of this nature? Have there been any changes to the venue/site that may affect the crowd management? Are there any other events occurring on the same day which may affect your audience when arriving or leaving? Have other PCBUs and workers who will be affected by this activity been identified? Have arrangements been made to consult with and coordinate activities with other PCBUs? Have all site/venue specific safety requirements or procedures been considered? Have the evacuation times and event occupant capacity been determined? Has it been agreed who will have overall responsibility for the safety of the audience? Has an event security contractor been appointed who can demonstrate crowd management experience with this size and type of event? Does the event security provider have evidence that their staff have been trained in crowd management not just crowd control? Have suitable and sufficient numbers of event security staff been booked for this event? Has a competent crowd risk assessor been appointed to identify the event specific crowd hazards and control measures required? Has a suitable event site plan showing temporary structures, entrances/exits been provided? Are suitable and sufficient barriers being considered for areas of loadbearing? Has a competent barrier provider been contracted Yes No Action/Comments Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 8

9 The following questions are examples of what could be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. who can manage all the event barrier requirements? Have event security numbers been based on the findings of the risk assessment rather than ratio? Have contingency plans been drawn up? Is a show stop procedure in place for the event? Has a communication plan been designed that allows clear lines of communication in both normal and emergency conditions? Has it been determined how the crowd will be monitored throughout the event? Have roles and responsibilities in relation to the audience safety been agreed? (Inc. police roles) Has available audience space been accurately measured and agreed? Are systems in place to communicate any event cancellation/postponement for any reason? 2.2. Event delivery Has a pre-event safety checklist been completed to ensure the event site is safe for the attending audience? Have the event security team been fully briefed on the crowd risk assessment, states of readiness and emergency procedures? Does the event security team have a robust command and control structure for this event? Is there a suitable area for staff to rest on their breaks? Are sight lines for the audience impeded in anyway? Are queue systems adequate? Are staff readily identifiable as event security/crowd safety staff? Yes No Action/Comments Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 9

10 The following questions are examples of what could be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Are suitable and sufficient numbers of event security staff in position ready to receive the audience? Is appropriate signage erected to provide normal and emergency information? If volunteers are being used, have they been fully briefed? Are volunteers appropriately supervised? Have event communication systems been tested? Are crowd safety spotters in position? Have barriers been erected and inspected? Have all structures been inspected and a completion certificate provided for each? Have performers and production been briefed on the event show stop procedure? Is the weather being continually monitored for any adverse effects? Is the medical team in place and a part of the communication system? Is there an event re-entry policy? Does this event have the potential to attract a terrorist attack? Yes No Action/Comments Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 10

11 3. General Guide Crowd Safety 3.1. Responsibilities The model Work Health and Safety Act 2011 imposes specific requirements on PCBU s concerning audience safety under Division 2 Primary duty of care: (2) A person conducting a business or undertaking must ensure, so far as is reasonably practicable, that the health and safety of other persons is not put at risk from work carried out as part of the conduct of the business or undertaking. Duty holders may also have additional responsibilities under state safety regulations Training and competence Different licensing and competency requirements apply across Australian states and territories. Event organisers should check with their state security regulators to clarify what type of licence is required for the various roles being contracted. Various roles require different training experience and licenses, these can include, but not be limited to: A Security Event security consultancy Event security provider Event security staff CCTV operator Body guard Armed security (cash in transit) B Medical Event first aid The event ambulance service C Cleaning and house keeping Portaloo provider Safe rubbish removal D Driving Truck driving Performer access Truck, Elevated Work Platform (EWP) and fork lift during setup and bump out Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 11

12 E Concessions Food preparation and other health considerations Responsible Service of Alcohol (RSA) 3.3. Consultation, cooperation and coordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. All PCBUs have a duty to consult, cooperate and coordinate with all other PCBUs and workers in relation to the activity. They should use the information in this guide to consult with workers, including event staff, to determine the crowd hazards and risks associated with an event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Consider the other parties who will need to be involved in the consultation process in the planning stages of the event and determine what information needs to be shared and discussed. Ideally consultation should start with the initial risk assessment supplied at the design stage, and all PCBUs staff and contractors need to be part of the process Design and planning In the early stages of design and planning for an event, the following criteria, and any other criteria identified via risk assessment should be addressed: Preparation and dissemination of the initial risk assessment Consultation with relevant PCBUs and workers Consultation with emergency services, local council, public transport providers Consultation with crowd management professionals Development of specific crowd safety risk assessments including controls agreed to during consultation Selection of the event security providers Is the event free and/or unticketed. Agreed production scheduling and allocation of resources to minimise impact on others Number of entrances Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 12

13 Ticket provider, on or off site, cash and card or credit card only Wrist banding if relevant Strategy to provide information to audience Emergency planning and contingencies Clear and concise roles and responsibilities pertaining to crowd management First aid and fire safety requirements Number and widths of emergency exits Audience parking Guest parking How the audience will be arriving/leaving (train, bus, car, foot, dropped off) Any other major events occurring on the same day in the same local area or city When the audience will start arriving How the performers will access the event Secure accreditation system Whether police presence is required Suitability of site design to minimise threats to enjoyment and safety Audience demographics Suitability of event attractions, amenities and services for the needs of the audience Audience capacity and ability of the venue to safely accommodate this figure when considering temporary structures, sight lines and evacuation requirements 3.5. Event delivery In the delivery stages of an event the following criteria should be addressed to minimise the likelihood of crowd-related incidents: Ensure a pre-event safety checklist has been produced which is wholly relevant to your event. This checklist should be completed by a competent person and discussed with the PCBU Ensure all staff are briefed on the event emergency procedures, amenities, running order and site layout Ensure temporary structures are sited correctly Ensure any signs are positioned to enable uninterrupted views Ensure all plant and equipment are secured away from the public Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 13

14 Ensure crowd monitors are in position for incident reporting and management Ensure suitable and sufficient medical and fire staff are on site and in position Carry out pre communication tests for hand-held devices and public address systems Ensure all parties are aware of communication procedures for the event Test CCTV (where applicable) Where applicable, ensure crowd flow times are understood Ensure all completion certificates/engineer reports are finalised Ensure all staff and contractors are clear on who can authorise the event to be opened to the public and who has the authority to temporary halt, or if required evacuate the event site and shut the event down If the event has reached capacity, position event staff, signs and barriers to prevent persons without tickets accessing the event or mingling outside Review, consult and adjust control measures as required on site 3.6. Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near misses CCTV footage (where applicable) Effectiveness of the control measures Identification of pinch points, bottlenecks or extensive queues Were flow rates on entry acceptable? Were there any levels of increased density? Could the food, beverage and amenities been positioned better to reduce density levels within the event site? Was the scheduling appropriate for the demographics attending or was there conflict? Medical incident data Ejection and arrest data (where applicable) Customer service Areas for improvement Occasions of non-compliance Any new hazards or risks identified Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 14

15 3.7. Documentation and records The following documents and records should be created, maintained and kept on site during an event: Event-specific crowd management plan Crowd and overall event risk assessments Event safety management plan Event security roster Event communication plan Pre-event security checklist signed Event security briefing Event running order Evidence of consultation Engineering certification, work permits and sign-off records. Contingencies These documents may be requested to be sighted by other PCBUs for verification or clarification and should be readily available at all times. 4. Built Environment A built environment or an engineered structure is a building such as a stadium, arena, theatre or other permanent structure, which has designated entrances and exits. Even though these venues are typically well established and are purpose-built for staging events, each event must be considered on its own merits as differing crowd demographics present differing crowd-related risks. An example of this may be a reserved-seating function with a young audience who may be attending their first ever concert, versus an older, alcohol-drinking crowd, with vast experience of concerts at a general admission event. While it the same venue with potentially the same number of audience members, there will be completely different risks for inside and outside the event. Similarly a sport fixture match between two historic adversaries, where the crowd-related incidents are well documented, versus another match where both clubs have had zero issues and pose a low level threat. Each event will be planned to encompass normal and emergency considerations but each match faces other crowd considerations that will have to be dealt with very differently. Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 15

16 5. Temporary Structures A temporary structure is a portable or built-to-order structure designed for a specific event or for a number of events over a specific length of time both long and short term. Examples include stage or performance area, marquees attached to or separate from the performance area, safety fencing, temporary toilets, merchandise and refreshment outlets, delay towers and first aid posts. Temporary structures serve the event s requirements and add to the overall aesthetics, but if not positioned properly they can also add significant crowd related issues, including: Sightline issues Bottlenecks Pinch points Queues obstructing thoroughfares Reduction of available space Increased crowd density Reduced egress capability in normal and emergency conditions 6. Human Spatial Memory and Orientation A key concern with crowds is the brain s capacity to understand and interpret signifiers in the venue that relate to ingress, circulation, safe passages and egress. For a fan with a season ticket to a sports stadium, who watches their team from the same seat every week, their hard wiring becomes familiar with the locations of entrances, exits, toilets, bars, food outlets etc. If the same person returns to the venue, set up in a different configuration for a concert or other special event, their spatial memory becomes distorted as the venue layout is now completely different, and as such this must be considered in the crowd risk assessment. Crowd disorientation can also occur for young people attending an event for the first time, in a new venue, or a venue that that has been completely reconfigured. Multi-layout venues are particularly prone to leading to disorientation of crowds whose memory is confused by things not being as they expect. Stress and anxiety within a crowd can have a highly contagious effect and can be avoided by engaging competent persons, well versed with crowds, to produce a suitable and sufficient crowd management plan and the associated risk assessment. Crowd support staff should be clearly visible and easily identifiable to enable patrons to approach for directions/information and to provide reassurance and direction under normal and emergency conditions. Depending on the size of the crowd this support can range from stewards/ushers in a traditional front-of-house role, to dedicated security personnel whose Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 16

17 function can extend to bag checks, supervision of bars and physical crowd control. Another issue to be aware of when planning crowd control and allowing for spacial awareness is the tendency for crowds to try to exit via the way they gained entry. This should be considered when an event is being planned if the proposed concept is to have separate exits and entrances. 7. Summary Crowds should be carefully planned for with suitable and sufficient contingencies. Those with overall responsibility for crowds should satisfy themselves that the level of expertise they are contracting to manage crowds on their behalf is commensurate with the risks the audience is exposed to. Consideration must be given to a range of normal and emergency scenarios when managing crowds. Event organisers should satisfy themselves that numbers of staff are based on the risks rather than a staff to audience ratio. One item that is being required to be considered more in the current global political climate is the potential of a terrorist attack. A number of venues have been targeted in recent years and while the risk potential in Australia is low, recent events in Sydney and other events in Paris and Moscow show that anywhere the public may gather is a potential target and steps must be taken to eliminate or minimise these risks. 8. Legislation, Standards and Guidance There are many legal considerations to be observed when planning a major event and none are more important than audience safety. From standard theatre productions where access to the bar and toilets at interval seem to be the main concern, to green field music festivals where just getting the audience into the area is fraught with difficulties, the risk assessment coming from a crowd management plan is essential. A risk assessment is required from the earliest. Councils or other authorities will want to see them at the development application stage. A risk assessment has to remain a living document, it will need to be referred to and updated constantly. Currently the best source of advice internationally is The Purple Guide endorsed by the UK Health and Safety Executive. This is an event guide written by the industry and it covers many aspects of crowd management. This is available by subscription at the following address: Other sources of Information include: Local and specific guides Worksafe Victoria Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 17

18 data/assets/pdf_file/0005/208229/isbn-crowd-control-atvenues-and-events-practical-occupational-health-and-safety-guide pdf Local regulations from council development approvals International best practice ANSI E Entertainment Technology Temporary Structures Used for Technical Production of Outdoor Entertainment Events - Safety Guidelines for Live Entertainment and Events I Audience and Crowd Management 18

19 Electricity Hazard Guide Table of Contents Disclaimer Overview Key Considerations Electricity Design and Planning Event Delivery General Guide Electricity Responsibilities Training and competence Consultation, co-operation and co-ordination Design and planning Event delivery Review Documentation and records Reporting Suggested Control Measures General electricity Electrical equipment Leads and cables Licensed work Isolation Operations and maintenance Power supply Legislation, Standards and Guidance Australian and New Zealand Standards Safety Guidelines for Live Entertainment and Events I Electricity I 1

20 Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Electricity Hazard Guide Version: V 1.0 Owner: Live Performance Australia Approved: Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Electricity I 2

21 1. Overview This guide provides information to assist in managing risks associated with working with electricity in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. An electrical hazard can cause death (electrocution), electric shock, burns, and nervous and muscular system injuries. Electrical hazards can also result in arcing, explosion and fire. Electrical hazards can lead to blackouts, creating flow-on health and safety risks to workers and patrons. There are some additional complications because electricity cannot be seen; electric shock can be received by direct and indirect contact, by unintentionally energised (live) equipment, misuse or incorrect operation of equipment, or by not following established safe work procedures. The risk of injury from electricity is strongly linked to where and how it is used. The risks are greater when working in outdoor or in wet environments, with portable equipment, with custom made equipment and props, or with equipment that can be damaged through high frequency use and movement. This Electricity Safety Guide provides practical information and suggested control measures for: General electricity Electrical equipment Electrical leads and cables Licensed work Isolation Operations and maintenance Power supply Testing Safety Guidelines for Live Entertainment and Events I Electricity I 3

22 For general information on duties, obligations and risk management please refer Part 1. Safety Guidelines for Live Entertainment and Events. 2. Key Considerations Electricity The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. 2.1 Design and Planning Has the scope of work (duration, equipment, scheduling, location) been clearly defined? Have other PCBUs and workers who will be affected by this activity been identified? Have arrangements been made to consult with and coordinate activities with other PCBUs? Have all site/venue specific safety requirements or procedures been considered? If installing temporary power, has the relevant state regulator/local government organisation been contacted to check what safety certification is required? Is electrical safety a requirement of site/venue induction? Will the potential electrical load be within the limits and design of the power supply/circuit? Have locations of all electrical equipment and cables been determined? Are safety procedures in place for workers working near overhead power lines? Are power supplies suitable for the location and positioned safely? Will there be a requirement for an ongoing electrical maintenance program? Has machinery/equipment that may expose workers to electrical risk been identified? Yes No Comments/Action Safety Guidelines for Live Entertainment and Events I Electricity I 4

23 The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. 2.2 Event Delivery Have the people working with electricity been given information, instruction and training? Are residual current devices (RCDs) labelled and tested? Are plugs, sockets in good condition? Have power boards or piggy-back plugs been used in preference to double adaptors? Are cords of suitable length for their intended use? Are switchboards labelled correctly and protected from damage? A check has been conducted to ensure that no aerial cables are fixed or attached to scaffolding? Has all electrical equipment and cables been inspected, tested and tagged in accordance with AS/NZ 3760? Are extension cables protected from water, and from being damaged or cut? Are electrical installations suitably protected from damage that would increase the risk of electrical shock or fire? Do extension cables have either moulded or transparent type plugs/sockets attached? Are light fittings suitable for the location and protected from breakage? Is all portable electrical equipment protected by RCDs? Has a check been conducted to ensure that extension cables and connections DO NOT prevent access to emergency response equipment? Yes No Comments/Action Safety Guidelines for Live Entertainment and Events I Electricity I 5

24 3. General Guide Electricity 3.1 Responsibilities The Work Health and Safety Regulations impose specific requirements on PCBUs concerning electrical work, including to: Manage any electrical risks Ensure workers receive adequate training so as to work safely with electrical equipment Inspect, test and tag electrical equipment at the workplace Disconnect and replace or remove unsafe electrical equipment Use and test appropriate residual current devices Follow conditions for work carried out on energised electrical equipment and cables Duty holders may also have additional responsibilities under state electrical safety regulations. 3.2 Training and competence Different licensing and competency requirements apply across Australian states and territories. Responsible persons should check with their state electricity regulator to clarify what type of licence is required. Broadly, the following requirements apply for each task/activity: Inspect, test and tag electrical equipment and cables Inspection and testing of electrical equipment must be carried out by a competent person someone who has acquired the knowledge and skills to carry out the task through either training, a qualification or experience. The unit of competency UEENEEP026A Conduct in-service safety testing of electrical cord connected equipment and cord assemblies is the minimum benchmark for persons conducting or supervising this type of work. Electrical cable plug and socket repair Electrical plugs and sockets may be replaced by a non-electrically licensed person provided the person has been trained, assessed and found to be competent to fit plugs and sockets according to the manufacturer s instructions. The unit of competency UEENEEP024A Attach cords and plugs to electrical equipment for connection to a single phase 230 Volt supply is the minimum recommended benchmark for persons conducting or supervising this type of work. Electrical equipment repair and maintenance The repair and maintenance of electrical equipment must be carried out by a competent person someone who has acquired the knowledge and skills to carry out the task through either training, a qualification or experience. The Restricted Electrical Worker's Licence (Class C) allows a person to Safety Guidelines for Live Entertainment and Events I Electricity I 6

25 disconnect and reconnect low voltage (under 1000v AC / 1500v DC) electrical equipment or components for the purpose of repair, replacement or maintenance. Work on energized electrical equipment and cables This is an extremely high risk activity and is restricted to a Licensed Electrician, Registered Electrical Contractor, or Qualified Electronic Technician. This activity must be thoroughly risk assessed with a range of controls introduced. Further to this, a rescue from live electrical apparatus plan must be in place prior to commencement of work. 3.3 Consultation, co-operation and co-ordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. All PCBUs have a duty to consult, co-operate and co-ordinate with all other PCBUs and workers involved in the activity. They should use the information in this guide to consult with workers including event staff to determine the electrical hazards and risks associated with an event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Consider the other parties who will need to be involved in the consultation process in the planning stages of the event and determine what information needs to be shared and discussed. During an event, PCBUs are required to consult, co-operate and co-ordinate with other PCBUs such as the venue or site management, unions, production companies, designers, event organisers or promoters, catering providers, security, subject matter experts (e.g. registered electricians or safety officers), local authorities or governments, rigging companies, performers, suppliers of plant or equipment. If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set elements, lighting and sound designs, site specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work etc. Safety Guidelines for Live Entertainment and Events I Electricity I 7

26 Opportunities for consultation include at toolbox talks, event briefings, site inspections, and stakeholder meetings, post event reviews, working groups or forums. 3.4 Design and planning In the early stages of design and planning for an event, the following criteria should be addressed when planning to work with electricity: Consultation with relevant PCBUs and workers Consultation with all departments that will require electrical power Development of risk assessments and SWMS including controls agreed to during consultation Selection of the plant and equipment required to complete the task Agreed scheduling and allocation of resources to minimise impact on others Access to site and delivery logistics Maintenance programs IP rating requirements for outdoor electrical equipment and cable Location and accessibility of power supplies/source(s) Maximum capacities of power supplies/source(s) Circuit and phase load calculations Rating of cables and connectors for maximum load requirements Licensing requirements to connect and disconnect temporary mains supply Type and capacity of mobile generators Type and capacity of uninterruptable power supplies Cable routes/runs and management strategies Emergency procedures for rescue from energised electrical apparatus 3.5 Event delivery In the delivery stages of an event (bump-in, rehearsal, show, bump-out) the following criteria should be addressed when undertaking work with electricity: Consultation with relevant PCBUs and workers Site-specific inductions Equipment inspections and/or maintenance Work permits or engineering certificate requirements Safety Guidelines for Live Entertainment and Events I Electricity I 8

27 Implementation and monitoring of controls identified in risk assessments or SWMS Enforcing compliance to legislative requirements Reviewing, consultation and adjusting control measures as required on site Incident reporting and management Communication procedures Sign-off and handover procedures 3.6 Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near-misses. Effectiveness of the control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified 3.7 Documentation and records The following documents and records should be created, maintained and kept on site when working with electricity during an event: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Maintenance records Engineering certification, work permits and sign-off records Power calculations and circuit loadings Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Safety Guidelines for Live Entertainment and Events I Electricity I 9

28 Some WHS documents and records need to be retained for a specific period of time see relevant WHS legislation for details. 3.8 Reporting Electrical incidents require notification to the state/territory electrical regulator and safety regulator. Organisations and specific events will have differing reporting channels, which must be made clear to all workers, contractors and PCBUs ahead of time. Workers must report ALL electrical shocks or accidents to their employer, involving the relevant Health and Safety Representative, where they exist Reporting to the state/territory safety regulator All electrical shock injuries are notifiable to the state and territory safety regulator, except those resulting from extra low voltage (<50v AC, <120v DC). Near misses are also reportable that is where such injury could have occurred had a person been present. The regulator should be notified immediately. In such circumstances the worksite must not be disturbed. In the event of a person being killed this must be reported immediately by telephone. The PCBU must ensure that the worksite (area) is not disturbed. Serious risks to public safety must be reported Reporting to the electrical supplier/regulator In Tasmania, New South Wales, Queensland, only electrical accidents and events requiring medical attention require notification to the electrical supplier. In all other jurisdictions, all electrical incidents or events must be reported to the network supplier (energy company) and/or electricity regulator. Always confirm with the state and territory safety regulator who else needs to be notified after making the first contact following an incident. An event that causes significant damage to property must also be reported, as this would be classified as a near miss or a dangerous incident Multiple PCBU reporting At a site where multiple PCBUs are operating, each PCBU must ensure that a notifiable incident is reported. PCBUs should clarify who is responsible for reporting. This may be the event manager, site safety officer, or persons undertaking such duties, or the employer. 4. Suggested Control Measures 4.1 General electricity Almost every event will require electrical power of some form or another. It is important that electricity is carefully risk managed at all times due to the serious consequences that may result. Safety Guidelines for Live Entertainment and Events I Electricity I 10

29 4.2 Electrical equipment All equipment must be well maintained and must not be used if it appears faulty. Workers must be trained in conducting routine inspection and must clearly understand how to report worn, faulty or damaged equipment. Unsafe equipment must be disconnected or isolated. Out of service ( lockout ) tagging procedures must to be understood. Return to service procedures should be understood and include testing of equipment prior to use. All equipment and cables must be inspected, tested and tagged in accordance with AS/NZ Testing frequency must be determined with respect to WHS regulations, state regulations and taking into account conditions of use. Appropriate records must be maintained Lighting Fixtures and Dimmers Lighting equipment likely to reach high temperature must be suitably guarded with a clearance maintained from flexible cords to prevent overheating and melting. To avoid overloading and a consequent fire hazard, maximum loads of lighting dimmers must not be exceeded. Lighting designers or persons designing a temporary lighting system require knowledge and understanding for the capacity of the available power supply. In designing a system and the layout of equipment, the capacity of cabling should also be considered. Dimmer and phase loading plus size of lighting equipment should be carefully planned with a load diagram for the system Portable equipment Portable electrical tools/appliances must be protected by RCDs, or when incompatible (e.g. dry ice machines) protection must be provided by current protection on the distribution board. 4.3 Leads and cables During the planning stage, decisions will need to be made as to which type of cable management system is to be used. For example a cable tray may be more appropriate than the use of centenary wire to travel the cable overhead. The use of socket adaptor plugs (piggy backs) must be carefully managed and only used in the way they are designed. Safety Guidelines for Live Entertainment and Events I Electricity I 11

30 Cable routes need to be carefully planned pre-event. Cable management may be required for protection against sharp edges and heavy loads. Any protection should be conspicuously marked to avoid trip hazards. Cable connections and joins need to be secured and protected, especially in outdoor environments exposed to weather. It may be necessary to fit appropriate weatherproofing and elevate the cable connection to prevent exposure to moisture/water. Cables should be selected to minimise excess length. Any excess length on power cables should be coiled in a figure 8 pattern so as to dissipate any heat build-up and help reduce induction. When managing excess power cable on a truss or bar the cable should be run-out along the structure and double-backed on, so as to dissipate any heat build-up and help reduce induction, rather than coiled or wrapped around the structure. Once the installation of cables is complete, it is best practice to do a walk-through of the work site to see if any heavy duty rubber mats or extra signage are required to avoid trips. All leads and cables must: Be tested and tagged in accordance with AS/NZ 3760 Be of industrial quality Be protected from weather Be secured and clearly identified Be protected from sharp edges and heavy loads, including during transport Have ends covered with plastic protective covers Have any excess coiled in a figure 8 configuration Be stored so they will not be damaged Not be frayed or have wiring exposed Not be twisted, crushed or kinked Not create a tripping hazard Not be in contact with cranes or overhead mobile plant and equipment Be off the ground, or if not possible, protected from damage, weather and tripping with suitable cable covers Safety Guidelines for Live Entertainment and Events I Electricity I 12

31 4.4 Licensed work Work that is undertaken on an electrical installation or equipment (except extra low voltage <50 v AC or 120 v DC) must only be undertaken by competent and licensed or registered electricians. Before working on any electrical equipment it must be isolated, tagged and checked. For work on energised electrical equipment the safe work procedure TEST FOR DEAD BEFORE YOU TOUCH must be applied at all times. WHS Regulation 161 requires that all electrical work on energised electrical equipment is carried out in accordance with a safe work method statement (SWMS). 4.5 Isolation Exposed wiring or any electrical item in need of repair or maintenance or should be isolated from its power source. For example, when replacing a globe in a lighting fixture, it must be unplugged locally from its power source. This also applies to distribution boards. Circuit breakers may need to be tagged out to protect personnel working downstream. 4.6 Operations and maintenance All workers must be aware of their responsibilities with regard to electrical safety, through induction, ongoing training and appropriate supervision. Manufacturer s instructions must be followed. Instructions and operating manuals should be available and accessible to workers using equipment. All outlets must be considered live/energised unless proved dead (de-energised). Conducting materials such as earth, concrete, wet/damp timber, flames, all metal objects such as rulers, tapes, rings and belts and including yourself must, as far as possible, be removed from contact with any electrical work. Double adaptors or rewireable three-pin piggy-back plugs must not be used. The use of moulded or clear, riveted (not user accessible) piggyback plugs is acceptable only when wired by competent, appropriately trained, authorised personnel. Ladders intended for electrical use must be used. In practice only ladders made from nonconductive materials such as fibreglass should be used for work around live electrical equipment. 4.7 Power supply Ensure all power distribution systems are energised in steps, starting at the main power supply and flowing down stream through each distribution point until the last device is reached. Safety Guidelines for Live Entertainment and Events I Electricity I 13

32 Ensure all power distribution systems are de-energised in steps, starting at the last device, back through each distribution point and ending at the main power supply. Prior to energising or de-energising a distribution system, ensure all co-workers are informed that the distribution system is alive or isolated. Check supply boards annually. Thermal imaging while under load is a good way to assure the board is safe. Ensure all contractors and staff are aware of and adhere to power load allowances. At outdoor events, mains power must be Earth protected and all power supplies be fitted with RCDs including the electrical grid, portable distribution boards, electrical panels etc. Production electrical distribution devices (tie-ins or tails) must only be installed, removed or handled while the mains/generator power is isolated. Ensure that the electrical grid is effectively isolated from mains or generators while any electrical equipment is installed or removed. Danger tagging and physical isolation of mains/generators outlets and mains controls must occur while works along the power grid are being undertaken. All switchboards must be of robust weatherproof construction and have a locking device, protective doors that will not damage flexible extension cords, securely fixed to a structure and be locked after work each day/shift. All temporary switchboards must additionally have an isolating switch. All power lock mains and power distribution systems used for temporary power must be installed off the ground, out of water and protected from the elements. State regulators and some local government organisations require safety certification for temporary power installation. Checks are required during planning to assure which specific licences may be required to perform certain tasks or installations. A secure (fenced) location should be provided for portable generators, including the fuel source. Work procedures must ensure inhalation of fumes and fuel spillage hazards are managed. A silencer may be required to manage noise. Whenever power lock cables are installed it is best practice to install the earth first. When disconnecting, the earth should always be left in until all the other colours have been disconnected. The WHS Regulations have additional specific requirements for regular testing of electrical equipment used in a hostile operating environment (outdoor, exposure to moisture, heat, vibration). Safety Guidelines for Live Entertainment and Events I Electricity I 14

33 5. Legislation, Standards and Guidance Safe Work Australia (2012) Managing Electrical Risks in the Workplace Code of Practice 2012 Safe Work Australia Fact Sheet: Electrical Risks at the Workplace Workcover NSW Low Voltage Electrical Work Code of Practice Worksafe Victoria Electrical installation on construction sites 5.1 Australian and New Zealand Standards AS/NZS 2978 Insulating mats for electrical purposes. AS/NZS 3000 Electrical installation (Australian/NZ Wiring Rules) AS/NZS 3100 Approval and test specification General requirements for electrical equipment AS/NZS 3017 Electrical installations Verification guidelines. AS/NZS 3190 Approval and Test Specification Residual Current Devices AS/NZS 3760 In service safety inspection and service of electrical equipment AS/NZS 3820 Essential safety requirements for low voltage equipment AS/NZS 4836 Safe working on or near low-voltage electrical installations and equipment Safety Guidelines for Live Entertainment and Events I Electricity I 15

34 Event Rigging Hazard Guide Contents Disclaimer Overview Definitions Rigging Basic rigging Classes of rigging Work NOT deemed as rigging Key Considerations Event Rigging Design and planning Event delivery General Guide Event Rigging Responsibilities Training and competence Consultation, Co-operation and Co-ordination Co-operating with the scheduling and control of rigging activities Design and planning Indicative rigging planning considerations Event Delivery Review Documentation and records Suggested Control Measures General event rigging The stages of rigging Control measures to be implemented Additional factors to be considered in live entertainment and event rigging Non construction rigging standard equipment Material sizes and capacities Safety factors Safety Guidelines for Live Entertainment and Events I Event Rigging I 1

35 4.4.4 External entertainment specific factors such as pyrotechnics, low light, atmospheric haze Alternatives for aerial performers Legislation and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Event Rigging Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Event Rigging I 2

36 1. Overview This guide provides information to assist in managing risks associated with rigging work undertaken in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to develop risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under Work Health and Safety legislation. Codes of Practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. As rigging work can only be undertaken by appropriately licensed personnel who are competent to identify and control risks associated with rigging, this guide does not provide detailed advice on suggested control measures. When undertaking rigging, additional risks associated with working at height must also be identified and managed. See Working at Height Hazard Guide. The Safety Guidelines for Live Entertainment and Events Part 1 provides general information on duties, obligations and risk management Definitions Rigging Rigging is defined by Part 1 WHS regulations. Rigging work means: (a) the use of mechanical load shifting equipment and associated gear to move, place or secure a load using plant, equipment or members of a structure to ensure the stability of those members; or (b) The setting up or dismantling of cranes or hoists. Safety Guidelines for Live Entertainment and Events I Event Rigging I 3

37 In terms of the WHS regulations, rigging work typically meets the requirements for high risk work, construction work and high risk construction work High risk work as it is within the scope of a high risk work licence for dogging and rigging work. Construction work as it includes the assembly of prefabricated elements to form a structure, or the disassembly of prefabricated elements forming part of a structure. Assembly of rigging is adding a new element of structure to the existing structure. High risk construction work because: o there is a risk of a person falling more than two metres, or o The work is carried out in an area in a workplace in which there is movement of powered mobile plant. Chapter 6 of the Model WHS regulations define certain requirements related to rigging as high risk construction work including the use of Safe Work Method Statements (SWMS), security of the workplace, and general construction induction training Basic rigging Basic rigging Definition: Examples Competence Dogging work plus Hanging (placing) a single hoist Installing a suspension point to a structure Installing a counterweight flying line or winch (temporary or permanent) Single chain block, motor, wire/batten, truss arch or truss upright that is lifted by a mechanical device Installing life lines. Intermediate rigging Definition Examples Design, planning and consultation for basic rigging tasks Supervision of basic rigging activities Basic rigging certificate plus relevant experience in applying rigging skills in a live entertainment or event context Dogging and basic rigging work plus: Installing multiple hoist systems with multiple power sources that can be controlled individually or collectively Planning and coordinating of multi hoist lifts, irrespective of scale (number of points) Installing lighting truss supported by two or more chain blocks, hoists or winches Safety Guidelines for Live Entertainment and Events I Event Rigging I 4

38 Competence Installing speaker or AV system supported by two or more chain blocks, hoists or winches Installing multiple bar load equalisation or power assisting hoist or winches to theatre flying systems Supervision, design or planning work that requires intermediate and below competence in rigging Intermediate rigging certificate plus relevant experience in applying rigging skills in a live entertainment or event context Advanced rigging Definition Dogging, basic and intermediate rigging work plus: Suspension of persons Temporary guide structures Span lines Examples Flying performers Rigging circus or aerial acts Classes of rigging Dogging Definition Examples Competence Dogging work plus: Hanging (placing) a single hoist Installing a suspension point to a structure Installing a counterweight flying line or winch (temporary or permanent) Single chain block, motor, wire/batten, truss arch or truss upright that is lifted by a mechanical device Installing life lines Design, planning and consultation for basic rigging tasks Supervision of basic rigging activities Basic rigging certificate plus relevant experience in applying rigging skills in a live entertainment or event context Work NOT deemed as rigging Definition Attaching or suspending items these tasks involve attaching items to a preexisting/proprietary system using a standard method. This work is often referred to as theatrical rigging, such as rigging a light, or rigging sound/av. It is not Safety Guidelines for Live Entertainment and Events I Event Rigging I 5

39 Examples Competence Controls rigging as defined by WHS regulations. Hanging technical elements (lighting, sound, AV equipment) from a hook clamp Attaching cloths, drapes, banners Attaching scenery with a dedicated attachment point Attaching styling/design elements Attaching or running cables Follow task instruction Site supervision Following venue guidelines, including allowable weights for items Following proprietary system manuals SWMS 2. Key Considerations Event Rigging The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comments/Action 2.1 Design and planning Will other PCBUs and workers will be involved or affected by this activity? Have arrangements been made to consult with and cooperate and coordinate activities with other PCBUs before and during the undertaking of this activity? Has the scope of work been defined duration, equipment required, scheduling, location? Are there site-specific safety requirements or procedures that must be considered? Are there elements to be suspended? Has it been determined how the weight will be distributed? Does the venue have the appropriate rigging infrastructure? Have the capacities of the venue rigging infrastructure been determined? Is venue approval required to install rigging? Will mobile plant be required? Safety Guidelines for Live Entertainment and Events I Event Rigging I 6

40 Is the rigging equipment fit for purpose and compliant with legislation? Are the weights of all suspended elements known, including all rigging components, brackets etc.? Have all environmental conditions that may affect the rigging structure been taken into consideration? Will engineering certificates be required? Have all PPE requirements been determined? Is it clear who will conduct the risk assessment? 2.2. Event delivery Do workers have the appropriate licences? Will workers be exposed to the risk of falls? Will movements of rigging be part of the performance? Have the procedures and authority for calling stop and go/no go been established? Have rigging communication protocols been established? Are adequate rigging inspections scheduled, including by whom and when? Is the activity co-ordinated with other PCBUs? Can the rigging work be scheduled to minimise exposure to other worker/services? Have the identities of all individuals who will be in the work area when rigging is being conducted been determined? Has it been determined how exclusion zones will be established and maintained? Are arrangements in place to ensure the rigging structure cannot be accessed by the general public/audience? Safety Guidelines for Live Entertainment and Events I Event Rigging I 7

41 3. General Guide Event Rigging 3.1. Responsibilities The WHS regulations require that people undertaking high risk work hold the license appropriate for that class of high risk work. Specific licenses apply for dogging and rigging work; relevant experience in applying rigging skills in a live entertainment or event context is also required. PCBUs have a duty to ensure people hold the required license and individuals are required to provide evidence of the class of license held and relevant contextual experience Training and competence Competence to undertake various classes of high risk work is regulated through a national licensing system. Rigging work in live entertainment and events requires persons to hold one of the following classes of license in addition to the general construction induction training card (White Card): Dogging Basic rigging Intermediate rigging Advanced rigging Personnel must also be competent to undertake work at height. Completion of the unit RIIWHS204D Work Safely at Heights or equivalent is the recommend standard. More information on the specific competencies and licensing arrangement can be obtained from the state/territory safety regulator or from Safe Work Australia. Details are included in the Certification Standard for Users and Operators of Industrial Equipment [NOHSC: 1006 (2001)] and the National Standard for Licensing Persons Performing High Risk Work. The following are examples of tasks that are related to rigging but not deemed as rigging within this guide. They require a level of competence but not a high risk work licence. Examples are: Operation of flying systems An operator of a flying/hoisting system (counterweight or powered) must: o have received specific training in the use of the particular flying/hoisting system o be competent to operate the equipment o have undertaken a venue-specific induction before operating the flying/hoisting system. Adjusting lights on a truss or lighting bar/suspension Safety Guidelines for Live Entertainment and Events I Event Rigging I 8

42 Hanging technical elements (lighting, sound, AV) from a theatrical hook style clamp Attaching cloths, drapes, banners Attaching scenery with a dedicated attachment point Attaching styling/design elements Attaching or running cables 3.2. Consultation, Co-operation and Co-ordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. All PCBUs have a duty to consult, co-operate and co-ordinate with all other PCBUs and workers involved the activity. They should use the information in this guide to consult with workers including event staff to determine the rigging hazards and risks associated with an event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Consider the other parties who will need to be involved in the consultation process in the planning stages of the event and determine what information needs to be shared and discussed. In particular, consultation must include gathering information from designers, which will inform the approach to rigging. During an event, PCBUs are required to consult, co-operate and co-ordinate with other PCBUs such as the venue or site management, unions, production companies, designers, event organisers or promoters, security, subject matter experts such as licensed riggers, engineers, safety officers, local authorities or governments, performers, suppliers of plant or equipment etc. If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set, lighting and sound designs, site-specific requirements, venue structure and weight loads, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work etc. Safety Guidelines for Live Entertainment and Events I Event Rigging I 9

43 Opportunities for consultation include toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups or forums Co-operating with the scheduling and control of rigging activities Rigging is high risk work and there must be clear allocation and communication of responsibilities for all people working on site. The person with authority for rigging such as the rigging company, rigging supervisor or head rigger will be responsible for the planning, scheduling and control of rigging operations. In particular, the person responsible for rigging will determine exclusion zones while rigging is being undertaken and will ensure sufficient mechanisms are in place to maintain the exclusion zones during work. Authority to issue safety instructions and call stop must be clearly established. This must be communicated to all people on site and they must understand and be able to follow these safety protocols Design and planning In the early stages of design and planning for an event, the following criteria should be addressed when planning rigging work: Consultation with relevant PCBUs and workers Selection of the rigging plant and equipment required to complete the task Scheduling and allocation of resources to minimise impact on others Consultation with contractors Work permits, engineering certificates or safety plans requirements Development of risk assessments and SWMS including controls agreed to during consultation Access to site and logistics Maintenance programs Legislative requirements such as a rescue plan Emergency procedures Communication methods Safety Guidelines for Live Entertainment and Events I Event Rigging I 10

44 3.3.1 Indicative rigging planning considerations Obtain technical specifications from the promoter/technical director/production manager/project manager/organiser about the production rigging requirements including: o o o o o o o lighting design sound design set design set builders production design suppliers of equipment temporary structure designer Obtain technical specifications for the venue. Take into account the loads applied to the system by the weight of fittings, equipment and other items. This must take into account the capacity of all elements including trusses, hoists and points of attachment. The rigging plan must meet the requirements specified by the venue including meeting SWMS s procedures, weight statements, and any work permits. Any new risks that result from the placement of rigged items must also be managed. For example, the choice of rigging points should ensure that the installation of false ceiling does not obstruct fire safety systems. Access requirements for inspection and maintenance must also be considered to ensure new height safety hazards are eliminated or minimised. Assess the work to be undertaken and determining high risk work license requirements. Any other considerations that may arise from event specific requirements Event Delivery In the delivery stages of an event (set up, rehearsal, presentation/performance and breakdown/bump out) the following requirements should be addressed: Ongoing consultation with relevant PCBUs and workers Site specific inductions Equipment inspections and/or maintenance Implementation and monitoring of controls identified in risk assessments or SWMS Enforcing compliance to legislative requirements Review, consultation and adjustment control measures as required on site Incident reporting and management Safety Guidelines for Live Entertainment and Events I Event Rigging I 11

45 Sign-off and handover procedures Rigging during event set up and event de-rig should adhere to the following steps: Conduct tool box talks with crew and production representatives Establish works area and exclusion zones Establish access methods Mark out rigging points Hang hoists Layout trussing system Lift truss to work height Allow other suppliers or technical departments to install their equipment Check that what was installed complies with agreed rigging documentation Clear work zone for truss to move to trim height Rigging during presentation/performance mode should adhere to the following steps, which may be repeated for each presentation/performance event: Agree timings with production Establish the communication protocols, including verifying who calls stop Agree process with other technical areas (lighting, sound, AV) for rigging test Test/rehearse rigging in full work light without any other technical elements Progressively introduce technical layers of performance one by one e.g. lighting, then sound, then performers Establish responsibility for deciding who does what in the performance/event space 3.5. Review After an event, review the following elements in consultation with other stakeholders: Incident reports and outcomes including near-misses Effectiveness of the control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified Safety Guidelines for Live Entertainment and Events I Event Rigging I 12

46 3.6. Documentation and records The following documents and records should be created, maintained and kept readily accessible when undertaking rigging: Rigging plan Point load document Periodic inspection certificates Rigging test tags (where used) Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Plant design specifications and maintenance records Engineering certification, work permits and sign-off records Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Some WHS documents and records need to be retained for a specific period of time see relevant WHS legislation for details. Copies of High Risk Work licenses must be kept for a minimum of one year. 4. Suggested Control Measures 4.1. General event rigging Rigging work will often take place amongst a range of other activities during set up/breakdown or bump-in/bump-out and performance/presentation of live entertainment and events. To manage associated risks it is essential to clearly distinguish rigging work from other related activities and ensure relevant controls are in place The stages of rigging As legislation defines rigging as high risk work, specific control measures need to be implemented for the process of rigging. To enable the reasonably practicable implementation of these control measures in the environment of live performance and events, the process is best described by stages. Safety Guidelines for Live Entertainment and Events I Event Rigging I 13

47 Stage 1: Top rigging to be considered rigging and therefore a high risk activity. Commences from when the elevated work platform is in a lowered static position ready to begin the task of attaching a new element to the structure. This would include, but not be limited to, connecting top points and positioning chain motors. Top rigging ceases when all attaching tasks at height are completed and the elevated work platform is returned to the lowered static position. Stage 2: Ground work not deemed to be rigging or a high risk activity. This stage includes all work conducted at or below two metres with workers positioned at the ground level. During this stage there is no risk of falling from height and minimal risk of harm from falling objects. Ground work would include, but not be limited to, the assembling of truss, attaching banners, lights and audio visual equipment to the truss or structure to be lifted. Stage 3: Movement to be considered rigging and therefore a high risk activity (other than the operation of a flying or hoisting system see definitions in this document), commences from when the structure is moved to when it is stationary again. This would be for the purposes of loading and attaching lights and audio-visual equipment Control measures to be implemented For the stages listed above that are considered rigging, the following control measures must be implemented and enforced by the person or company responsible for undertaking rigging. These are mandatory legal requirements and any persons undertaking rigging work or working on in the vicinity of rigging activity must be aware of these safety requirements and adhere to them. Construction induction card and HRW license all persons involved in the activity of rigging are to hold a general construction induction training card. As a minimum this would include the licensed rigger, dogger and the spotter. Persons undertaking dogging and rigging work must hold the appropriate class of high risk license. Safe work method statement as the rigging process has been defined as a high risk activity, a task specific SWMS must be provided on site and reviewed prior to work commencing and signed off by all workers involved in the activity of rigging. Head protection and safety boots riggers, spotters and other workers within the exclusion zone must wear appropriate head protection and safety boots during the stages identified as rigging. Isolation and control of the area of risk the area below the activity is to be isolated during each stage identified as rigging to minimise the risk of harm from falling objects. The means of isolation and the size of the exclusion zone is to be determined by the company or authorised person undertaking the rigging, with consideration of the activity being undertaken, and should be identified in their task-specific SWMS. Only workers necessary to the rigging process should remain in the exclusion zone and all workers remaining within this area are required to comply with the controls stated above. Safety Guidelines for Live Entertainment and Events I Event Rigging I 14

48 In the planning stages of an event, the move-in/move-out schedules should also take into consideration minimising the number of persons exposed to the rigging activity whenever reasonably practicable. Source: Adapted from information kindly supplied by the Sydney Convention and Exhibition Centre, Additional factors to be considered in live entertainment and event rigging An experienced and competent rigger who also has experience in the entertainment and event field and holds the appropriate licenses for the relevant high risk work must be consulted when circumstances/effects involve highly complex rigging situations Non construction rigging standard equipment Rated equipment suitable for use in the entertainment industry must comply with the following three requirements: 1. The minimum breaking load is known and the item is stamped or marked with a serial, part or reference number 2. The appropriate safety factor must be applied 3. The item must be inspected prior to each use This means that equipment from the climbing and yachting industries or equipment that does not have a marked Working Load Limit (WLL) may be used for entertainment rigging as long all of the above three requirements are met Material sizes and capacities Minimum sizes for wire, ropes, and chains are specified by Australian Standards and rigging license training. However, the smaller wires, ropes, chains etc. may be used where an appropriate risk assessment or method diagram demonstrates that they can be used safely. The diagram must state the working load limit of the cable or fitting and the weight of the load to be supported. Typical examples include suspension of lightweight scenic item, stunts or magic style effects. Safety Guidelines for Live Entertainment and Events I Event Rigging I 15

49 4.4.3 Safety factors Safety factor requirements may vary depending on the circumstances. WLL = MBL/SF WLL working load limit MBL minimum breaking load SF safety factor Item Safety factor Chain, shackles and other metal fittings 4 Wire rope 5 Natural fibre rope 6 Synthetic ropes or webbing 8 Any item used for suspending a person 10 As a general guideline a safety factor of 10 should be considered for suspending over the general public. *** NOTE: a safety factor is only applied ONCE and only to a MBL External entertainment specific factors such as pyrotechnics, low light, atmospheric haze The consequence of using special effects and the general environment must be considered when selecting items for entertainment rigging. For example, synthetic slings should not be used where pyrotechnics and/or extreme heat may cause a failure, or for a long-term installation where slings may be exposed to chemicals like smoke fluid, or sunlight. Typical features of the entertainment work environment must be detailed when preparing risk assessments or SWMSs for entertainment rigging. This may include low light, high noise, difficult access, large audiences or members of the public etc Alternatives for aerial performers The WHS legislation in each state allows a variation from standard working at height principles for aerial performers, acrobats, stunt persons etc. ONLY where it is not reasonably practicable to eliminate the risk of a fall. Acceptable circumstances include: 1. The performer is engaged in stunt work 2. The performer is engaged in the performance of acrobatics 3. Working in a theatrical performance 4. Working in a sporting or athletic activity NOTE this does not apply to the performer while they are rigging, inspecting, or de-rigging their equipment, or any other person assisting them. The performer should be consulted and incorporated in the planning and development of controls. For more information, please see the Performer Hazard Guide. Safety Guidelines for Live Entertainment and Events I Event Rigging I 16

50 Persons conducting a business or undertaking (PCBU) at a workplace must manage the risk of a fall by a person from one level to another that is reasonably likely to cause injury to the person or any other person. Please refer to the Code of practice managing the risk of falls at workplaces for further information regarding fall prevention and fall-arrest systems. 5. Legislation and Guidance Workcover NSW, A Guide to Rigging Safe Work Australia. National Standard for Licensing Persons Performing High Risk Work. 2006: ngpersonsperforminghighriskwork_2006_pdf.pdf Safe Work Australia. Certification Standard for Users and Operators of Industrial Equipment [NOHSC: 1006 (2001)]: nationalohscertificationstandard1994.pdf Sources: Safe Work Australia. National Standard for Licensing Persons Performing High Risk Work ngpersonsperforminghighriskwork_2006_pdf.pdf Safety Guidelines for Live Entertainment and Events I Event Rigging I 17

51 General Operational Hazard Guide Contents Disclaimer Overview Key Considerations Manual handling Slips and trips floors Slips and trips stairs and ramps Slips and trips housekeeping Slips and trips tasks General Guide General Operational Hazards Responsibilities Training and competence Consultation, co-operation and co-ordination Design and planning Event delivery Review Documentation and records Suggested Control Measures Event infrastructure design, site order and housekeeping, crews Design of sets and scenery Site order and housekeeping during materials movement and assembly Staff welfare and fatigue Multiple employers Work lighting General lighting Blackout Loading and unloading trucks Transport and packing control measures Traffic control measures Unloading control measures Manual handling Slips and trips Impact and crush injuries Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 1

52 4.8 Attaching or suspending items NOT deemed as rigging Drapery Revolves and moving scenery trucks Work on raked stages Hot works Vehicles on stage Restricted spaces within set pieces and stages Legislation, Standards and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Hazard Management Guide Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 2

53 1. Overview This guide provides information to assist in managing risks associated with general operational hazards in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of Practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. International standards also provide further guidance on ways to identify hazards and manage risks. General operating hazards in live performance include a variety of activities and environments. This guide provides information on risks associated with: Event infrastructure o o o design site order and housekeeping crews and fatigue Work lighting Loading and unloading trucks Manual handling Slips and trips Impact and crush injuries Attaching or suspending items not deemed as rigging Drapery Revolves and moving trucks Work on raked stages Hot works Vehicles on stage Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 3

54 Restricted spaces within set pieces and stages Further information: Stage Machinery and Automation Systems Hazard Guide Working at Height Hazard Guide Event Rigging Hazard Guide Part 1 Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. 2. Key Considerations Consider the following questions during event design, planning and delivery Yes No Comments/Action 2.1 Manual handling Is there handling of heavy objects, awkward objects or objects that are difficult to grasp? Is there frequent or prolonged bending, reaching or twisting of the back, or awkward postures? Are loads moved or carried over long distances? Are loads unstable or unbalanced? Does the moving involve large push/pull forces? Is the object pushed or pulled across the front of the body? Do objects have sharp edges or protrusions? Does the object block the view of the carriers when being handled? Is the lighting adequate for safe manual handling? Is the work environment cluttered, uneven or slippery? Is the task performed in a defined restricted space? Are there sufficient competent people for the manual handling task? Do workers have the required skills for the manual handling task? Should a mechanical handling aid be used to move items? Is the correct appropriate PPE being used? Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 4

55 Consider the following questions during event design, planning and delivery Yes No Comments/Action Is equipment maintained in good working order? Are the appropriate mechanical handling aides available? Is the work area free of excessive noise, wind, rain or any other impediment to safe manual handling? 2.2 Slips and trips floors Are there any floor surface transitions not easily noticed (any ridge that is as high as a footwear sole or higher)? Is the floor slippery at any time? Has any anti-slip paint, coating profiles or tapes been worn smooth or damaged? Are there any isolated low steps? Are there any trip hazards due to equipment and other objects left on the floor, raised carpet edges, loose tiles etc.? Are there any holes or unevenness in the floor surface? 2.3 Slips and trips stairs and ramps Is the lighting sufficient for ramps or steps to be seen clearly without glare? If the steps are all the same colour, have the edges been identified clearly? Do any steps have too small a rise or tread or an excessive step edge (nosing)? Are any step edges/nosing s slippery or hard to see? Are the steps uneven or are there excessive variations in step dimensions? Are handrails inadequate on stairs? Are ramps too steep or too slippery? Are there corners to navigate? Is there sufficient lighting in passageways, at flooring transitions, ramps or stairs? Does the lighting throw distracting shadows Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 5

56 Consider the following questions during event design, planning and delivery Yes No Comments/Action or produce excessive glare? 2.4 Slips and trips housekeeping Are papers, rubbish, dirt or spills left on the floor? Are wet floor signs not available or not used correctly? Are aisles poorly marked or cluttered? Is there enough storage space when moving in equipment and sets? Are there any trip hazards present due to equipment and other movable objects left lying on the ground? Do spills (wet or dry) occur regularly during work processes? 2.5 Slips and trips tasks Do workers have to walk or work on greasy, oily or wet floors that are not adequately slip resistant? Do loads that are carried or pushed interfere with vision? Are the loads to be carried excessive or likely to upset a person s balance? Do heavy trolleys have to be pushed up ramps? Are workers hurried due to time constraints? Do workers require training in the procedures for dealing with slips and trips hazards? Do workers require slip resistant footwear? Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 6

57 3. General Guide General Operational Hazards 3.1 Responsibilities There are specific requirements in relevant state and federal WHS regulations for managing risks associated with general work operations. In particular, some sections may apply to live theatre and events including, for example, in the Model WHS Regulations, Chapter 3, General risk and workplace management; Chapter 4, Part 4.1 Noise, Part 4.2 Hazardous Manual Tasks and Chapter 6 Construction Work. 3.2 Training and competence Appropriate training must be provided to all persons in the workplace to enable them to safely undertake operational tasks. Workers must receive induction training to enable them to understand the hazards and risks associated with the required tasks and how to implement appropriate controls. Site-specific training should be provided on specific risks. Further task-specific training must be provided to ensure personnel are competent to undertake hazardous tasks such as manual handling. In addition to the relevant certification being sighted, management should make a determination of the competency/capacity of each worker for the tasks required. 3.3 Consultation, co-operation and co-ordination The Model WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. All PCBUs have a duty to consult, co-operate and co-ordinate with all other PCBUs and workers. They should use the information in this guide to consult with workers to determine hazards and risks in the operational environment and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, be acted upon and followed through. PCBUs and workers must determine what information needs to be shared and discussed. This might include consultation with venue or site management, unions, production companies, event organisers, promoters, catering providers, security, subject matter experts such as structural engineers or safety officers, local authorities or governments, rigging companies, performers, suppliers of plant or equipment, etc. By legislation you must include consultation with designers. Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 7

58 If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set, lighting and sound designs, site-specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work, etc. Opportunities for consultation include toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups and forums. 3.4 Design and planning In the early stages of design and planning for an event, the following criteria should be addressed: Consultation with relevant PCBUs and workers Selection of the plant and equipment required to complete the task Appropriate scheduling and allocation of resources to ensure safe work practices Design to suit the financial and logistical capabilities of the organisation Development of risk assessments and SWMS that include controls agreed to during consultation Work permit or engineering certificate requirements Rescue methods, including the persons and equipment required for any rescue Access to site and logistics Maintenance programs Legislative requirements Emergency procedures Communication methods The design and planning phase should seek to eliminate or minimise general operational hazards and risks. For example, sets and props should be designed in a manner that eliminates or minimises the need for manual lifting and allows them to be handled in a safe way. 3.5 Event delivery In the delivery phases of an event (bump in, rehearsal, show, bump out) the following criteria should be addressed: Consultation with relevant PCBUs and workers Site-specific inductions and toolbox reports Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 8

59 3.6 Review Ensuring the correct infrastructure is in place Hierarchy of safety information flow Identification of direct supervisor of each worker Equipment inspections and/or maintenance Implementation and monitoring of controls identified in risk assessments or SWMS Compliance to legislative requirements Revision, consultation and adjustment of control measures as required on site Incident reporting and management Sign-off and handover procedures After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes, including near-misses. Effectiveness of the risk control measures Scheduling Incidents of non-compliance Any new hazards or risks identified Possible improvements to safe work practices distributed to all planners 3.7 Documentation and records The following documents and records should be created, maintained and kept on site when undertaking potentially hazardous work during an event: Emergency contact numbers Risk assessments and SWMS Manual handling injury prevention program information Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Plant design specifications and maintenance records, including modifications Engineering certification, work permits and sign-off records SDS and hazardous substances register Site evacuation plan and procedure Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 9

60 Any of the above documents can be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Various WHS documents and records need to be retained for a specific period of time see relevant state and federal WHS legislation for details. 4. Suggested Control Measures 4.1 Event infrastructure design, site order and housekeeping, crews Planning is the critical factor in managing general operational hazards and risks, particularly the unloading and assembly of sets and event infrastructure. It is not an acceptable practice for staff to be unaware of what a truck contains until it reaches the venue or site. Personnel coordinating bump-in or set up need to understand and plan for how materials will be received and handled on site or in the venue. They also need to take into account factors in the physical environment that may complicate materials movement and assembly, including access, weather, ground conditions, light levels, ambient noise levels and so on. These factors will also influence the number of workers and skill mix required to complete the task being undertaken Design of sets and scenery Designers must consider the hazards and risks their set design introduces into the workplace and also how the set and elements will operate during a performance or event. Designers have a duty under the Model WHS Act to ensure, so far as is reasonably practicable, that the set and elements are without risks to health and safety when used as intended. This includes providing information to others to enable them to manage hazards and risks. Organisers/PCBU have a duty under the Act to request this information from the designer. In general, consideration should be given to the design and installation options that eliminate or minimise hazards and risks associated with manual handling, slip, trip, crush or fall hazards, exposure to hazardous chemicals, flammability, access, etc. Suggested control measures: Have sets, structures, scenic elements, fixings and loadings (during construction as well as when fully assembled) assessed by an independent engineering consultant Ensure all applicable parts of scenery have Safe Work Loads (SWLs) clearly marked and visible Ensure stairs and handrails meet the Building Code of Australia (BCA) and Australian/NZ standards Complete relevant SWMS and risk assessment documentation Determine and document load limits Minimise the risk of fall and falling objects hazards Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 10

61 Undertake detailed planning for hoisting of sub-assemblies, construction and fixings of set pieces and structures Ensure construction follows a documented procedure developed in consultation with competent and experienced technicians responsible for construction and erection Assess potential crushing and entrapment risks and develop SWMS as required Conduct routine inspection of structures before all rehearsals and performances to ensure continued integrity Ensure designers and contractors provide information on paints and coatings used Allocate adequate time for testing complex technical elements Define all the parameters of the design, including, but not limited to, transportation, handling, assembly and operations Site order and housekeeping during materials movement and assembly The key to minimising risk is identifying and managing potential hazards. Each task or work environment should be risk assessed on a case-by-case basis, and any control measures that are implemented should remain subject to review and revision as required. It should not be assumed that a generalised set of control measures will be sufficient in all instances. Suggested control measures: Ensure a competent person (safety manager, event/site manager, production manager) provides supervision of all unloading and bump-in activity, according to venue or site requirements Confirm workers have received appropriate induction and hold necessary competencies including licenses Conduct pre event briefing with all relevant workers Agree and schedule all bump-in movements with all relevant stakeholders Provide isolation and exclusion zones, particularly for assembly work Identify persons who require access to work areas and limit area access to only those individuals Ensure general public is not able to access loading and assembly work areas Pay vigilant attention to housekeeping Provide decant and stowage areas as well as tools for fluid transfer Provide clear access for all movement of materials and equipment Reinforce appropriate manual handling methods Manage work areas to ensure public, construction activities and traffic do not mix Ensure workers are appropriately licensed to use movement devices, exclusion Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 11

62 barricades Ensure warning signage is installed, and where necessary a spotter accompanies vehicle movements into, on or off the site Eliminate or minimise the need to relocate any major equipment during the event Do not commence bump-out until patrons and public have left the area and exclusions zones have been established Ensure appropriate PPE is provided and used (e.g. fluoro vest and safety boots) 4.2 Staff welfare and fatigue It is the responsibility of both the employer and the employee to ensure employees are fit and able to perform the work as required. Factors such as health, injury, mental health, infectious diseases, alcohol, substance abuse can all impair the ability and capacity of employees. Employers should have appropriate policies in place for these matters and ensure that all employees are aware of, and comply with, these policies. Long shifts combined with time pressure mean fatigue can be a key factor in the incidence of injury and illness in the live entertainment and event industry. A key way to prevent the adverse effects of fatigue is to effectively plan for the technical and personnel requirements to safely deliver an event. It is critical to provide detailed and timely information to technical and event planning staff to enable them to schedule/allocate the necessary resources and skilled crews. The following points are a useful guide and should be followed: No employee should work more than 12 hours in one shift Provide a minimum 10-hour turnaround time between shifts Ensure no employee works more than 3 consecutive 12 hour shifts Use multiple crews as an alternative to having one crew work multiple long shifts Provide sufficient hand over time between crews when complex or heavy work is required Reduce potential impacts of fatigue by closely matching worker skill levels and experience to the work requirements, including using buddy arrangements with less experienced workers Provide adequate supervision to enable monitoring of crew fatigue levels, particularly in the second half of shifts and heavy work Provide adequate meal/rest breaks during the course of any shift Provide freely available clean drinking water for all workers Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 12

63 Provide toilet facilities Consider the safety/impact of workers work-home travel arrangements following long shifts Multiple employers In the live entertainment and events sector workers may sometimes be engaged by more than one PCBU. This can present a challenge to PCBUs in that it can be difficult to obtain information from workers on the number of hours they are working elsewhere unless there is a contractual obligation for them to declare any potential conflict of interest, which includes working for other PCBUs. Under the Model WHS Act workers are obligated to take reasonable care of their own health and safety, take reasonable care that their actions or omissions do not adversely affect the health and safety of other persons, comply with any reasonable instruction that is given by the PCBU, and co-operate with any reasonable policy or procedure of the PCBU. It is therefore reasonable to require a worker to inform a PCBU of a circumstance that may affect their capacity to perform their specified role safely. Workers have a duty of care to guard against endangering themselves and others from fatigue resulting from excessive hours of work for multiple PCBUs. Workers should follow these guidelines and inform PCBUs when working for multiple PCBUs if the hours of work are potentially excessive. NOTE Noise exposure should also be considered to ensure workers do not exceed maximum exposure over two consecutive periods of employment for two PCBUs. All PCBUs should advise new workers of the policies in place to protect their health and safety. One of these policies should relate to the maximum allowable hours of work. There is a responsibility for the worker to advise the PCBU if they are engaged by more than one PCBU. The PCBU also has a responsibility to monitor the safety of all workers. Should a worker be exhibiting symptoms of fatigue that could impact on their ability to perform work safely, the PCBU has a responsibility to ask the worker about other employment and any other factors that could be contributing to their fatigue. A policy to send affected workers home should be developed in consultation with workers. 4.3 Work lighting Low light is a common hazard in live performance and event environments. Risk assessments must be undertaken to determine site-specific hazards and controls. Care must be taken to ensure there are sufficient light levels to allow work to be undertaken safely. Safe access and egress from the workplace must be maintained at all times. Suggested control measures: General lighting Provide general work light that is adequate for all common tasks Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 13

64 Provide temporary lighting as required, particularly for outdoor events Provide task lighting for critical cues Provide supplementary site-specific lighting for complex or potentially hazardous tasks Rehearse activities to be undertaken in low light, or where there is a sudden transition (such as between high and low light conditions or when moving between the stage and backstage) Provide warnings prior to changing lighting states Provide stage edge illumination/identification suitable for cast and crew movement Maintain and test emergency lighting Blackout Develop a planned approach for blackout or very low lighting situations including review of risk to staff and patrons Seek advice from a professional building consultant Ensure lighting systems for stage, backstage, wings etc. prevent fade to total black and preserve an apparent contrast between adjacent surfaces or edges including the use of contrast media, such as reflective tape, rope or LEDs Ensure performers who need to position themselves during blackout are conditioned prior to blackout and are specifically rehearsed 4.4 Loading and unloading trucks Consultation and forward planning are essential for the safe loading and unloading of trucks. The activities must be supervised by a competent worker with a clear plan of the items to be moved and how these movements will be undertaken. Planning must ensure adequate resources such as manual handling equipment and safe temporary storage areas are provided, and that sufficient numbers of skilled workers are available. All workers must be competent in manual handling including team lifts. Suggested control measures: Transport and packing control measures Include planning for transport requirements in the design stage, taking into account size, weight and manoeuvrability Consult with the designer to determine the most appropriate form of transport, as well as equipment requirements such as gates, ropes and clips Consider the destination, including specific venue requirements and site conditions, when determining the order of the load Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 14

65 Complete a packing diagram and load manifest, including estimated weights, before the truck departs Ensure both the manifest and the packing diagram accompany the set and equipment and that these are provided to the manager of the next venue, prior to commencement of a bump in In most cases, load theatre scenery upright against gates or van walls and not stacked flat Ensure each individual flat is secure and cannot slip Apply sufficient load restraint so to prevent load shift during transport Ref: Load Restraint Guide Ensure appropriate manual handling equipment is available for loading of the truck Undertake risk assessments where necessary Ensure workers wear personal protective equipment such as high visibility vests and work boots Traffic control measures Develop a traffic management plan in consultation with the local authorities if there is any possibility of interference with normal traffic flow Ensure all persons directing traffic are competent and hold the appropriate license Ensure all persons working near traffic wear high visibility vests Ensure that the truck is parked on even ground to ensure stability of scenic elements in the truck Unloading control measures Make contact with the venue and local authorities well before the production or load in Check the manifest and packing diagram to determine the most appropriate order for unloading Assess and plan storage requirements prior to the load in or production period Take local activities and conditions into account when scheduling the unload, including weather, adequate light, time of day Provide temporary lighting if required Confirm that load capacity of docks is known and not exceeded Ensure workers operating in the near vicinity of traffic wear personal protective equipment in the form of high visibility vests Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 15

66 Provide lifting equipment that is suitable for the purpose Schedule adequate rest breaks, with consideration given to the order and intensity of the workload when determining the frequency and duration of breaks Use extreme care when opening trailer doors, removing tarpaulins, releasing side curtains, removing gates and releasing ropes/load binders as the load may have shifted during transit Ensure sections of the load that are secured to the side wall of a van or to side gates are made safe when removing ropes or load binders Confirm dock limitations at the venue i.e. side loading, rear loading, vehicle size, vehicle height Ensure that the placement of unloaded items, road crates or equipment enables accessibility for workers, adequate manoeuvring room and does not obstruct emergency exits or firefighting equipment such as hose reels and extinguishers 4.5 Manual handling Manual handling refers to any activity requiring exertion of human force (lift, lower, push, pull, carry). Hazardous manual handling is manual handling that involves repetitive or sustained forces, movement and postures, application of high force, exposure to sustained vibration, manual handling of live people or animals, manual handling of loads that are unstable, unbalanced or difficult to hold. Manual handling can result in musculoskeletal complaints as a result of gradual wear and tear, or sudden damage caused by unexpected movements and strenuous activity, or from both. WHS Regulations requires that PCBUs manage risks associated with hazardous manual tasks. The Code of Practice for Hazardous Manual Tasks provides guidance on identifying hazardous manual tasks, assessing the associated musculoskeletal disorder risks, and implementing and reviewing control measures. Risk assessment is critical for managing manual handling hazards in live entertainment and events, particularly because new risks are introduced with each new show, set, scenic elements, event and venue. Sometimes not much is known about the set or scenic elements when they arrive at a venue or the build requirement of an event. Manual handling hazard identification and risk assessment templates can be found in the Code of Practice for Hazardous Manual Tasks and from state/territory safety regulators. In live entertainment and events, designers and suppliers have a responsibility to ensure that, so far as is reasonably practicable, the risk of musculoskeletal complaints is eliminated Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 16

67 or minimised for the items they design or supply. The best opportunity to eliminate or minimise manual handling risks is in the design phase. Induction training must be provided to enable workers to understand manual handling hazards and to select and implement specific control measures, including the use of mechanical aids and PPE and physical warm ups if required. Venue specific and task specific training, including manual handling techniques, should also be provided. Casual and returning workers are at more risk of injury and appropriate training and supervision is required. The following controls should be implemented when managing specific hazards associated with live entertainment and events: Risk assessment must be undertaken for all manual handling activities associated with set and scenic element transportation, storage, installation and removal SWMS should be developed and understood for all routine manual handling tasks particularly carrying and stacking of flats, seating, dance and other flooring The weight of all components must be known so that workers can make informed decisions about the safest way to handle (raise, lower or transport) them. This may involve the breakdown of elements for later assembly. Mechanical equipment must always be used to handle items when required by risk assessment Relevant manual handling training should be provided to workers Time pressures should be eliminated Controlled movement of items should be ensured by using o o o o o o o o o o skids/rollers tracked scenery purpose-built trolleys, including for striking and setting props and sets between scenes Control hazards associated with team lifts by ensuring the number of workers in the team is in proportion to the weight of the load and the difficulty of the lift one person is appointed to plan and take charge of the operation (lift master) the environment is free of excessive noise so the lift master can be heard by all concerned enough space is available for the handlers to manoeuvre as a group team members are of similar height and capability, where possible team members know their responsibilities during the lift Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 17

68 o o training in team lifting has been provided and the lift rehearsed, including what to do in case of an emergency aids to assist with handling (a stretcher, slings, straps, lifting bars, lifting tongs, trolleys, hoists) are used where possible and training is provided in their use 4.6 Slips and trips Some of the more common types of accident, slips, trips and falls can result in serious injury. Slips occur when a person s foot loses traction with the floor. Trips occur when a person unexpectedly catches their foot. In most instances, the objects people trip on are small and unobtrusive, such as cracks in the floor or electrical leads. Falls can result from a slip or trip, or falling from low heights, such as steps, stairs and curbs. Slips are most commonly caused by: Slippery floor surfaces (e.g. highly polished, wet or greasy, dusty) Inappropriate footwear A sudden change to floor surface Loose or bumpy flooring Low light levels Time pressures Trips are most commonly caused by: Cables and leads in work areas Obstacles in traffic areas Changes in floor level, at thresholds, on stairs Ridges in floor or carpets Low light levels Control measures should be implemented in the event design and planning phase to eliminate any slip, trip or fall hazard, for instance, provision of suitable flooring surfaces, ramps and compliant stair design, as well as adequate storage areas. Suggested control measures: Plan bump-in/bump-out and loading procedures and allocate adequate time for each procedure Visually inspect work area for hazards Use cable covers or rubber mats, or run cables overhead Pay vigilant attention to housekeeping, including managing walkways Ensure flooring transitions are smooth and joints between surfaces are flush Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 18

69 Provide adequate work light Treat or isolate slippery surfaces Isolate and immediately clean up spills and residues, or during performance, as soon as practicable Ensure appropriate footwear is worn Control access to high risk areas Identify an alternative route For information on managing slip and trip hazards in the workplace see Safe Work Australia Slips and Trips Fact Sheet. 4.7 Impact and crush injuries Impact injuries are injuries sustained as a result of a collision between a body, or part thereof, and a stationary or moving object. The degree and nature of any injury will be influenced by the velocity, direction and duration of the impact, as well as the area struck. Depending upon its severity, impact can lead to a wide range of internal and external injuries, including fracture, concussion, laceration, bruising and displacement of internal organs. Crush injuries are injuries sustained as a result of a traumatic compression of a body or its extremities. Whilst some crush injuries may initially seem minor, there is significant potential for latent symptoms to arise. There are many potential causes of impact or crush injuries, including: Poor manual handling of materials Collision with stationary or moving scenery, flown elements, vehicles or structures Entrapment under unsecured materials or scenery elements Structural failure of scenic elements or staging Control measures should be implemented to eliminate any impact or crush hazard. These measures should be considered and actioned during the planning, design, assembly and delivery phases of a production or event. Suggested control measures: Planning of bump-in/bump-out and loading procedures and allocate adequate time for each procedure Provision of adequate work light for tasks Use of signage and induction processes to notify workers about known obstructions or pinch points Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 19

70 Risk assessment for all manual handling activities associated with set transportation, storage, installation and removal SWMS for all routine manual handling tasks particularly carrying and stacking of flats, seating, dance and other flooring Ensuring the weight of all components is known so that workers can make informed decisions about the safest way to handle (raise, lower or transport) them. This might involve the breakdown of elements for later assembly Implementation of vehicle or traffic control measures, including signage, SWMS and barricades Processes that ensure that large materials or scenic elements are properly secured when unattended Independent engineering advice regarding the suitability/structural integrity of scenic or staging elements 4.8 Attaching or suspending items NOT deemed as rigging Work tasks that involve attaching items to a pre-existing/proprietary system using a standard method are often referred to as theatrical rigging, such as rigging a light, or rigging sound/av. It is not the high risk work rigging as defined in the WHS regulations Schedule 3. Workers must be competent to undertake the attachment tasks but are not necessarily required to possess a specific license. The following are examples of tasks that are related to rigging but not deemed as rigging. They require a level of competence but not a high risk work licence. Operation of flying systems before operating the flying/hoisting system an operator of a flying/hoisting system (counterweight or powered) must: o o o have received specific training in the use of the particular flying/hoisting system be competent to operate the equipment have undertaken a venue-specific induction Hanging or adjusting lights on a truss, flown bar or other lighting support Hanging technical elements (lighting, sound, AV equipment) from a fit-for-purpose clamp Attaching cloths, drapes, banners to any support flown Attaching scenery with a dedicated attachment point Attaching styling/design elements Attaching or running cables Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 20

71 Work should be undertaken following a SWMS and risk assessment. The site should be supervised and venue guidelines for allowable weights of items and information contained in proprietary system manuals should be followed. All suspended items should have a strategy for the risk of falls; secondary attachments should always be considered. For further information see the Rigging Hazard Guide. 4.9 Drapery Drapery is any curtain or large piece of cloth that is suspended above or around a stage (or elsewhere within a live performance or event venue). It may be constructed from a variety of materials and may be utilised for a wide range of purposes, including as masking, signage, scenic elements, cycloramas and scrims. All drapery must have an appropriate fire rating, flame retardant treatment and labels indicating treatment and date 4.10 Revolves and moving scenery trucks The movement of revolving stages and moving (trucked) scenic elements can occur through manual operation or automated processes. These elements introduce a wide range of risks and hazards into the work environment. The nature and extent of those risks and hazards is contingent upon many factors, including the weight of the elements being moved, the speed of movement, light levels and the nature of any action occurring in conjunction with the movement. The use of revolving stages and moving scenic elements should be risk assessed and appropriate control measures should be put in place. Suggested control measures include: Position truck edges to minimise risks of entrapment involved in moving between adjacent surfaces Ensure a risk assessment has been conducted and SWMS for operation completed Highlight edges with suitable contrast medium (photo luminescent tape/recessed EL wire/leds) Ensure people are not able to step in between adjacent trucks/stage edges by minimising the gap between items Manage risk of falling from moving items by plotting, rehearsing, directing and stage managing moving sequences Ensure the set design and construction provides a safe separation distance between fixed and revolving edges Minimise any gap between moving edges on the revolve and fixed edges where fixed edges are pivoted at a relatively short distance from the revolve edges so Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 21

72 that if any body part is trapped in the space, the fixed edge will swing away to allow safe escape so as to avoid any serious injury. Restrict the speed of revolves or moving trucks to minimum Ensure revolve drive is engineered so that it cannot be suddenly stopped or started, even in an emergency Ensure all movements of the revolve are conducted as designed and rehearsed Control audience interactions with revolve or moving scenery truck Ensure the revolve cannot move inadvertently Provide clear visual sightlines or closed-circuit monitoring (CCTV) of rostra area to/from the area the performer is transitioning to an automation operator who is able to stop the revolve Provide emergency stop capability, for any instance when the revolve does not respond as designed Ensure truly fixed and apparently fixed set pieces are structurally stabilised by design/construction techniques Ensure emergency pivot action for sets does not de-stabilise any other set pieces Ensure entrances and exits from revolve are open and unhindered to minimise risk of falls in transition from moving revolve to fixed stage 4.11 Work on raked stages Raked stage a sloped stage often travelling down toward the auditorium seating to improve the audience view. Raked stages/surfaces introduce a particular set of risks and hazards that need to be identified, assessed and controlled. The nature and extent of these risks can vary, dependent upon the action being undertaken on the rake, the pitch (slope) of the rake and the duration for which performers and other workers are expected to work on the raked stage. Due to these variables, the use of raked stages should be risk assessed on a case-by-case basis. Suggested control measures include: Erect identical raked stage in rehearsal room to assist performers, technicians, stage managers, etc. to get familiar with conditions Ensure a risk assessment is completed for the activities being undertaken on the stage Treat floor surface to increase grip for shoes Stabilise all elements that are off-vertical, including specific arrangements for each item, taking into account the persons who have to interact with the item Provide raised forestage edge to prevent articles rolling into auditorium Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 22

73 4.12 Hot works Provide additional rehearsal time Provide physiotherapy or similar consultancy to advise cast, crew or any other persons who may be physically affected Where possible, clearly mark the edges of the stage Ensure cast and crew have appropriate footwear, in good condition, with good grip for the raked surface Hot works refers to activities that produce flames, heat and/or sparks such as welding, flame or plasma cutting, grinding, heating and burning. Hazards associated with open flames or flying sparks include, igniting any flammable materials particularly vapours, creating toxic fumes and setting off emergency warning systems. Activities such as sanding, drilling and high-pressure washing may simulate hot works due to increased levels of smoke and dust. Such works should be managed as for hot works. Lack of supervision or management in regard to hot works has the potential to cause significant damage to property, injury to persons, or interruption to a performance or function. Suggested control measures include: Ensure a specific risk assessment and authorisation for hot works is developed based on acceptance that the control measures for the risks are acceptable and the works pose no risk to the safety and health of any person, or damage to any property Ensure all hot works are carried out by an operator who has an authorised PERMIT TO WORK. Ensure firefighting equipment is be available in the immediate vicinity Do not allow hot works in hazardous areas where flammable materials exist Test for flammability Reduce flammability of materials (wetting down) Always use a look-out person Use Personal Protective Equipment (PPE) Before commencing hot works, ensure that relevant heat and smoke detection devices have been isolated in accordance with venue policies and procedures. The officer authorising hot works should ensure that the work area is safe at the completion of the works Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 23

74 4.13 Vehicles on stage The use of vehicles should be risk assessed and appropriate control measures should be put in place prior to use. Suggested control measures include: Complete a risk assessment for the activities being undertaken on the stage Ensure that the weight of the vehicle does not exceed the stage s work load limit Drain fuel tanks and purge to remove all fuel vapours, or fill completely to eliminate any vapour space in the fuel system of the cars Use appropriate lifting device, such as a heavy duty fork lift, to move vehicles onto the stage Ensure competent and sufficient workers are provided to move vehicles behind stage area and into their dedicated positions Ensure all vehicle movements are accompanied by a spotter Ensure once in position, wheels are chocked, vehicles are strapped down and not able to move from the spotted locations Ensure no sources of ignition are permitted in the area where cars are secured Provide drip trays under vehicles for oil or fluids to prevent slip hazards 4.14 Restricted spaces within set pieces and stages Restricted spaces within set pieces should be eliminated at the design stage. If this is not possible, no person should be required to enter them, unless the set element is specifically designed for that purpose. The following control measures apply: Lock applicable areas and post warning signs Control access to applicable areas Conduct risk assessment of task prior to entry Ensure appropriate PPE is worn Provide standby person while any personnel are inside area Restrict the amount of time spent in the space as guided by the risk assessment Identify and control any hazardous substances as guided by the risk assessment Ensure there is a documented rescue plan Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 24

75 5. Legislation, Standards and Guidance Codes of Practice available from the Safe Work Australia website are for review and development. To have legal effect in a jurisdiction a model Code of Practice must be approved as a code of practice in that jurisdiction. To determine if a model Code of Practice has been approved in a particular jurisdiction, check with the relevant work health and safety regulator. Your reference should be to the state based regulator, e.g. WorkCover NSW. Safe Work Australia Hazardous manual tasks Code of Practice Safe Work Australia 2011 Managing the Risk of Falls at Workplaces Code of Practice Safe Work Australia 2011 How to Manage Work Health and Safety Risks Code of Practice _risks.pdf Safe Work Australia 2012 Safe design of structures Code of Practice ures2.pdf Safe Work Australia Slips and Trips Fact Sheet sheet.pdf SAA HB 59: Ergonomics: The human factor AS 1657 Fixed platforms, walkways, stairways and ladders design, construction and installation NOHSC National Code of Practice for Manual Handling e_manualhandling_nohsc _archivepdf.pdf Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 25

76 Sources: Safe Work Australia Hazardous manual tasks Code of Practice NOHSC National Code of Practice for Manual Handling e_manualhandling_nohsc _archivepdf.pdf Worksafe Victoria: Slips, Trips and Falls Safe Work Australia Slips and Trips Fact Sheet sheet.pdf Safety Guidelines for Live Entertainment and Events I General Operational Hazards I 26

77 Hazardous Chemicals Hazard Guide Contents Disclaimer Overview Key Considerations Hazardous Chemicals General Guide Hazardous Chemicals Responsibilities Training and competence Consultation, co-operation and co-ordination Design and planning Event delivery Review Documentation and records Hazardous chemical register Safety Data Sheet (SDS) General documentation Suggested Control Measures Hazardous Chemicals Risk assessment and Safe Work Method Statements (SWMS) Supply and general use Specific hazards Paints Glues and solvents Plastics and foams Timber products and the chemicals therein Aerosols Gas products Organic chemicals and products Labeling and storage Spills and leakages First aid and emergencies Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 1

78 4.7 Health monitoring Touring and transport Legislation, Standards and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Chemicals Hazard Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 2

79 1. Overview This guide provides information to assist in managing risks associated with hazardous chemicals in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of Practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Hazardous chemicals are substances, mixtures and articles used that may have an adverse effect on a person s health, safety and the environment. Substances may have one or a combination of flammable, explosive, corrosive or toxic properties. Substances may react when mixed with others to create these or additional hazards. Hazardous chemicals may be generated through work processes, such as toxic fumes from welding or other hot work. Those at risk might include workers, contractors, visitors or members of the public. Exposure to chemicals hazards may occur by skin contact, inhalation, absorption or ingestion and can occur within and outside the event site. Consequences of exposure include death, serious injury, respiratory irritation and damage, burns, cancer, poisoning, skin irritation, and eye damage. Injury may occur as the result of: Spills and leakages Incorrect storage, handling or disposal Contamination Exposure to fumes Exposure to dust particularly when cutting or shaping materials. Explosion or combustion Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 3

80 This Hazardous Chemicals Hazard Guide provides practical information and suggested control measures for: Risk assessment and SWMS Supply and general use Specific hazards Paints Glues and solvents Plastics and foams Timber products Aerosols Gas products Organic chemical/products Labelling and storage Spills and leakages First aid and emergencies Health monitoring Touring and transport Part 1 of Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. IMPORTANT NOTE The labelling and Safety Data Sheet (SDS) for Chemicals in Australia is being standardised to international levels. This is the Global Harmonised System (GHS) See Section 4.4 of this guide. Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 4

81 2. Key Considerations Hazardous Chemicals Consider the following questions during event design, planning and delivery Will other PCBUs and workers be involved or affected by this activity? Have arrangements been made to consult with and cooperate and coordinate activities with other PCBUs before and during undertaking this activity? Has the scope of work been defined duration, equipment required, scheduling, location? Are there site-specific safety requirements or procedures that must be considered? Have workers been consulted about the hazard, including identifying the hazard, assessing the risk, implementing controls and monitoring that the controls are working? Can all substances be identified as to whether they are hazardous or not? Can the substance be eliminated or substituted for a non-hazardous or less hazardous substance? Does the supplier s label provide information on the hazard, plus instructions and information on the safe storage, handling, use and disposal of the chemical? Has an SDS been acquired? Is the SDS less than 5 years old? Does the SDS comply with legislation by including information on identity, hazard, storage, disposal and labelling? Do relevant personnel understand how the substance is used in the workplace/event? Can hazardous chemicals be generated as a result of activities in the workplace such as grinding, machining, sanding or the mixing of substances? Are necessary emergency facilities and procedures in place in the event of an accident? Yes No Comments/Action Is appropriate documentation available for heritage chemicals (up to 10 years old for which no alternative is available)? Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 5

82 3. General Guide Hazardous Chemicals 3.1 Responsibilities PCBUs have specific duties under Part 7 of the WHS Regulations to manage the risks to health and safety associated with using, handling, generating and storing hazardous chemicals at a workplace. The duties include: Correct labelling of containers and pipework, using warning placards and outer warning placards and displaying of safety signs Maintaining a register and manifest (where relevant) of hazardous chemicals and providing notification to the regulator of manifest quantities identified in Schedule 11 of the WHS Regulations Identifying risk of physical or chemical reaction of hazardous chemicals and ensuring the stability of hazardous chemicals Ensuring that exposure standards are not exceeded Monitoring workers health Providing information, training, instruction and supervision to workers Providing required personal protective equipment PPE to workers Providing spill containment system for hazardous chemicals and training in its use if necessary Obtaining the current Safety Data Sheet (SDS) from the manufacturer, importer or supplier of the chemical Controlling ignition sources and accumulation of flammable and combustible substances Providing fire protection, firefighting equipment and emergency and safety equipment The PCBU must also provide any supervision that is necessary for a person to work safely with hazardous chemicals. Workers must also take reasonable care of their own safety and the safety of others. 3.2 Training and competence Appropriate induction, training and supervision must be provided for people whose work potentially exposes them to hazardous chemicals, and for those who supervise such work. Personnel must be competent in the safe handling and use of hazardous chemicals, able to understand Safety Data Sheets (SDSs), follow Safe Work Method Statements (SWMSs), be able to contain spills, understand emergency procedures and be able to competently use PPE. 3.3 Consultation, co-operation and co-ordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 6

83 All PCBUs have a duty to consult, co-operate and co-ordinate with all other PCBUs and workers who have a duty in relation to the activity. They should use the information in this guide to consult with workers including event staff to determine the hazardous chemicals hazards and risks and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation must take place before chemicals are introduced to the workplace and include the assessment and control of hazardous substances. If employees are represented by health and safety representatives, the consultation must involve those representatives. Designers and suppliers using hazardous chemicals, such as set construction materials or for special effects, have a duty to consult cooperate and coordinate with others in the workplace. This includes providing information on materials used, advice on risk assessment approaches, and participation in the development and implementation of risk assessments, controls and SWMS, and cooperating with implementing risk control measures. 3.4 Design and planning Plans for the safe storage, handling and disposal of hazardous chemicals should be in place before receiving hazardous chemicals or items incorporating hazardous chemicals in the workplace. This planning should include: 3.5 Event delivery Consultation with relevant PCBUs and workers Appropriate scheduling and allocation of resources to minimise impact on others Development of risk assessments and SWMS including controls agreed to during consultation Access to site and logistics including delivery, storage and disposal Adherence to legislative requirements such as signage, emergency procedures, appropriate PPE Communication and documentation including SDS register First aid, emergencies and health monitoring In the delivery stages of an event (bump-in, rehearsal, show and bump-out etc.) the following activities should be addressed: Consultation with relevant PCBUs and workers Site specific inductions and training SDS register Appropriate PPE and emergency procedures Equipment inspection and/or maintenance Implementation and monitoring of controls identified in risk assessments or SWMS Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 7

84 3.6 Review Compliance to legislative requirements Review, consultation and adjustment control measures as required on site Incident reporting and management Hazardous waste management Sign-off and handover procedures After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near-misses Effectiveness of the control measures Areas for improvement Occasions of non-compliance Any new hazards or risks identified. 3.7 Documentation and records Specific documentation and records are required under WHS Regulations if hazardous chemicals are in the workplace: Hazardous chemical register WHS Regulation 346 requires a Hazardous Chemicals Register to be readily accessible to all persons involved in the use, storage, handling and disposal of hazardous chemicals and to anyone likely to be affected by the chemical in the workplace. The register must be accompanied by the current Safety Data Sheets (SDS). The Hazardous Chemicals Register must note the quantity of dangerous goods being stored. This is needed to determine whether manifest or placard quantities of dangerous goods are being stored. The manifest must comply with Schedule 12 of the WHS regulations. It contains more detailed information than a register of hazardous chemicals as its primary purpose is to provide information for emergency services. Manifest and placard quantities are defined in Schedule 11 of the WHS Regulations, table 11.1 and included in the Code of Practice for Managing the Risk of Hazardous Chemicals in the Workplace Appendix D: dous_chemicals2.pdf Printed copies must be available if workers or contractors are not able to easily access electronic copies. On temporary sites, fire authorities require information on the location and quantities of flammable goods stored to be available at the location of the Fire Control Panel or Emergency Control Point. Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 8

85 A dangerous goods notification must be provided to the state/territory regulator annually. For further information about dangerous goods reporting, manifest and placard signage requirements refer to the safety regulator in the relevant state/territory Safety Data Sheet (SDS) WHS Regulation 344 requires a PCBU to obtain an SDS when the chemical is first supplied to the workplace. Regulations also require that this be prepared by the manufacturer/importer and supplied by the supplier. An SDS, previously called a Material Safety Data Sheet (MSDS), is a document that provides information on the properties of substances and how they affect health and safety in the workplace. For example an SDS includes information on: Identity of the chemical Health and physicochemical hazards Flammability properties Safe handling and storage procedures Emergency procedures Disposal considerations It is important to note that product information sheets or similar are not an equivalent substitute for an SDS. The SDS should always be referred to when assessing risks in the workplace. An SDS is an important source of information that must be considered when making any decisions on managing risk from hazardous chemicals in the workplace. SDSs must be provided for all hazardous substances, be located with product and be available to all persons working with or potentially affected by hazardous substances. SDSs should also be provided for sets and props, including any hazardous materials used in their construction, to enable the adoption of appropriate control measures during their installation, modification and disposal General documentation The following general documents and records should be created, maintained and kept on site when undertaking work with hazardous substances during an event: Risk assessments and SWMS Any air or other environmental monitoring/health surveillance records Inspection and testing records for engineering controls Dangerous goods manifests Training records, certificates of competency and licences, for a minimum of 5 years Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 9

86 Induction records, for a minimum of 5 years Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Any of these documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Some WHS documents and records need to be retained for a specific period of time see relevant WHS legislation for details. 4. Suggested Control Measures Hazardous Chemicals 4.1 Risk assessment and Safe Work Method Statements (SWMS) Risk assessment should be undertaken prior to a new hazardous chemical being introduced to the workplace and SWMS prepared if directed by the risk assessment. Risk assessment must take into account the particular environment in which the hazardous chemical is being used. For example, compounding problems can occur if people working at height, alone, isolated or in confined spaces are exposed to substances that may cause drowsiness or dizziness. Safe Work Australia provides an overview of a risk assessment process for hazardous chemicals and a risk assessment checklist. See Managing Risks of Hazardous Chemicals in the Workplace Code of Practice Appendix F and G: dous_chemicals2.pdf 4.2 Supply and general use Hazardous substances must be kept in the smallest practicable quantities. SWMS should be prepared and available to all workers and contractors working with hazardous chemicals and substances. The SWMS should include the SDS, and detail on the safe method of working with and disposal of the chemical. Hazardous chemicals and substances should only be purchased from suppliers able to provide an appropriate SDS. Substances must only be used for the purpose intended and following manufacturer/suppliers instructions. Contractors and workers must be competent in working with the hazardous chemicals. Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 10

87 Appropriate and adequate supervision, training and PPE must be provided to workers, contractors and others such as visitors if necessary for the handing and use of hazardous chemicals and substances. All personnel must understand the potential for reactions with other chemicals, heat, and ignition sources, and be competent to identify and use appropriate safe work practices. Workers must wear appropriate PPE (Model WHS Regulation 46). PPE and engineering controls must be inspected and maintained. For example fume cupboards must be inspected at least annually and placed out of service if they fail the test. Potential ignition sources must not be introduced to the area where there is a possibility of fire or explosion (Model WHS Regulation 355). This includes smoking only in designated smoking areas 4.3 Specific hazards Paints Some paint products are volatile and can be corrosive and/or create toxic fumes. When paint is applied by spray aerosol or compressed air airborne particles are released. Controls include: Substitute solvent based paints with water based products Substitute paints that require mixing with pre-mixed products Ensure that areas where paint is used are adequately ventilated Use PPE (gloves, masks etc.) as recommended by the manufacturer Use paint spraying equipment in an area that has proper extraction and ventilation Use aerosol paints as per manufacturers recommendations and in adequately ventilated areas Control access to areas where solvent based paint is used Do not use solvent based paint where there are potential sources of ignition including lighting instruments, heaters or hot work equipment (welding and grinding). Do not use heat sources to expedite drying of solvent based paint Ensure spill, firefighting and first aid procedures and equipment are in place and understood by all personnel Store solvent based paint in a flammable goods cabinet that complies with relevant state regulation Store only the smallest practicable quantity of solvent based paint allowable quantities of some substances are prescribed by state dangerous goods legislation Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 11

88 4.3.2 Glues and solvents Some glues and solvents are volatile and can be corrosive and/or create toxic fumes. Others require heating. When glue is applied by spray aerosol or compressed air airborne particles are released. Strong adhesives, such as Superglue will adhere to skin. Controls include: Only use glues and solvents as per manufacturers' recommendations Control access to the area where glues and solvents are being used and stored Provide adequate ventilation and extraction Dispose of tools, brushes and spreading devices carefully Ensure spill, firefighting and first aid procedures and equipment are in place and understood by all personnel Ensure hot-glue guns are correctly mounted on a stand when activated but not in use Ensure skin is protected against dripping hot glue Store solvents and flammable adhesives in a flammable goods cabinet that complies with relevant state regulation Store only the smallest practicable quantity of solvents and flammable adhesives. Allowable quantities of some substances are prescribed by state legislation Plastics and foams Whilst convenient and easy to use to create decor for events, plastic and foam products can be highly flammable and may create toxic fumes or dust when ignited, cut or shaped. Controls include: Substitute plastics with less hazardous substances NOTE: flame -resistant styrene foam is available, however fumes released under heat may remain a risk. Cotton wadding covered in canvas can be a safe alternative. Use respiratory devices as recommended by the product manufacturer when cutting or shaping plastics or foams. Different masks are required for different substances so ensure the type of mask is appropriate to the substance in use, for example a particle dust mask may not prevent the inhalation of a toxic gas. Use PPE such as goggles, overalls and gloves to prevent contact with eyes and skin Store plastics and foams in the smallest practicable quantities away from heat or ignition sources Timber products and the chemicals therein There is a common misconception that MDF is bad and other timber products are safe - this is not the case. Sawdust from any timber product may be a risk to health if inhaled, ingested or by skin contact. Note however that the dust from cutting or shaping MDF is particularly fine and therefore remains airborne for longer. Minute fibres are more readily taken into the body. Sawdust from different species of timber are known to have varying adverse effects to health. Some timber is treated with chemicals against infestation and many products use synthetic Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 12

89 bonding agents. Free formaldehydes and other harmful volatile organic compounds slowly exit timber based materials in vapour form over long periods. This occurs in greater volumes from manufactured timber products such as particle board, plywood and medium and high density fibreboard (MDF and HDF). Health risks range from skin, eye and lung irritation, headaches, asthma and dermatitis to various forms of cancer. Adverse health effects are directly related to levels of exposure. Those working with timber frequently are at a higher level of risk than occasional users. Sawdust is highly flammable and can be explosive. Controls include: Use active filtered dust extraction systems when cutting or shaping timber products. Use of a domestic vacuum cleaner adjacent to the cutting tool or connected to the dust outlet of a saw or router is a substitute, though less effective than an installed industrial system. Ensure any area where timber is cut or stored, especially soon after cutting, is well ventilated so urea formaldehyde gasses cannot accumulate. Seal cut edges and splits as soon as practicable after cutting manufactured or treated timber products. Paint creates a better seal than wood sealants and finishing oil. Regularly clean up accumulations of sawdust. Damp down sawdust with water to reduce the risk of it becoming airborne whilst cleaning. Do not use percussive tools, such as hammers on nails, which may create sparks, near piles of sawdust. Use correct PPE when working with timber products: goggles, dust mask or respirator mask, overalls, gloves. Continue to use a dust mask when removing and laundering dusty overalls or clothing. Avoid cutting timber products on stage or in any area where ventilation is likely to be limited and where more people are likely to be exposed Aerosols Can be classified as Class 2.1 Dangerous Good due to the flammable gas. Usually used for lubrication, adhesives, painting or stain removal. Contents of aerosol cans are under pressure and may be volatile, toxic or corrosive. Hazards include explosion, fire, skin irritation or damage, eye irritation or damage and respiratory irritation or damage. Controls include: Only use aerosols as per manufacturers recommendations Control access to the area where aerosols are being used and stored Provide adequate ventilation and extraction Dispose of empty aerosol containers carefully. Do not incinerate. Ensure firefighting and first aid procedures and equipment are in place and understood by all personnel Use PPE to prevent inhalation and skin contact of aerosol packaged products Do not use or store aerosols near sources of heat or ignition Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 13

90 Store aerosol packaged products in a flammable goods cabinet that complies with relevant state regulation Store only the smallest practicable quantity of aerosol packaged products. Allowable quantities of some substances are prescribed by state legislation Gas products Gas products used in events and entertainment include Liquid Petroleum Gas (LPG) for propulsion of plant, Carbon Dioxide (CO 2 ) for smoke and haze effects, Oxygen and Acetylene gas for metal cutting and welding and compressed air for various uses. Carbon Monoxide (CO) is released when operating internal combustion engines. Use of some of these gasses is heavily regulated due to their explosive and volatile nature. Hazards include explosion, fire, asphyxiation, toxicity, propulsion of objects. Controls include: Substitute for less hazardous products consider an alcohol based gel product for flame effects over LPG, propane or butane for flame effects Store gasses according to manufacturers recommendations and legislation Do not use or store flammable gasses near sources of heat or ignition Only use gas products where ventilation is adequate For volatile gasses, such as Acetylene and LPG, fit a gas fuse correctly to the canister Do not use petrol or diesel engine vehicles indoors without adequate ventilation Tightly close off valves when gas is not in use Store and use the smallest practicable quantities. Allowable quantities of some substances are prescribed by state legislation Organic chemicals and products These include medicines, Teflon coating, resins, cleaning products, sugars, perfumes or scents, soil, water, gardening items etc. Treat these substances in the same manner as for glues and solvents, provide adequate ventilation, extraction and storage. 4.4 Labeling and storage There has been substantial change to the regulations for hazardous chemicals resulting from the adoption of national WHS Regulations. From January 2012, a new system of chemical classification and hazard communication on labels and Safety Data Sheets (SDS), based on the Globally Harmonised System of Classification and Labelling of Chemicals (GHS) came into effect. A transition period of 5 years applies. For details for classification, labelling and SDS see Safe Work Australia Labelling of Workplace Hazardous Chemicals Code of Practice: Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 14

91 The manufacturer or importer of a hazardous chemical must ensure that it is correctly labelled. Also, a supplier must not supply hazardous chemicals to a workplace if the hazardous chemicals are not correctly labelled. WHS Regulations require all containers of hazardous chemicals must be labelled as per the requirements specified in Labelling of Workplace Hazardous Chemicals Code of Practice. This includes decanted chemicals. Always store chemicals in containers recommended by the manufacturer. Some substances will melt glass, others may react to certain types of plastic or metal Never pack or decant a hazardous chemical into a container that would usually contain food or beverages or may be mistaken for containing food or beverages Affix a label such as Unknown Substance. Do not open, to any container whose contents are unknown, isolate it and arrange for collection as soon as possible by a competent waste disposal provider Keep storage containers tightly closed to avoid spills and leaks Store chemicals so that they do not become unstable as per WHS Regulation 356 Isolate chemicals from one another according to their potential combination dangers, chemicals stored on shelves should not create hazards through interaction, combination or contamination Restrict access to chemicals to those competent in working with hazardous chemicals, often this achieved through a locked cupboard although care must be taken to avoid creating new chemical combination hazards 4.5 Spills and leakages WHS Regulation 357 requires a spill containment system where there is a risk of a spill in any part of the workplace. It must allow for how to clean up, contain and dispose of the spill or leak. The provision of spill kits and emergency procedures is necessary to effectively manage the risk. 4.6 First aid and emergencies An effective emergency plan is a general requirement under WHS Regulation 43. WHS Regulations 360 and 362 require that emergency equipment is always available in workplaces that use or store hazardous chemicals. Examples of controls from the Code of Practice include: Use an oversized drum to contain a leaking container Provide absorbent material suitable for the chemical likely to be spilled Use booms, plates and/or flexible sheeting for preventing spillage from entering drains and waterways Provide appropriate types of firefighting equipment and ensure personnel are trained and competent in its use Provide neutralising agents such as lime and soda ash Provide suitable pumps and hoses for removing spilled material Provide first aid kits Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 15

92 Install emergency showers and eye wash stations Provide hand tools such as mops, buckets, squeegees and bins Provide suitable protective clothing and equipment to protect the safety and health of personnel involved in the clean-up 4.7 Health monitoring Health monitoring is required under WHS Regulation 368 for certain hazardous substances, or if because of the work undertaken, there is a significant risk that a worker will be exposed to a (any) hazardous substance. The type of health monitoring is also regulated. Further detail is contained in the Safe Work Australia publications: Hazardous Chemical Requiring Health Monitoring: Managing Risks of Hazardous Chemicals in the Workplace Code of Practice: dous_chemicals2.pdf 4.8 Touring and transport When hazardous substances are transported throughout Australia for the use on a touring production, touring companies must carry a register of hazardous substances and relevant SDSs with them. The touring production manager must provide both the register and SDSs to the venue. The risk associated with these substances must be re-assessed in each venue, as the environmental conditions may vary, thereby altering the potential exposure. Appropriate storage must also be reconsidered. State and territory laws govern the transport of dangerous goods under the Australian Code for the Transport of Dangerous Goods by Road and Rail (ADG7 Code). PCBUs, workers and contractors must be aware of the requirements for transport. These are substances, mixtures or articles that, because of their physical, chemical (physicochemical) or acute toxicity properties, present an immediate hazard to people, property or the environment. Types of substances classified as dangerous goods include explosives, flammable liquids and gases, corrosives, chemically reactive or acutely (highly) toxic substances. Check with the relevant legislation, guidance or standard for specific information regarding transporting dangerous goods or hazardous substances applicable to the event. Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 16

93 5. Legislation, Standards and Guidance Safe Work Australia (2012). Managing the Risk of Hazardous Chemicals in the Workplace Code of Practice dous_chemicals2.pdf dous_chemicals2.pdf Safe Work Australia (2008) Model Code of Practice Labelling of Workplace Hazardous Chemicals Approved Criteria for Classifying Hazardous Substances 3rd Edition (NOHSC :1008 [2008]) (Cth) Department of Infrastructure and Regional Development (2010). Australian Code for the Transport of Dangerous Goods by Road or Rail, 7th Edition (ADG Code 7.3) Safe Work Australia. National Model Regulations For The Control Of Scheduled Carcinogenic Substances (NOHSC:1011 [1995]) AS 1678 Emergency Procedure Guide Transport Series AS 1940 The storage and handling of flammable and combustible liquids AS 2030 Gas cylinders AS 2187 Explosives AS 2278 Aerosol containers AS 2714 The storage and handling of organic peroxides AS 2906 Fuel containers Portable plastic and metal AS 3780 The storage and handling of corrosive substances AS 3833 The storage and handling of mixed classes of dangerous goods in packages and intermediate bulk containers AS 4326 The storage and handling of oxidizing agents AS 4332 The storage and handling of gases in cylinders AS 4452 The storage and handling of toxic substances AS 4681 The storage and handling of Class 9 (miscellaneous) dangerous goods articles AS 4867 Cigarette Lighters Series HB 76 Dangerous Goods Initial Emergency Response Guide SAI Global (2014, May 8). Guide to Standards Dangerous Goods. erous.htm Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 17

94 Sources: Work Safe Australia (2012). Work Health and Safety Information: Hazardous Chemicals Safe Work Australia (2012). Work Health and Safety Information: Hazardous Substances and Dangerous Goods Safe Work Australia (2012). Hazardous Chemicals Register Factsheet ster_factsheet.pdf Worksafe Victoria (2012). Chemical Safety Assessment Tool data/assets/pdf_file/0017/211733/isbn-chemical-safetyassessment-tool pdf Managing Chemicals in the Workplace data/assets/pdf_file/0005/211748/isbn-managingchemicals-in-the-workplace-guide pdf Safety Guidelines for Live Entertainment and Events I Hazardous Chemicals I 18

95 Safety Guidelines for Live Entertainment and Events Part 1. WHS Commitment and Responsibilities Contents Disclaimer... 2 Introduction and Purpose... 3 i. Introduction... 3 ii. Acknowledgement... 3 iii. Using these safety guidelines WHS Commitment and Responsibilities Overview of the Australian Regulatory Framework for WHS WHS Duty Holders and Responsibilities PCBU Officer Worker Others Enforcement Enforcement measures Offences Entry permit holders How to Manage Compliance Safety Management Systems Communication, Consultation and Cooperation Consultation requirements and strategies What is meant by consultation? Consulting with workers Powers and functions of Health and Safely Representatives Consulting, cooperating and coordinating activities with other duty holders, influence and control: 20 Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 1

96 5.6 Managing consultation, cooperation and coordination with other PCBUs in live entertainment and events Competency and Training What training is required under the WHS legislative framework? What training is recommended as the minimum standard for people working in live entertainment and events? Work safely in live entertainment and events WHS awareness What training records need to be kept? National training packages Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Part 1. WHS Commitment and Responsibilities Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 2

97 Introduction and Purpose i. Introduction These guidelines have been developed to promote leading practice in delivering safe events and safe working environments for live entertainment and event practitioners. The objective of the guidelines is to raise awareness of the practical and legislative requirement to manage health and safety issues appropriately, and provide guidance about the best ways in which to do so. This includes providing information on the legal framework and available resources. The guidelines are based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). The key to delivering safe events is understanding event hazards and associated risks and how best to manage and control them. Every event presents a unique combination of hazards and risks and everyone associated with the event has a duty to manage them. This duty applies to ensuring the safety and wellbeing of those organising and working on events, as well as safety of audiences and participants. These guidelines focus on building a risk management approach to event safety, emphasising the importance of planning, consultation and cooperation between the many parties involved in delivering safe events. They are intended to encourage a consistent approach while leaving scope for flexibility, taking into account the diverse nature of the live entertainment and events. ii. Acknowledgement These guidelines were developed by a dedicated working party, representing a diverse range of industry interests, and with extensive consultation with members of the industry. LPA would like to thank the working party who spent many hours writing and reviewing all components of the guides. The working group worked over many months to make this guide a reality. Though the membership of the group changed over the course of the project, each iteration remained committed to developing a guide that is relevant and understandable for our industry. Membership of the group over the life of the project is listed below. Sue Buckle Andrew Moon Adam Cartwright Eliza Neil Chris D Bais Jim Niesel Susan Gaylor Tim Panitz Tiny Goode Matthew Peckham Chris Hayes Jono Perry Graham Henstock Kyle Rowling Andrew Hepburn Kheong Sen Lim Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 3

98 Marcus Kelson Michael Kent Norman May Paul McCarthy Frank Stoffels David Storie Andrew Thorne Llyris Young iii. Using these safety guidelines Work Health and Safety legislation places specific duties and obligations on persons at the workplace. These include a person conducting a business or undertaking (PCBU), officer, worker and others. These safety guidelines are a first port of call for these individuals and should be read in conjunction with state legislation and law. In addition, a risk assessment should be undertaken for every event and care needs to be taken to selectively determine appropriate controls for the risks identified for each individual event. These guidelines are divided into 3 parts: Part 1. WHS Commitment and Responsibilities Overview of the Australian regulatory framework for WHS WHS duty holders and responsibilities Enforcement How to manage compliance Communication, consultation, and cooperation Competency and training Part 2. Hazard Identification and Risk Management Principles of risk management Risk management template Safe Work Method Statement guide and template Event hazard checklist Part 3. Hazard Guides The Hazard Guides provide information on how to manage common hazards involved in live entertainment and events, including references to codes of practice, Australian Standards and other guidance information: Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 4

99 Audience and Crowd Management Discrimination, Harassment, Sexual Harassment & Bullying* Electricity Event Rigging General Operational Hazards Hazardous Chemicals Performer Hazards Special Effects Stage Machinery and Automation Systems Temporary Structures Traffic and Vehicle Access Hazards Work at Height Work Environment *To be issued separately Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 5

100 1. WHS Commitment and Responsibilities 1.1 Overview of the Australian Regulatory Framework for WHS Uniform WHS legislation, laws and standards are being progressively introduced throughout Australia, with the intention of delivering the same work health and safety standards for all Australian workers. Safe Work Australia developed the model Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulation 2011 (the WHS Regulations Updated 2011) aimed at providing a consistent approach to workplace safety across Australia. Each state and territory has responsibility for regulating work health and safety laws in their jurisdiction and most states have enacted legislation that mirrors the WHS Act. Victoria and Western Australia have not yet agreed on a date or the terms for adopting the model legislation. Australian WHS Regulatory Framework Legislation-Law Mandatory compliance Voluntary compliance Admissible as evidence Standards may be incorporated into mandatory laws Work Health and Safety Act 2011 Work Health and Safety Regulation 2011 Codes of Practice Aus/NZ Standards Industry standards Guidance material WHS Act 2011 legislation, which becomes or has become statutory state/territory law that sets out WHAT duty holders must do. Specifies the broad obligations of duty holders to ensure the health and safety of workers and other people present at, or near, a workplace. These are mandatory obligations and also cover workplace health and safety management arrangements. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 6

101 WHS Regulations 2011 legislation, which becomes or has become statutory law and defines HOW certain things are to be done. The WHS Regulations supplement the WHS Act and provide more detailed information about a wide range of matters relating to work health and safety including: Health and safety representative election process Investigators and statutory notices Details about incident notification Exemptions The regulations also cover general requirements for hazard identification, risk assessment and controls for high risk areas such as: Occupational noise Plant and structures Hazardous manual tasks Construction work Confined spaces Hazardous chemicals Falls Lead High risk work Asbestos Demolition work Major hazard facilities Diving work Plant and structures Codes of Practice provide practical guidance on approved ways to meet the standards of work health and safety. Although they are not laws, they may be relied on to determine what is reasonably practicable in the circumstances to which the code relates. The codes should be followed unless there is another means of achieving the same or better standard of health and safety. Codes of practice can be accessed here: In addition to the model codes of practice established under the WHS Act, some states and territories have preserved selected codes of practice from previous legislation. For further details consult state and territory regulators. Australian and New Zealand Standards are not law unless they are referenced in the legislation. If they are referenced then they become law and must be followed. Industry Standards provide advice and guidance to industry members about how to meet their obligations under various forms of legislation. There are a number of standards published for the international entertainment industry and these are an excellent reference for industry best practice, however care needs to be taken that these do not clash with local standards. Industry standards can be accessed here: Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 7

102 Guidance Material, developed by Safe Work Australia and state and territory regulators also provide advice to duty holders on the application of the legislation and how duty holders are to meet their obligations. Safe Work Australia provide extensive materials on the WHS regulatory framework, including: Model Work Health and Safety Act Guide to the model WHS Act Model Work Health and Safety Regulation Guide to the Model WHS Regulation 21march2016.pdf Safe Work Australia Codes of Practice Safe Work Australia Guidance Material Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 8

103 2. WHS Duty Holders and Responsibilities WHS legislation places specific duties and obligations on persons at the workplace, depending on their level of authority and influence. These include the person conducting a business or undertaking (PCBU), officer, worker and others. The following table provides definitions of those persons at the workplace who have specific duties and obligations and an explanation of those duties and obligations PCBU Person conducting a business or undertaking Definition Defined in Section 5 of the WHS Act Person conducting a business or undertaking (PCBU) a person conducting a business or undertaking alone or with others, whether or not for profit or gain. A PCBU can be a sole trader (for example a selfemployed person), each partner within a partnership, company, unincorporated association or government department of public authority (including a municipal council). This can include a volunteer association only if they act as an employer. Responsible for... Has the primary duty of care to ensure so far as is reasonable practicable, that workers and other persons are not exposed to health and safety risks arising from the business or undertaking by eliminating or minimising risks The duty includes: Providing and maintaining a safe work environment Providing and maintaining safe plant, structures and systems of work Ensuring the safe use, handling and storage of plant, structures and substances The provision of adequate facilitates and provisions of information, training, instruction and supervision A duty cannot be transferred or delegated to someone else Explanation Includes both PCBUs with management or control of workplaces, and PCBUs who are designers, manufacturers, suppliers, importers and installers. Contractors, subcontractors and selfemployed persons may be both a PCBU and a worker. PCBUs who are designers, manufacturers, importers, suppliers and installers of substances, structures and plant have a duty to ensure the safety of the items produced, designed, imported, supplied and installed. They must carry out or arrange tests. Importantly they must provide necessary information to other PCBUs, officers, and end users. Sometimes several PCBUs will share responsibility with other business operators involved in the same activity or workplace. Where this happens, each PCBU must carry out their duty in relation to the activities they can influence or control. They must consult, cooperate and coordinate activities with others who also have a duty. Section 5 (4) of the WHS Act makes it clear that an individual is not a PCBU if they are involved in the business or undertaking only as a worker or officer of the business or undertaking. Tasks to manage risks may be delegated, but ultimately each relevant PCBU has a duty of care to manage risk under legislation. Reasonably practicable is defined in Section 18 of the WHS Act as reasonably able to be done in relation to ensuring health and safety, taking into account and weighing up all relevant matters including: (a) the likelihood of the hazard or the risk concerned occurring (b) the degree of harm that might result from the hazard or the risk (c) what the person concerned knows, or ought reasonably know, about the hazard or risk, and ways of Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 9

104 eliminating or minimising the risk (d) the availability and suitability of ways to eliminate or minimise the risk, and (e) after assessing the extent of the risk and the available ways of eliminating or minimising the risk, the cost associated with available ways of eliminating or minimising the risk, including whether the cost is grossly disproportionate to the risk. To take reasonably practicable steps involves gathering the above information and using that information to determine what steps can be taken to remove or reduce health and safety risks. You are then required to take those steps unless the cost would be grossly disproportionate to the risk. This does not mean risks should only be controlled if you can afford it. If you can t afford to control a hazard and the cost is not disproportionate, then you should cease the activity. 2.2 Officer Definition Officer means: (a) an officer within the meaning of Section 9 of the Corporations Act 2001 of the Commonwealth other than a partner in a partnership, or (b) an officer of the Crown, or (c) an officer of a public authority As defined in the Corporations Act 2001 an officer can be: a director or secretary of a corporation any person who can make, or participate in making, decisions that affect the whole, or a substantial part, of the business of the corporation a person who has the capacity to affect significantly the corporation s financial standing. Also included in the full definition are officers such as receivers, administrators, liquidators etc. Responsible for... An officer of a PCBU must take reasonable steps to ensure that the PCBU is complying with their safety obligations under WHS laws. It is an officer s duty to exercise due diligence to ensure that health and safety obligations are being met. Due diligence is specifically defined and includes knowledge of WHS and business risks, allocation of resources, WHS reporting, compliance and verification processes. Due diligence Explanation An officer is a broad term that applies to people who can make decisions that significantly affect a business or undertaking. It is important for all PCBUs to identify their officers within their company or organisation and ensure they are aware of their due diligence obligations. Officers defined as the top decision makers for the business or PCBU. If a person is responsible only for implementing those decisions, they are not considered an officer. Key points in determining what is reasonable: Ensure you have gathered all the information upon which you can make an educated and informed decision about the particular situation Ensure that the information gathered is accurate Ensure that you are able to demonstrate that consultation with the appropriate people in the business has occurred and it has helped form the decisions made. Due diligence is a positive duty that requires proactive action. It can t be passed on to middle managers or supervisors. An officer will need to show that where they rely on information and activities from other people, that they are able to demonstrate that this reliance is reasonable. The reasonable steps officers must take to exercise due diligence include to: Acquire and keep up-to-date knowledge on WHS matters Gain an understanding of operations, hazards and risks Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 10

105 Use resources and processes to eliminate/minimise risks Have processes to receive, review and respond to incident and hazard information Ensure PCBU implements processes for complying with duties, such as consultation, training, and reporting of notifiable incidents Verify the provision and use of resources and procedures. Safework NSW provide further information on reasonable steps officers must take to ensure due diligence: Worker Definition The definition of a Worker includes any person who carries out work for a PCBU. A worker includes any person who works as an: employee contractor or sub-contractor employee of a contractor or sub-contractor employee of a labour hire company apprentice, trainee, outworker, work experience student or volunteer. Responsible for... A worker must, while at work: take reasonable care for his or her own health and safety take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons comply with any reasonable instruction that is given by the PCBU co-operate with any reasonable policy or procedure of the PCBU. Explanation The application of Section 19 of the WHS Act means that all workers are owed exactly the same primary duty of care. This is the case regardless of how they are employed or engaged and irrespective of whether or not they are a duty holder in their own right and they in turn owe a primary duty to their workers (i.e. contractors and their workers). A performer is covered by the definition of worker. 2.4 Others Responsible for... Other persons at the workplace are required to take reasonable care for their own health and safety, take reasonable care that their acts or omissions do not adversely affect the health and safety of other persons and comply with any reasonable instruction that is given by the PCBU. Explanation Visitors, customers, members of the public must also comply with directions given on behalf of the PCBU by a worker. Examples would include safety, technical, front of house and security staff. 3. Enforcement WHS laws are supported by the National Compliance and Enforcement Policy, which sets out the approach taken by state and territory regulators to monitor and enforce compliance with the WHS Act and Regulations. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 11

106 The state/territory regulators monitor compliance with work health and safety laws in a number of ways such as through the use of inspection powers and carrying out of audits. The regulators also receive incident notifications and requests to respond to work health and safety issues. State and territory regulators appoint inspectors to monitor and enforce compliance under Part 9 of the WHS Act. While each state regulator directs their inspectors in using their compliance powers, the broad functions and powers of inspectors are defined by the act and include: To provide information and advice about how to comply with the WHS Act and Regulations To help resolve work health and safety issues at workplaces To help resolve issues about entry to workplaces by assistants to Health and Safety Representatives and WHS entry permit holders under the WHS Act To review disputed Provisional Improvement Notices To require compliance with the WHS Act by issuing notices To investigate contraventions and assist to prosecute offences To attend coronial inquests for work-related deaths and examine witnesses 3.1 Enforcement measures The WHS Act provides for a range of enforcement measures. Responsible persons must understand the range of enforcement tools used and their obligation to comply with these. Health and Safety Representat ive (HSR) Provisional Improvement Notice (PIN) Issued if the HSR: 'reasonably believes' that a person is breaching or has breached a provision of the Act in circumstances that make it likely that the breach will continue or be repeated it has not been possible to fix the problem by consultation Compliance HSR must have received training in issuing PIN notices. PINs can only be issued in relation to a contravention that affects the work area they represent and they must be displayed at the worksite. It is an offence not to comply with a PIN. Penalties for individuals and PCBUs up to $50K and $ 250 K WHS Inspector Improvement Notice A written notice issued by an inspector requiring a WHS contravention to be remedied within a certain period of time or a likely contravention to be prevented An inspector must include what they believe the contravention is, which provision it relates to and a date to fix the contravention Compliance A person must comply with the notice, in the time specified. Reviews and time extensions may be granted. The notice may include directions or recommendations on how to fix the contravention. Penalties for individuals and PCBUs up Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 12

107 to $50K and $250K WHS Inspector Prohibition Notice Issued by an inspector if an activity is occurring or may occur that would involve a serious risk to the health or safety of a person from exposure to a hazard The notice may prohibit the activity being done or the way in which it is undertaken. Must be issued in writing. Compliance A person must comply with the notice. It may include directions or recommendations on how to remedy the contravention. The regulator may take remedial action if the person does not comply Penalties for individuals and PCBUs up to $100K and $500K WHS Inspector Non disturbance Notice A non-disturbance notice may require the person to: preserve the site at which a notifiable incident has occurred, or prevent the disturbance of a particular site in other circumstances A non-disturbance notice must set out what the person should do to preserve the site and for how long Compliance A person must comply with the notice in the time specified. Penalties for individuals and PCBUs up to $50K and $250K. Reviews and time extensions may be granted. Relevant court Injunctions Sought by the regulator to enforce improvement, prohibition and nondisturbance notices Compliance An injunction requires the person to comply with the notice PCBU and the regulator Enforceable Undertakings Sought by a person (PCBU) and agreed to by the regulator, an enforceable undertaking includes the actions that would be taken in response to a WHS contravention Established to provide an alternative to prosecution and promote resolution of WHS issues rather than imposing fines and punitive action Cannot be used for Category 1 Offences. (see below) Compliance It is an offence for a person to contravene a WHS undertaking. Penalties for individuals and PCBUs up to $50K and $250K. WHS Infringement Notice Compliance Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 13

108 Inspector on the spot fines issued by inspectors as an alternative to prosecution or sanctions for prescribed offences Penalties must be paid by the due date. Person may seek review or may seek to have the matter heard in a court. DPP, Regulator or inspector Civil and criminal prosecution Prosecutors must prove all matters relating to non-compliance with duties of care 3.2 Offences Health and Safety Duty Offences (Criminal Offences) Category 1 Reckless Conduct for reckless conduct that exposes an individual to a risk of death or serious injury or illness and is engaged in without reasonable excuse. Fines of $3M for corporations $600K for PCBU individuals or officers $300K for workers + 5 years jail. Category 2 Breach High Risk a duty holder fails to comply with a health and safety duty that exposes a person to risk of death or serious injury or illness. Fines of $1.5M for corporations $300K for PCBU individuals or officers $150K for workers. Category 3 Duty Breach a duty holder fails to comply with a health and safety duty. Fines of $500K for corporations $100K for PCBU individuals or officers $50K for workers. 3.3 Entry permit holders The WHS Act allows union officials who hold a WHS entry permit (and a Fair Work Act permit) to enter a workplace to enquire into a suspected contravention of WHS that affects a relevant worker (member or eligible to be a member). They must have a reasonable suspicion of a suspected contravention to do so, can enter without notice, and must advise they have done so as soon as practicable. They may conduct inspections of the workplace and records, and consult with workers about the suspected contravention. A range of other requirements apply to both the entry permit holders and the PCBUs to ensure safety, privacy, and minimum disruption to work. If there is a dispute regarding the right of entry, either the PCBU or the entry permit holder can request a WHS inspector be sent to resolve the dispute. Further information: Model Work Health and Safety Act 2011: For more information on WHS laws in your jurisdiction, contact your WHS regulator: 4. How to Manage Compliance Safety Management Systems A safety management system provides a framework to manage safety in an integrated and coordinated way. The goal of the system is to assure safety outcomes by capturing all elements of the organisation s Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 14

109 approach to safety, making sure that these procedures are comprehensive enough to manage risks, are systematically implemented, and that there are no gaps in the system. The key elements included in a safety management system are: Policies WHS policy and commitment Management who is responsible, accountable, contacts Planning processes integrated with other systems Consultation involving workers (including contractors) and other PCBUs, and communicating outcomes Risk management process systems, procedures and measures for identifying hazards, risk assessment, controls, review of controls, relevant insurances Supervision, information, instruction and training including competence verification and testing Injury management, treatment and claims and return to work procedures Incident reporting, analysis and review Processed for measuring and evaluating WHS performance Safety management systems review improvement to any element of the system A quality cycle approach will underpin the safety management system: Review and improvement WHS policy & objectives Monintoring and evaluating Planning & consultation Hazard identification & risk management practices Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 15

110 Integrating each element into a safety management system will allow an organisation to document their approach to managing WHS responsibilities. Just as important, attention must be focussed on involving workers and others in developing, implementing and improving elements of the system. With the exception of some very high risk industry sectors safety management systems are not required under WHS legislation. A safety management system will however provide a primary means for achieving a safer workplace in a systematic and coordinated way. For further information on safety management systems see: Australian Standard AS/NZS 4801:2001 Occupational health and safety management systems. Safe Work Australia (2012) Guide for Major Hazard Facilities: Safety Management Systems: f Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 16

111 5. Communication, Consultation and Cooperation 5.1 Consultation requirements and strategies Managing workplace health and safety requires effective communication and consultation with internal and external stakeholders. Stakeholders such as managers, employees, suppliers, designers and contractors all have an important role to play in ensuring the workplace is healthy and safe. They have valuable information and knowledge about risks and ways to ensure production and event work can be carried out safely. Each party also carries obligations or duties under the WHS Act that can only be met through planned and effective communication and consultation. The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. 5.2 What is meant by consultation? Consultation is a two way process of informed communication prior to a decision being made. It does not mean that all parties need to reach agreement but all parties should be given the opportunity to discuss and contribute to decisions around WHS. agreed consultation procedures are followed sharing relevant information workers given the opportunity to express views raise issues including HSRs where they exist Consultation workers contribute to decision making workers are advised of outcomes workers views are taken into account Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 17

112 5.3 Consulting with workers WHS Act Section 47 A PCBU must consult, so far as is reasonably practicable, with workers who carry out work for the business or undertaking and who are (or are likely to be) directly affected by a health and safety matter When must workers be consulted? A PCBU must consult with workers and take their views into account when: Identifying hazards and assessing risks arising from work Proposing changes that may affect the health and safety of workers Making decisions about the procedures, including those for consultation or resolving health or safety issues Monitoring the health and safety of workers or workplace conditions at the workplace and providing information and training to workers Carrying out activities prescribed by the WHS Regulations How should I consult with workers? It is up to each workplace to decide on what approach to consultation best suits their work situation. The legislation does not state how to consult, although it does require that workers be consulted on how they want safety consultation to happen. Similarly, unless requested by workers, there is no obligation to establish Health and Safety Representatives (HSRs) or a Health and Safety Committee. Nevertheless, many organisations working in live entertainment and events will do so as a part of meeting WHS obligations and ensuring good safety practices. Consultation procedures that are agreed with workers will be more effective if they include: The matters that require consultation Who will be consulted How the consultation will take place, including how workers and HSRs will provide input How information will be shared with others Timeframes for consultation and review Consultation should be planned and systematic and noted so that evidence exists if required in the future. If the workforce is small and working in close proximity, daily communication may be sufficient to meet consultation requirements. Where activities involve multiple work groups, a range of suppliers and contractors, or are spread over different hours of work or different sites, the consultation arrangements will need to be more formal. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 18

113 Live entertainment and events have multiple potential risks due to their complexity and size. Active consultation mechanisms are required to ensure risks are understood and managed. Examples include: HSRs including formal and informal communication with workers Health and Safety Committees agreed membership with regular meetings at least quarterly where members discuss health and safety issues relevant across the organisation and specific issues Weekly general staff meetings with a regular WHS agenda item Induction explaining consultation mechanisms and opportunities to contribute advice on workplace health and safety Information sessions on specific issues Event planning meetings with specific WHS agenda items Discussion among workgroups with supervisors or HSR reporting and relaying issues and action Communication sessions about action plans and progress to resolve safety matters Toolbox meetings and other semi-formal discussions Review sessions on satisfaction with the consultation process For further suggestions on methods to consult see the Work Health and Safety Consultation, Cooperation and Coordination Code of Practice. dination.pdf When do I need to establish HSRs or a Health and Safety Committee? HSRs If a worker asks for a health and safety representative to represent them on WHS matters, the PCBU must do so and must follow specific requirements to establish the workgroups and elect representatives. Where HSRs have been elected they must always be included in any consultation that affects their workgroup. Health Safety Committees Section 75 of the WHS Act states that a PCBU must establish a health and safety committee within two months after being required to do so by 5 or more workers, or by a HSR. Health and safety committees must meet at least every 3 months. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 19

114 5.4 Powers and functions of Health and Safely Representatives HSRs are elected by a work group to represent the health and safety interests of the work group. The HSR must be a member of the workgroup. The PCBU must keep a current list of all HSRs, display a copy at the relevant workplace and provide a list to the WHS regulator. Section of the WHS Regulations define the powers and functions of HSR to: Represent the workers in their work group in relation to work health and safety matters Monitor the measures taken by the PCBU to comply with the WHS Act in relation to their work group members Investigate complaints from work group members about work health and safety Inquire into anything that appears to be a risk to the health or safety of work group members arising from the conduct of the business or undertaking In undertaking their functions, HSRs can: Inspect the workplace at any time after giving reasonable notice to the PCBU, or Inspect the workplace without notice if there is a serious risk to the health or safety of a person from immediate or imminent exposure to a hazard Accompany an inspector during an inspection of any part of the workplace Request the establishment of a Health and Safety Committee In some circumstances, direct a work group member to cease unsafe work or issue a Provisional Improvement Notice (PIN) In some circumstances request a review of a control measure where the duty holder has not adequately reviewed the control measure as required under the WHS Regulations The Safe Work Australia Workers Representation and Participation Guide provides further information on health and safety representatives and committees Consulting, cooperating and coordinating activities with other duty holders, influence and control: WHS Act Section 46 If more than one person has a duty in relation to the same matter, each person with the duty Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 20

115 must, so far as is reasonably practicable, consult, co-operate and co-ordinate activities with all other persons who have a duty in relation to the same matter Multiple PCBUs can concurrently have a duty to ensure the health and safety of workers where the work activities overlap or interact. In this situation each PCBU is required to consult, cooperate and coordinate activities to eliminate or minimise risks to health and safety, so far as is reasonably practicable. Where activities overlap or interact or multiple persons are involved in management or control of the workplace, fixtures, fittings or plant, or the design, manufacture, construction or installation of plant or structures, they all share a duty to consult, cooperate and coordinate with each other. In live entertainment and events multiple PCBUs will often be involved in work that overlaps or is carried out in the same space at the same time. For example the venue, contractors, promoters and performers working together on an event will have some shared duties along with individual specific duties. Each PCBU is responsible for the safety of its workers and the safety of others, including other workers, contractors, visitors etc. Each person must ensure the elimination or minimisation of risks to health and safety. You might not necessarily be taking action yourself if another PCBU is doing so, but you will need to take steps and verify the actions being taken by others will meet all the obligations. Influence and Control Section 16 of the WHS Act provides that PCBUs must discharge the duty to the extent to which the person can influence and control the matter. In live entertainment and events multiple activities often occur simultaneously, only some of which any PCBU will be involved in, and therefore able to influence and control. In all circumstances, each PCBU should know about activities and their safety responsibilities in relation to: Their role in the event The other PCBUs working in the same space, what activities are being undertaken The organisations or individuals whose services they are using and who in turn will use their services Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 21

116 Event Management and Administration venue owner, event manager, site manager, producer, designer, engineer, safety manager/consultant director councils, government, statutory bodies etc Third Party Contractors subcontractors including self employed All PCBUs are required to consult, cooperate and coordinate with other PCBUs. They all share a duty to ensure safety for the activities they influence and control Technical Production Bumpin/Set Up & Performance staging, lighting, sound, AV, special effects staging specialists, rigging, transport, suppliers, performers Front of House performers, exhibitors, vendors, authorities, merchandise, security, ushers, volunteers The extent of influence and control each PCBU has will also vary according to how may layers of contracting are involved in the event. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 22

117 For example, the role of an event manager will provide a high degree of influence and control over the planning and set up of technical production services. However, the influence over work practices begins to reduce if the provider of those services subsequently uses specialist contractors, who may in turn engage other individuals. Similarly a PCBU providing security services will have a high degree of influence with other front-of-house service providers, but less influence with technical crew engaged to operate the event. Consultation, cooperation and coordination must ensure that across the range of PCBUs everyone associated with the work has a shared understanding of what the risks are, which workers are affected and how the risks will be controlled. The exchange of information is intended to allow the duty holders to work together to plan and manage health and safety. Failing to comply with this obligation carries a maximum penalty of $20,000 for an individual and $100,000 for a body corporate. 5.6 Managing consultation, cooperation and coordination with other PCBUs in live entertainment and events As a PCBU you should find out and plan: What work activities you are responsible for and where you have overlapping responsibilities Who else has the influence or control over work activities that overlap or interact How each of the parties affect safety in relation to the work activities What information you need to share with the other parties What information you need to get from the other parties What you should do to ensure that you communicate and work together on WHS At what stage you need to instigate discussions or provide information to each other to ensure a safe event Key opportunities for consultation, cooperation and coordination include: Contract discussions Event planning/approvals phase Event operational planning and scheduling Induction and orientation Production meetings Supplier and contractor briefings Risk assessments (for activities or the whole event) Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 23

118 Event safety planning meetings Event debrief, review and assessment The Health and Safety Consultation, Cooperation and Coordination Code of Practice provides further guidance on how to, when to and who to consult including between multiple PCBUs. dination.pdf Good practices for working with contractors The Office of the Federal Safety Commissioner provides a factsheet on subcontractor WHS management for the building industry, which provides practical examples of good management practice in WHS for contractors. WHS plan Subcontractors are required to provide an appropriate WHS Plan. Tender documentation stipulates WHS requirements for subcontractors. A safety information start up pack is available for subcontractors. A process is in place for subcontractors to submit a WHS plan to demonstrate hazard identification, risk assessment and control procedures. Site induction Subcontractors are incorporated into the common system for site induction. All subcontractors are instructed in the site safety rules and site-specific emergency procedures. A procedure is in place to ensure subcontractors have met minimum induction requirements prior to commencing work. Pre-start checklists are used to identify whether the subcontractor is licensed to conduct the required work. Communication Subcontractors are regularly provided with WHS information Toolbox and pre-start meetings are used to regularly communicate information and to discuss WHS issues with subcontractors. Toolbox and pre-start meetings and other relevant consultations, are documented. A site notice board or safety alert/bulletin is used as a weekly source of WHS information and is regularly checked by subcontractors. Hazard identification and risk management Subcontractors are consulted in the development of Safe Work Method Statements (SWMS). A procedure for SWMS is in place and is communicated to subcontractors through the induction process. A SWMS appropriate to the work activity is completed and signed by the subcontractor before commencing work. All SWMS are regularly reviewed and updated in consultation with subcontractors. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 24

119 WHS inspection and audit Subcontractors are engaged in WHS inspection and evaluation processes. A schedule for inspections and audits is in place and lists attendance by subcontractors. A procedure is in place to regularly inspect the safety of plant, substances, equipment and temporary structures used by subcontractors. Corrective actions are developed in consultation with subcontractors, and included in the applicable SWMS. Adapted from The Office of the Federal Safety Commissioner 2009: An Introduction to Subcontractor OHS Management Fact Sheet Competency and Training Ensuring that workers are appropriately skilled is a critical component in providing a safe workplace. Indeed, it is a legal requirement for all workers, contractors and PCBUs engaged at a worksite to be competent to undertake the work activities for which they are responsible. 6.1 What training is required under the WHS legislative framework? The WHS Act requires the provision of any information, training, instruction or supervision that is necessary to protect all persons from risks to their health and safety arising from work carried out. The WHS Regulations expand on this, requiring that the training is: Adequate for the work to be carried out Relevant to the risks associated with the work and the control measures implemented This requirement is in place to ensure people have the competencies necessary to do their work safely. It is the duty of the PCBU to meet this requirement, so far as is reasonably practicable. PCBUs should consult with workers and HSRs (where they exist) to establish content and arrangements for the delivery of training. Training must be able to be understood by all workers and the learner s specific requirements must be considered, such as language and literacy needs. The term competent person is used throughout the WHS Regulations. A competent person means a person who has acquired through training, qualification or experience, the knowledge and skills to carry out a given task. WHS regulators specify the training required to achieve competency for certain types of work, however unless specified, the PCBU must determine what is required for competence in their workplace. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 25

120 There are specialist competency and training requirements around construction work, high risk work, use of hazardous chemicals, operation of plant and machinery and other specialised licensed work. Specific training requirements also apply for Health and Safety Representatives and for WHS Entry Permit Holders. PCBUs should check with their state and territory WHS regulator to establish the licence and competency requirements relevant to work activities in their workplace. Penalties for failing to provide adequate and readily understandable training are $6000 for individuals and $30,000 for corporations. 6.2 What training is recommended as the minimum standard for people working in live entertainment and events? WHS awareness training is recommended for ALL workers, contractors and PCBUs prior to commencing work on live entertainment and events. General construction induction training card (White Card) training is required for staff engaged in construction activities during an event or show. Certain jurisdictions have decreed that the bump-in and bump-out are considered as construction work so all staff on the crew MAY be deemed as being on a construction site. Site induction training must be conducted for all workers, contractors and PCBUs. All workers must understand the risk factors and apply control measures associated with specific tasks. Task specific training is recommended to meet this requirement. WHS awareness training is recommended for ALL workers, contractors and PCBUs prior to commencing work on live entertainment and events. Live entertainment and events happen in very dynamic environments, where people are involved in a range of varied and specialised activities during the planning, bump-in, run and bump-out. Everyone involved at every level must understand how to work safely in the environment and what their safety responsibilities are for themselves and others. The WHS awareness program should meet the following outcomes: Understand the overall principles and framework for workplace health safety Identify WHS responsibilities Understand the principles of using risk management to provide a safe workplace Identify common hazards and risks in live entertainment and events 6.3 Work safely in live entertainment and events WHS awareness The following is an example of a general WHS awareness training framework/module. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 26

121 Module objective: To provide participants with basic knowledge of WHS legislative requirements, principles of risk management and the foundations of workplace safety in live entertainment and events. Learning outcome 1 Understand the overall principles and framework for workplace health safety Learning outcome 2 Identify WHS responsibilities Learning outcome 3 Apply the principles of risk management to providing a safe workplace Learning outcome 4 Identify common hazards and risks in live entertainment and events Topic detail WHS goals and benefits for individuals and enterprises WHS legislative framework Key duty holders PCBUs, officers, workers in live entertainment event context Compliance and enforcement Topic detail PCBU definition of primary duty of care and examples Officer definition of due diligence and examples Worker definition of to take reasonable care and examples including general safety standards and expectations for workers Communication and consultation requirements and processes Health and safety representatives and committees Supervision and training Topic detail Principles of risk assessment Identifying hazards in the workplace and approaches to controlling risks Workplace safety information, documentation and procedures Topic detail Safety guidelines for live entertainment and events High risk work and other licensed work Construction work and general construction induction training card (White Card) Incident response, emergencies, injury management Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 27

122 General construction induction training card (White Card) training is required for staff engaged in construction activities Some work undertaken in live entertainment venues and event sites may fall within the definition of construction work. Such work is usually undertaken for a defined period and in a designated location. Typical examples include some assembly of sets, erection of some temporary stages and rigging work, excluding attaching or suspending items, which is NOT deemed as rigging. People undertaking this work must hold a general construction induction training card (White Card) as a minimum competency. For some events, all workers on site are required to hold the general construction induction training card (White Card). Workers and contractors should check with the venue or event site to determine whether a general construction induction card (White Card) is required. Additional specialised licenses may also be required for work activities such as, dogging/rigging, scaffolding, and operation of plant/machinery. Site induction training is recommended for all workers, contractors and PCBUs Site induction builds upon the WHS awareness training, focusing on site-specific safety management plans, hazards and approaches to safe work. Evidence of attendance at site inductions should be recorded, maintained and kept on file in the event of any incident involving the individual. Site induction training would typically include: Details of the WHS system or management plan and or the event management plan Site specific hazards and risk control measures Site orientation including safe access/egress, location of amenities, first aid, security requirements Site-specific safety rules or procedures, particularly use of plant, equipment and machinery Procedures for communicating changes to the work site, such as deeming a construction area or high risk work area On-site consultation and reporting arrangements, and details of relevant authorised personnel, including HSRs where they exist, or alternative safety contacts Accident, emergency and evacuation procedures and associated equipment on site All workers must understand the risk factors and apply control measures associated with specific tasks. Task-specific training is recommended to meet this requirement A risk assessment should guide the development of task-specific training. This training should allow workers to understand the hazards associated with an activity and the control measures in place. They Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 28

123 must be provided with instruction, training and supervision to enable them to carry out tasks safely. Commonly a Safe Work Method Statement (SWMS) will support task specific training. Typical areas of task specific training include, but are not restricted to: Construction activities High risk work activities Electrical safety Manual handling Movement Working at height, including the stage grid or on trusses Working in restricted access areas Special effects and pyrotechnics Specific plant and equipment Hot works including welding, cutting, grinding Chemical handling and storage Safe use of hand and power tools Personal protective equipment (PPE) requirements and use A specific license or permit to work may also be required for work in some of these areas. Check with the venue/event safety personnel or the Government Safety Agency. 6.4 What training records need to be kept? Safety regulators expect relevant training records to be kept. It is recommended that records for all training for workers be retained for a period of 7 years. Retaining records of training provides evidence of the steps you have taken to ensure workers are competent to undertake their work. It also provides data, which you can use to plan future skills development, including forecasting both budget and time requirements. Evidence of training undertaken may also be sought by the WHS regulator. WHS Regulations do not specify how long general training records must be kept. However, there are a number of specific exceptions for example, training records relevant to a notifiable incident, or for working in confined spaces. In these examples, regulations require training records to be kept for a minimum of 2 years. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 29

124 Recommended good industry practice is to retain a complete record of training for all workers for 7 years. Training records should be retained for all training activities including: WHS awareness training Refresher training Training undertaken during toolbox meetings Skills sessions conducted under structured supervision Site induction training Task specific training Summary of evaluations for training Licences, permits and statements of attainment The PCBU should maintain a training register that provides information for all training participants including: Program or module title, key learning outcomes and award/licence/competency Participant name and a signature as evidence of attendance Training provider or trainer Date of commencement and completion Evidence of competency and licence awarded Workers and contractors should retain their own evidence of completion of induction and specific skills training, together with records of licenses and competencies. 6.5 National training packages A range of nationally recognised qualifications for the live entertainment and events industry has been established in an entertainment training package (CUA Creative Arts and Culture Training Package 2016). These qualifications provide training options from entry level certificates through to advanced diplomas delivering both general industry skills and specialised technical and management managerial competencies. A complete list of training packages and units of competency can be found on the web site: Both new entrants and existing workers are encouraged to consider these programs in their career planning. Safety Guidelines for Live Entertainment and Events I Part 1. WHS Commitment and Responsibilities Introduction and Purpose 30

125 Safety Guidelines for Live Entertainment and Events Part 2. Hazard Identification and Risk Management Contents Disclaimer Principles of Risk Management The Risk Management Process... 2 Step 1. Identify hazards...3 Step 2. Assess the risks...3 Step 3. Control the risks the hierarchy of risk control...4 Step 4. Review risk controls the risk assessment Hazard Tools and Templates Risk assessment template Risk assessment matrix Levels of risk qualitative risk analysis matrix Understanding Hazards Safe Work Method Statements Safe work method statement guide Safe work method statement template Event Hazard Checklists Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Part2. Hazard Identification and Risk Management Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 1

126 1. Principles of Risk Management Effective management of risk is the foundation for delivering safe events. Risks must be managed to ensure the health and safety of workers and of all other people associated with the event including audiences, customers and visitors. Everyone has a role in risk management and PCBUs such as event promoters, organizers and specialist contractors must do whatever they can to eliminate or minimise risks. People working on the event must take reasonable care of their own and others safety, and follow policies and procedures. Instructions must be provided for audiences and visitors to enable them to experience events safely, and they are expected to follow these. 2. The Risk Management Process The risk management process is about systematically identifying hazards, understanding and assessing the harm they could cause, implementing the most effective controls and ensuring these measures are effective. Risk management is a four-step process that requires management commitment and the involvement and cooperation of workers. In live entertainment and events there can be multiple PCBUs, contractors and employees in control of various activities in the workplace. Each PCBU needs to be involved in the risk management process for activities they control or influence. Where they exist, workplace health and safety committees and health and safety representatives (HSRs), must be included in the risk management process. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 2

127 Step 1. Identify hazards Hazards are situations or things that have potential to harm a person or a business. Examples include: Noisy machinery A moving forklift Chemical exposure Working at height A repetitive job Workplace bullying Identifying hazards in the workplace involves finding things and situations that could potentially cause harm. To achieve this, inspect the workplace, talk to people about problems or near-misses and review information about typical hazards in live entertainment and events, including your own event data and reviews. Use tools such as the Event Hazard Checklist or complete an event risk profile. Step 2. Assess the risks Risk is the possibility that harm (death, injury or illness) might occur when a person is exposed to a hazard. A risk assessment establishes the following: How severe could the harm be? What is the likelihood of that harm occurring? It is good practice to work through the sequence of events that could lead to an incident. This will build up an Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 3

128 understanding about compounding issues and the effectiveness of existing controls. This analysis may demonstrate the need for additional controls. Risk assessments can vary in detail according to the hazards and information being considered. A risk assessment template is provided in this guide as one option for documenting risk information. Step 3. Control the risks the hierarchy of risk control Risk control means taking action to eliminate or minimise health and safety risks. The most effective and recommended way of controlling risk is to eliminate the hazard. If this is not reasonably practicable the next step is to minimise the risks following the steps set out in the accepted hierarchy of control (see below). The WHS Regulations require that duty holders work through the hierarchy of controls to determine a single control measure or a combination of different controls that together provide the highest level of protection that is reasonably practicable. Hierarchy of risk control general work health and safety Level 1 Elimination removes the cause of danger completely. Level 2 Substitution controls the hazard by replacing it with a less risky way to achieve the same outcome. Isolation separates the hazard from the people at risk by isolating it, e.g. install a safety barrier Engineering making physical changes lessens any remaining risk, e.g. redesign a machine by adding safeguards. Level 3 Administration use administrative controls to lessen the risk, e.g. install signs and rotate jobs. Personal Protective Equipment (PPE) require your employees to wear PPE, e.g. provide gloves, earplugs, goggles, iridescent vests. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 4

129 Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 5

130 Hierarchy of risk control working at height This list is similar to the general list above but has specific steps for working at height. The five-level hierarchy for working at height is: 1: Undertake the work on the ground or on a solid construction 2: Undertake the work using a passive fall protection device 3: Undertake the work using a work positioning system 4: Undertake the work using a fall injury prevention system 5: Undertake the work from ladders, or implement administrative controls Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 6

131 Step 4. Review risk controls the risk assessment Regular review of risk controls is required to ensure that controls are working effectively. Changes in the workplace or to work practices may also trigger a review of controls. Workers and HSRs, where they are exist, must be consulted and notes retained on file. A risk assessment should be conducted when: There is uncertainty about how a hazard may result in injury or illness The work activity involves a number of different hazards and it is not understood how the hazards may interact with each other to produce new or greater risks There are changes in the workplace that could impact on the effectiveness of existing control measures specified by previous risk assessments An existing risk assessment is out of date A risk assessment is mandatory for certain high risk work activities such as entry to confined spaces or for live electrical work Undertaking a risk assessment provides an understanding of the hazards in the workplace and how risks will be eliminated or minimised. Sometimes the required approach to managing the risks is mandated by law, or approved guidance is provided by a code of practice and a risk assessment may not be required in these circumstances so long as the requirements are followed and it can be proven the procedures were followed. If the hazard is well understood and the risk controls are well known and are working effectively, it may not be necessary to do further risk assessment but the process as to how this decision was made, should be documented. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management 7

132 3. Hazard Tools and Templates 3.1. Risk assessment template Risk Assessment Template Producer/presenter: Event: Venue: Version: Date: Review date: Name of person who conducted this risk assessment: Approved by: Performance conditions: Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

133 Risk Assessment Template(cont.) Step 1. What are the hazards? Step 2. Who might be harmed and how? Step 3. What are you already doing to address the hazard? Current risk rating Step 4. What further action Residual risk is necessary? rating How will controls be implemented Person responsible Due date Completed Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

134 3.2 Risk assessment matrix Risk Assessment Matrix (Adapted from AS 4360) MEASURE OF CONSEQUENCE OR IMPACT: Level Description Explanation MEASURE OF LIKELIHOOD: Level Descriptor Explanation 1 Insignificant No injuries, low financial loss A Almost certain Is expected to occur in most circumstances 2 Minor 3 Moderate First aid treatment, on site- release immediately contained. Medium financial loss Medical treatment required, on site release contained with outside assistance, high financial loss B Likely Will probably occur in most circumstances C Possible Might occur at some time 4 Major 5 Catastrophic Extensive injuries, loss of production capability, off site release with no detrimental effects, major financial loss Death, toxic release off site with detrimental effect, huge financial loss D Unlikely Could occur at some time E Rare May occur only in exceptional circumstances Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

135 3.3 Levels of risk qualitative risk analysis matrix Consequences Likelihood Insignificant 1 Minor 2 Moderate 3 Major 4 Catastrophic 5 Almost certain A S S H H H Likely B M S S H H Possible C L M S H H Unlikely D L L M S H Legend H High Immediate action required S Significant Senior management attention needed M Moderate Management responsibility must be specified L Low Manage by routine procedures Rare E L L M S S Adapted from materials kindly supplied by Arts Centre Melbourne. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

136 4. Understanding Hazards Live entertainment and events have inherent hazards. Everyone in the workplace should understand these hazards and what they need to do to ensure their safety and the safety of others. The PCBUs, including employers and contractors, are responsible for ensuring that all hazards are identified, the risks are assessed and that the appropriate control measures are put in place to eliminate or minimise these risks. All workers must be instructed in the specific controls and their role in implementing these controls. One proven way to ensure safe practices are understood and followed is by creating a Safe Work Method Statement (SWMS). The purpose of a SWMS is to ensure that all people involved with a specific task have a document outlining the risks involved with that work. The SWMS provides a logical step-by-step order to undertake the task safely. Using the SWMS process: Ensures workers are adequately trained Helps workers recognise and manage associated hazards and risks Communicates the preferred way to safely perform work tasks Ensures that a task is done the same way every time, leading to repeatable and consistent outcomes PCBUs must ensure that SWMS are prepared and kept on-site or at a location where they can be delivered to the job site promptly. For works carried out on a regular basis, a generic SWMS may be prepared and used. The content of the SWMS should be refined over time and include consultation with workers and other persons involved with work. There are a number of sources of editable SWMS templates that can be used as the basis of preparing your own SWMS. Remember: prior to each new activity, the SWMS must be reviewed and revised to ensure it applies to the specific task and the work site. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

137 5. Safe Work Method Statements What is an SWMS? Safe Work Method Statement (SWMS) A SMWS sets out work activities in a logical sequence and identifies hazards and describes control measures. A SWMS allows supervisors and workers to understand what has been planned to ensure that work is undertaken in a safe manner. When is an SWMS required? What should a SWMS cover and how is it used? WHS Regulation 2011 requires that SWMSs be developed for high risk construction work. A SWMS should also be prepared for any activity where a risk assessment deems it necessary. SWMS are routinely used to plan and record the safe method of work for a specific activity. This encourages the adoption of consistent and safe work practices. There are legal requirements for what should be included in an SWMS prepared for high risk construction work. It is recommended these requirements be followed for ALL SWMSs. An SWMS must: Identify the work that is high risk Specify the hazards and risks to health and safety Describe the measures to be implemented to control the risks Describe how these measures will be implemented, monitored and reviewed. The SWMS must be easy to read and readily accessible. It should provide clear direction on the control measures to be implemented, avoiding statements that require supervisors or workers to make a decision. Workers and Health and Safety Representatives (HSRs) should be consulted in developing the SWMS. If this is not possible consultation must occur when the SWMS is first made available. Work must be carried out according to the SWMS. Workers should be provided with information and instruction regarding the SWMS activity. An SWMS provides a valuable tool for instruction and training, however it does not replace the need for appropriate supervision. The SWMS must be reviewed when there are substantial changes in the work activity, if new hazards are introduced, or if the SWMS is not followed. SWMSs may also be relied upon in the event of a workplace incident, providing evidence of the agreed work approach. What records need to be kept? The PCBU must keep a copy of the SWMS until all the work is completed. If there is a notifiable incident when the work is carried out, the SWMS must be kept for at least 2 years after the incident occurs. Further Information The Safe Work Australia Construction Work Code of Practice provides further guidance on SWMS Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

138 5.1 Safe work method statement guide Steps for completing the SWMS template (cont.): Hierarchy of control General Eliminate the risks so far as is reasonable practicable If this is not reasonably practicable, minimise them so far as reasonably practicable by applying the appropriate hierarchy of control measures: substituting the hazard isolating the hazard implementing engineering controls If the risk still remains: implementing administrative controls ensuring the provision and use of suitable personal protective equipment (PPE) In the Responsibility section, provide a name and title of the person who will implement the control, and nominate who is responsible for review. SWMS must be prepared before work on the activity commences. The SWMS should provide the safest and most practical way to undertake the task. Arrangements must be in place to ensure that the work undertaken follows the SWMS. If the work is not carried out in accordance with the SWMS, the work must be stopped immediately and not started again until the reasons for not complying with the SWMS have been determined. It may be necessary to update the SWMS to reflect a change affecting how the work is done. Workers and contractors undertaking the task must be able to follow the SWMS. This means being able to access it and understand how and why it provides the safest and most practical way to undertake the activity. This may require providing training or supervision. The SWMS must be reviewed whenever there is a significant change to the activity, if a new hazard or control is identified, or if an incident occurs. SWMS must also be reviewed if work has been stopped due to not following the SWMS, and amended if a safer and more practical approach is identified. All persons whose work is impacted by the revision must be advised of and understand the changes made. SWMS must be retained until the work is completed or for two years if an incident occurs. Organisations often choose to retain SWMS indefinitely. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

139 5.2 Safe work method statement template Safe Work Method Statement Template Work Activity Activity title: Location: Associated Risk: Organization/PCBU details: Name: Office address: ABN: Contact number: Mobile number: Responsibilities: SWMS prepared by: Name: Position: Signature: Date: People consulted in preparing the SWMS Name: Name: Name: Name: Name: Name: Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

140 Safe Work Method Statement Template (cont) SWMS approved by: Name: Position: Signature: Date: Person responsible for implementing SWMS: Name: Signature: Position: Date: Note all relevant legislation, standards, policies and procedures: Relevant legislation and qualifications/licenses for this activity: Note permit to work, licenses, qualifications or competencies required. Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

141 Activity Hazards Risk control measures Responsibility List the tasks or steps, required to perform the activity in the sequence they are carried out. (Start with an action word) For each task, list the hazards that could cause injury Describe the control measures and how they will be used to make the activity as safe as possible Nominate the name and title of the person who will implement the control Safe Work Method Statement competency record The following staff have been trained to undertake activities as specified the SWMS Name Position Signature Date Instructor/supervisor Relevant license/competency Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

142 Review of SWMS Title Version Amendment Reviewer (name) Reviewer (signature) Date Date for next review Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

143 6. Event Hazard Checklists As shown previously, the entertainment and events industry have hazards that are found in all industries from transport, to hospitality as well as our own specific hazards from orchestra pits to counterweight flying systems. Recent incidents overseas have seen wind events where stages have collapsed to situations where ambulances have not been able to get to patients as access roads have not been factored into the site plans. Australia does not have specific published documentation for the entertainment industry bar one entertainment standard for lighting fixtures (AS/NZS ), so working within established local guidelines is very difficult. Although there is no Australian version, international best practice is a publication called The Purple Guide in the UK and The Event Safety Guide through the Event Safety Alliance in the USA. The chapters in this publication show the range of potential hazardous areas of our industry and include the following that should be used as an initial checklist for all the areas that need to be covered in the risk assessment process: Planning and management Venue and site design Fire safety Major incident planning Communication Crowd management (emergency planning) Transport management Structures Barriers Electrical installations and lighting Food, drink and water Merchandising and special licensing Amusements, attractions and Sanitary facilities Waste management promotional displays Sound: noise and vibration Camping Facilities for people with disability. Special effects, fireworks and Medical, ambulance and first-aid Information and welfare pyrotechnics management Children Performers TV and media Stadium music events Arena events Large events Small events Classical music events Unfenced or un-ticketed events, incl.radio roadshows All-night music events Unlicensed events Health and safety responsibilities Source: Safety Guidelines for Live Entertainment and Events I Part 2. Hazard Identification and Risk Management I June 2017

144 Performer Hazard Guide Contents Disclaimer Overview Key Considerations Performer Hazards Pre-rehearsal audition Rehearsal and rehearsal venue Performance and performance venue General Guide Performer Hazards Responsibilities Training and competence Consultation, Cooperation and Coordination Design and planning Event delivery rehearsal and performances Review Documentation and records Suggested Control Measures General performer hazards Auditions Rehearsals Performances General movement Vocal health and safety Theatrical violence moments stage combat and associated work Action sequences Performer flying Working with animals Working with children Costume work Performing in a character suit or exaggerated costume Performing as a puppeteer Circus arts Safety Guidelines for Live Entertainment and Events I Performer Hazards I 1

145 Working with electrical power Noise levels Hazardous locations Hazardous materials Legislation, Standards and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Performer Hazard Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Performer Hazards I 2

146 1. Overview This guide provides information to assist in managing risks associated with performer hazards in live entertainment and events. These are hazards that the performer themselves will face while preparing, rehearsing and performing roles in events and productions. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referred to during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice, including a tailored Risk Management Plan for the associated event. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Performer hazards refers to any situation where a performer (includes musicians) can be exposed to hazards and the attendant risk while entertaining an audience or in rehearsal. There are two main risks areas associated specifically with performer hazards: Lack of adequate planning before a performer undertakes hazardous work leading to injury or death Lack of preparation by the performer and associates before attempting a hazardous activity again leading to injury or death. The risk of serious injury or death increases significantly when the performer is untrained or not the correct performer for the event in hand. This Performer Hazards Safety Guide provides practical information and suggested control measures for: Rehearsal Theatrical violence Stage/location awareness Performer flying Stunt work Working with animals Working with children Costume work Circus arts Working with power Noise levels Hazardous Locations Hazardous materials Safety Guidelines for Live Entertainment and Events I Performer Hazards I 3

147 Part 1 Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. 2. Key Considerations Performer Hazards Consider the following questions during event design, planning and delivery Yes No Action/Comment 2.1. Pre-rehearsal audition Will there be other PCBUs and workers involved or affected by this activity? Have arrangements been made to consult with and coordinate activities with other PCBUs before and during this activity? Has the skill level of the performer required been identified and have the participants been informed of what will be required throughout the process? Has the scope of work been defined duration, equipment required, scheduling, location? Are there performer-specific safety requirements or procedures that need to be considered at the audition? Has a risk assessment been completed on the use of the audition space? Has crowd management been considered, taking into account the number of attendees expected? Has traffic management been considered if a large number of attendees are coming by car? Have all aspects of the audition room been assessed and the potential risks identified and reduced? Are scenic elements used in the audition process secure and ready to use? Have all obvious and potential theatrical violence moments been identified during preproduction? Has an audition induction been prepared and delivered to those attending the audition? Safety Guidelines for Live Entertainment and Events I Performer Hazards I 4

148 Consider the following questions during event design, planning and delivery Yes No Action/Comment Are facilities adequate for the number of attendees? Do any of the staff or attendees require any specific PPE, e.g. footwear or clothing? Is security required to assist the management of the site? Have, when needed, the appropriate weapons permits been obtained from the Firearms Registry? (All items on the Firearms Registry Prohibited Weapons list require specific permits for use in performance/public). Have appropriate measures been taken for the safe storage of all weapons, including Firearms Registry-approved storage for prohibited weapons? Have appropriate weapons been obtained, or adequate modifications been made to found weapons? Does the venue need to sign off/approve any special effect prior to use? Are procedures in place for potential emergency situations, including self-rescue or site rescue? Are there adequate first aid procedures in place? 2.2. Rehearsal and rehearsal venue Has a performer induction been organised and delivered, including an overview of company policies on bullying, harassment and equal opportunity? Have the responsibilities of the PCBU, director, stage/venue management, designer, producer, performers and associated personnel been defined? Have the head of production and the person in charge of the venue exchanged risk assessments? Safety Guidelines for Live Entertainment and Events I Performer Hazards I 5

149 Consider the following questions during event design, planning and delivery Yes No Action/Comment Has a risk assessment been requested of and provided by the designer regarding the hazards in the design? Has a risk assessment been undertaken on the use of rehearsal furniture and either actual or substitute set pieces? Has performer access to the rehearsal room been considered, specifically transport links and the safety of the surrounding area? Are there any aspects of the rehearsal process that may be considered hazardous? Items such as stunt work, smoking, violence. Is there specialist movement required of the performer? If yes, has a specialist movement/dance choreographer or violence/fight director been engaged? Are there specialist vocal requirements for the performer? If yes, has a vocal coach been engaged? If children are involved in the process, is a Working With Children Check required? Are understudies required for the performer roles? If yes, are the understudies being trained and inducted to the same level as the performers they will be covering? Are first aid facilities commensurate with the number of performers and crew in the rehearsal? Are all electrical items being used in rehearsal tested and tagged as required? Have sound levels been agreed for amplified audio being used in rehearsal? Safety Guidelines for Live Entertainment and Events I Performer Hazards I 6

150 Consider the following questions during event design, planning and delivery Yes No Action/Comment 2.3. Performance and performance venue Has a risk assessment been prepared for the performance venue and the transfer between the rehearsal venue and the performance venue Do the performers have adequate facilities at the venue? Have all changes to the work environment from rehearsal to performance venues been evaluated? This will include, atmospherics, lighting, audio levels etc.. Is the work in an established venue? If yes, have the venue and the production shared risk assessments? Does the production pose extraordinary conditions on the venue and how the performers will be using the venue Is the venue outdoors or in any area that may pose special hazards for the performers? Has a separate assessment been made as to how the location will impact on the performers? Has the set and the interaction with the performers been assessed for hazards? Are appropriate audience warnings in place? Has the possibility of additional hazards from the introduction of special effects, flying harnesses, trapdoors, complex or intricate sets, restrictive or trip-hazard costumes, lighting effects such as strobes, or fatigue of performers been considered? Has ongoing specialist movement training been allowed for? This may include engaging dance captains, assistant directors, choreographers and violence directors. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 7

151 3. General Guide Performer Hazards 3.1. Responsibilities PCBUs have specific obligations under WHS regulations to provide and manage a safe workplace for all employees. The regulations require that where reasonably practicable, the PCBU must meet the obligations set out in the WHS Act and Regulations. Set and costume designers in particular have an important role in eliminating or minimising the hazards that may impact on performers in the design of wearable items, sets and structures and how they are used. This includes lighting and sound designers. PCBUs must ask designers for the risk assessment on the design and designers are required to supply one. Performers must also take reasonable care of their own safety and the safety of others by ensuring they are confident and capable to undertake the work they have been employed for Training and competence All persons undertaking work must be trained and competent in the specific activity. It is recommended that performers who are required to dance, climb or work at height on the set, undertake relevant training in performance-specific safe work methods. Where appropriate, trained professionals in specific areas of performance should be employed to ensure the particular activity is undertaken safely for both the individual performer and the company that is working with that performer 3.3. Consultation, Cooperation and Coordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide to consult with workers including the performers and associated event staff to determine the hazards and risks associated with the event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before auditions are called, and continue for the duration of the event. Consider the other parties who will need to be involved in the consultation process when planning the event and determine what information needs to be shared and discussed. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 8

152 During an event, PCBUs are required to work closely and collaboratively with other PCBUs such as the venue or site management, unions, production companies, designers, event organisers or promoters, catering providers, security, subject matter experts such as structural engineers or safety officers, local authorities or governments, rigging companies, suppliers of plant or equipment. PCBUS are also required to manage the relationship between all these individuals/companies and the performers. If performers are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set, lighting and sound designs, site specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, key contacts, emergency procedures, specialist training, rehearsal supervision and performance requirements. Opportunities for consultation include rehearsal briefings, tea breaks, event briefings, production meetings, stakeholder meetings, specific safety meetings or forums. Records should be kept for future reference Design and planning As soon as reasonably practicable, a performer must be included in the consultation process. All aspects of the performer s work should be evaluated with a view to minimise safety hazards. The following should be considered at this stage: Legislative requirements Consultation with relevant PCBUs and performers Appropriate scheduling and allocation of resources to minimise impact on performers and crews Development of risk assessments and SWMS including controls agreed to during consultation Emergency procedures Communication methods 3.5. Event delivery rehearsal and performances In the delivery stages of an event (bump-in, rehearsal, show, bump-out) the following criteria should be addressed: Consultation with relevant PCBUs and performers Site-specific inductions Equipment inspections and/or maintenance Implementation and monitoring of controls identified in risk assessments or SWMS Safety Guidelines for Live Entertainment and Events I Performer Hazards I 9

153 Incident reporting and management Sign-off and handover procedures 3.6. Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near-misses. Effectiveness of the risk control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified 3.7. Documentation and records The following documents and records should be created, maintained and kept on site when undertaking performer based productions: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Safety consultation meetings and attendance Evidence of consultation Incident reports, including near-misses Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Various WHS documents and records need to be retained for differing periods of time according to the relevant WHS legislation. 4. Suggested Control Measures 4.1. General performer hazards Auditions It is important to ensure adequate numbers of suitably trained and competent personnel are on hand to implement and monitor risk control measures when performers are attending auditions. This is particularly important during open auditions where the number of attendees can only be estimated and large numbers of performers may attend. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 10

154 Consider having a registration system to estimate how many will attend beforehand and ensure security is capable of controlling attendees. Ensure the following is addressed: Risk assessment on the event shared with other PCBUs Control of the numbers of attendees First aid commensurate with the number of attendees Traffic control Security Male/female facilities available and appropriate for the number of potential attendees Rehearsals The principles that apply to any general workplace apply to the rehearsal venue. Stage management needs to ensure that normal consultative measures are in place and that appropriate warning signs and administrative controls, including training and toolbox talks, are applied. A rehearsal room can be classified as a high risk work environment as a large part of the rehearsal can be improvised. Items that need to be considered include the following: Risk assessments for the event, shared with other PCBUs Induction for all workers who will be attending rehearsals The need to keep visitor numbers to a minimum Slip and trip hazards Employee access First aid Adequate heating and cooling Breaks and access to refreshments and water Appropriate rehearsal furniture and props to allow the performer enough time to train for the work ahead Professional vocal, movement and choreography staff to minimise risks to the performers Thorough rehearsal of all aspects of the performance, especially theatrical violence Daily revisions of the risk assessment and continued consultation with performers and other staff Safety Guidelines for Live Entertainment and Events I Performer Hazards I 11

155 Performances The rehearsal space is where the majority of risks that will confront a performer will have been identified and control measures will have been put in place. It is important to also extend these to the performance venue. The new and additional measures that should be considered include: New venue inductions Familiarisation with new heavy scenery and effects not present in rehearsal Specific stage lighting and dark areas on and off stage Interactions between performers and the public Final stage effects such as smoke, strobe lighting, stage traps and other physical effects Evening and night work and the performer access to transport from the workplace General movement When portraying a character, the performer may have to perform movements with which he or she is unfamiliar. Where movement is required during rehearsal and performance, warm up is an important part of a performer s preparation. In a musical the dance captain will instigate exercise and warm ups before rehearsal or performance. In a drama or small cast production it is the responsibility of the individual performer to ensure that they are able to undertake the action without risk of physical harm. This should be confirmed by stage management. In any production where theatrical violence moments occur, a member of the cast should be selected and appointed as the fight captain. Their duties should include leading appropriate warm ups, and the running of a fight call before every performance. The fight captain should be given specific instruction by the fight director (where one has been appointed) as to their role. They are to be a conduit between the production and the fight director on all issues relating to the required theatrical violence moments Vocal health and safety While trained singers are aware of the limitations of their voice, some performers may not have had the training or experience to know what might cause harm in both short and long term vocal extremes. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 12

156 Performers should be made aware of the effects of both constant use at exaggerated levels or discrete moments called for in a production. The level of care will vary depending on the performer s training and experience. The nature and extent of the vocal risk undertaken is dependent upon the length of vocalisation, the duration of the run and whether amplification is used. Any vocal work needs to be identified and the risks assessed like any other aspect of the performer s work. Control measures have to be introduced to minimise or eliminate these risks. Suggested control measures include: Engaging a qualified voice coach to assist with the safe development of any extreme vocal use Devoting enough time to warm ups, both physical and vocal, in the rehearsal process as well as before live performance Continuing to risk assess as the scene/s evolve through the rehearsal process Utilising radio mics, soundscapes and sound design as early as possible (and at volume) in the rehearsal process Promoting vocal hygiene (including systemic and topical hydration) and resilience Theatrical violence moments stage combat and associated work The potential risk in any enacted violence situation, whether or not contact is intended, is high and has to be managed accordingly. Where violent movement is being proposed, do not assume a director is qualified to choreograph this action. Assess the risks and act appropriately. All theatrical violence moments should be choreographed by a trained/certified fight director or, if there is a large number of violent scenes, a stage combat instructor working under the direct supervision of a fight director. Instances where this is applicable include: Any time an actor places hands on another actor in a heightened/aggressively emotional state Any time an actor is required to commit an action of heightened physical risk they are not trained or highly proficient in, such as falls, rolls, lifting or carrying other actors, traversing complex sets Any time a conventional weapon, such as a knife, sword, spear or firearm, is brandished or drawn Safety Guidelines for Live Entertainment and Events I Performer Hazards I 13

157 Any time an ordinary item is used as a found weapon as part of an angry interaction between performers Any time a performer is at risk of falling in what appears to be a violent moment It is important to rehearse using props as early as possible. If this is not possible, a close approximation should be used until the prop arrives. All theatrical violence moments need to be identified and the risks assessed like any other aspect of the performer s work. Control measures have to be introduced to minimise or eliminate these risks. Suggested control measures include: Ensure a risk assessment is completed for the theatrical violence moments being undertaken Engage a qualified fight director Where relevant, provide performers with specific physical strength and condition training Devote enough time to adequately warm up for the rehearsal process as well as the live performance Develop a fight call to be undertaken by all cast involved in any theatrical violence moments prior to every performance (except an evening show if there has been a matinee that day) Ensure fight calls are included in the cast call times and monitored by the stage manager Continue to risk assess as the scene/s evolve throughout the rehearsal process Action sequences Most action sequences or physically dangerous movements required in live performance can be supervised by a trained/certified fight director and undertaken by the performers themselves. These movements may include: Slips, trips and basic falls Fight scenes Basic weapons use Carrying of others Basic prop manipulation Certain action sequences involve a higher degree of risk and will require additional expertise and supervision by appropriately qualified and licensed personnel, including: Safety Guidelines for Live Entertainment and Events I Performer Hazards I 14

158 Acrobatics Gymnastics Puppetry and character suit work Actor flying and wire work High falls Firearms use (in this case, a licensed theatrical armorer is legally required) While action sequences are commonly referred to as stunts, this is an inaccurate term. Stunts are action sequences involving extreme risk that should only be undertaken by trained stunt professionals. Action sequences or stunts should always be preceded by a thorough risk assessment. Understudies and action sequences Whilst understudies have a very important role in theatrical productions, rehearsal time is often limited. Therefore, where understudies are required to perform action sequences, the fight director and any other relevant personnel such as stage combat instructors must take extra care to ensure all understudies can perform action sequences safely Performer flying Performer flying has a particularly high element of risk and as such should only be undertaken by people with the required experience and training. At no stage should a flying rig be designed, installed or operated by untrained or unqualified person. The system design needs to be undertaken by experts in the field who must liaise at the earliest opportunity with the proposed venues, the performer using the equipment and the engineers who certify the rigging points that the system will be attached to. Risk assessments need to be prepared at the design stage and at every other stage in the production timeline. The system s operational restrictions (distance travelled, heights, speeds etc.) need to be identified and detailed early. It is imperative that the designers, directors and choreographers be acutely aware of these restrictions. At every stage, from initial design to each individual performance, a rigorous system of procedures, checks and cross checks should be implemented. Every use of the system should be overseen by trained rescuers working to a written and available rescue plan. This plan should cover all potential system failures, including power failure and performer health eventualities, so every conceivable potential rescue situation is planned for. This rescue plan should aim for a rescue to occur within 5 mins of an incident occurring. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 15

159 Rescue equipment needs to be kept adjacent to the performance area and would include equipment such as elevated work platforms (boom lift, scissor lift, vertical lift), and if deemed necessary, harness rescue kits. When performer flying is proposed, the following factors should be considered: Set design Set construction Performer induction Rehearsal with flying equipment even cut down temporary equipment Interaction between flying and non-flying performers Tech rehearsals and stage work Performances Understudy induction and onstage rehearsals Touring inductions to new venues, potentially with new cast It is imperative to have a procedure in place that stops the performer from moving should either the performer, the performer s rigging assistant (the dresser or whoever clips the performer into the system) or any other party notices a potential hazard. This may include a loud call of stop to a particular signal visible by the operator Working with animals Hazards the animals present to the performers come in many guises, such as the size and weight of an animal, its aggressive nature or the diseases that it may possess. PCBUs need to ensure that risk assessments are produced and shared between the producers of the event and the managers of the venue, as the animal will interact with many of the staff, not just the performer. The staff that will need to be involved with the animals to varying degrees include: The performer who is handling/interacting with the animal Performers in proximity to the animal The animal handler who will be looking after the animal backstage and after hours including transport to and from the venue and accommodation Stage management Stage crew Security Safety Guidelines for Live Entertainment and Events I Performer Hazards I 16

160 The audience warnings re allergies should be posted and addressed through the risk assessment The risk assessment process will need to commence from the initial concept meeting and should continue through all the subsequent stages. Special care must be taken at the audition stage to identify performers that have either a fear or an allergy to a particular species or breed so that the performer is not exposed to them. Also note that special care must be taken to ensure that the person allocated the work of cleaning up after the animal is not allergic to the animal being used at the event Working with children There are many areas that need to be considered when children are required for a production. The content of the show, the working conditions and environment of productions and events, hours of work and other factors can present a risk to the children themselves and other performers. The suitability of content, working conditions and environment should be assessed in consultation with the parents of the child and the relevant state authorities. The laws regulating child employment vary from state to state, which should be taken into account well in advance when planning national tours. It is also important to note that many states do not distinguish between situations when children are involved are part of a professional (paid) arrangement and those in which the child s involvement is voluntary or part of an educational project. In such states, any instance in which a child is given direction and expected to perform tasks can be deemed employment. The temperament of the children also plays a major part in the risk assessment process. Children may perform the same role differently, even when they are the same physical age. This has to be taken into consideration where there are multiple casts of underage performers. The role of a cast chaperone is also to be considered as part of the risk assessment. The benefits of having a responsible adult on staff to protect the welfare of young company members should be considered, and in some jurisdictions it may be a requirement. It may be possible for member of cast or crew to take in this role, but the responsibilities should not be underestimated and at no time should the child performer be unsupervised when backstage in a production Costume work The designer has a great responsibility in ensuring the performer is not exposed to hazards that can be eliminated or minimised. This is particularly relevant in the design and manufacture of costumes. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 17

161 In order to minimise the risk to the performers the following criteria need to be addressed: Correct fit Material allergies, finish etc. Quick change requirements Flammability of the material if a flame risk exists in the production How the costume is to interact with the set, special effects, other performers and any backstage restrictions e.g. large loose sleeves where there are hooks onstage for supporting props or fluffy material where there is Velcro around the set Performing in a character suit or exaggerated costume Full character costumes present additional hazards. The length of time the performer has to wear the costume will play a large part as to how the risks from these hazards are eliminated or minimised. These considerations include the points noted above as well as: Air flow Temperature and general comfort of the performer Sight lines out of the costume Food and drink access for the performer Ease of removal Audience reaction to the costume (especially children) Repetitive strain injuries due to increased resistance and limited range of motion Sound and general proprioception Stability and control Performing choreographed sequences (also referred to as hazardous routines) in a character suit or exaggerated costumes introduces additional risks. These will not be confined to the performer, as crew and or audience may contribute other elements of risk associated with the hazardous routine. An appropriate amount of rehearsal time time must be allocated, this must be in proportion to the level of risk created by the suit or costume. The nature and extent of these risks can vary, dependent upon the action required. The staging of a hazardous routine should be risk assessed on a case-by-case basis. Suggested control measures include: Safety Guidelines for Live Entertainment and Events I Performer Hazards I 18

162 Ensuring a qualified person is employed to develop and choreograph the routine and a costume designer is involved to monitor the build and fit Ensuring a risk assessment is completed for the activities being undertaken on the stage Continuing to risk assess as the routine evolves through the rehearsal process Testing the costume /suit element in the performance as early as possible, or using a close approximation until the costume arrives Devoting enough time to warm up and warm down for the rehearsal process as well as the performance Performing as a puppeteer Working as a puppeteer, including large-scale exposed puppetry and prop manipulation should also be considered as a hazardous routine. An appropriate amount of time must be dedicated to rehearsals and be in proportion to the level of risk involved with the use of puppets or large-scale props. The nature and extent of these risks can vary, dependent upon the action required, therefore, the staging of a hazardous routine should be risk assessed on a case-by-case basis. Stresses and hazards relating to puppets and large prop manipulation may include the following: Sight lines around the puppet or prop Audience reactions to the puppet (especially children) Repetitive strain injuries due to increased resistance and limited range of motion Sound and general proprioception Lack of stability and control Injury from impact and contact with puppet/large scale prop Suggested control measures include: Ensuring a qualified person is employed to develop and choreograph the routine and a puppet maker/designer monitors the build and fit Ensuring there are dedicated personnel monitoring the performance and handling of the puppet /prop element in rehearsal, especially if the visibility of the performer is limited Ensuring a risk assessment is completed for the activities being undertaken on the stage Continuing to risk assess as the routine evolves through the rehearsal process Safety Guidelines for Live Entertainment and Events I Performer Hazards I 19

163 Testing the puppet /prop element in rehearsal as early as possible, or using a close approximation until it arrives Devoting enough time to warm up and warm down for the rehearsal process as well as the live performance Circus arts Circus performing is inherently high-risk work and all circus performers possess different levels of training and experience. Therefore, PCBUs should thoroughly consult with performers to ensure they are able to competently and safely perform all elements of a required routine, or whether adjustments may have to be made. Incorporating circus arts into a production requires the preparation of a complex risk assessment. The methods used to eliminate or minimise risks could be extensive and difficult to implement. It is imperative that PCBUs in charge of a production seeking to incorporated circus arts ensure that all members of the cast are: Appropriately trained Choreographed by qualified experts in the field Inducted into the rehearsal and performance venues The PCBU must also ensure: Appropriate risk assessments have been prepared and shared with others as necessary Adequate first aid is available in the rehearsal and performance venues Policies and procedures are prepared for the safety of the individuals and the company in general Safety mats, barriers, harness and rescue plans commensurate with the risk Engineering and other professional advice on the infrastructure needed for the system hardware being utilised by the performers Aerial circus performance has a particularly high element of risk and as such should only be undertaken by performers with the required experience and training. At no stage should circus equipment be designed, installed or operated by an untrained or unqualified person. The processes and procedures for aerial circus performances align with those for any kind of performer flying. Please refer to section of this guide for additional information Working with electrical power Electrical power is used in almost all areas of the theatre from the musicians in, on, or under the stage, the increasingly complex lighting rig, the audio systems, and powered effects within the set. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 20

164 All the individual departments within a production need to prepare and compare risk assessments and ensure that all potential risks have been minimised. The hazards presented by specialist electrical effects need to be designed and manufactured by licenced professionals and executed by trained and experienced operators. Hired electrical equipment must have a valid test and tag certificate and must be visually inspected for damage by the operators every time it is unplugged and moved. Venue managers can also ensure that all power supplies are protected where possible by RCD safety switches and that all power supplies are managed as part of the general building WHS system Noise levels Performers are exposed to various noise levels throughout their careers and cumulative effect can be just as hazardous as the instant effect of excessive noise. From the design stage of any production where amplified sound or live music is planned, the sound levels need to be controlled and overall exposure to the sound calculated. This is a risk that has to be managed professionally by a trained audiologist and not necessarily by the audio company or sound designer working on the production as part of the creative process. It is strongly advised that where loud noise is being planned for a production, a trained and professional audiologist be engaged early in the process to assist with the risk assessment and the methods needed to be employed to mitigate the risks. If performers and crew are being exposed to loud noises at work it is recommended that the PCBU ensure that all staff members have an accurate hearing test and report before commencing a production. In this way, should a staff member report loss of hearing later in life, the PCBU will be able to distinguish any pre-existing injuries Hazardous locations Performers can be asked to work in many varied and unusual locations. This can include performance buildings outside of normal theatre venues, sets and scenery requiring working at height and public areas such as parks, swimming pools, zoos or beaches. Small spaces may also be considered as hazardous. All locations need to be risk assessed individually and must be viewed from the individual s point of view, taking into account all potential hazards. Safety Guidelines for Live Entertainment and Events I Performer Hazards I 21

165 Hazardous materials Courtesy of Worksafe Australia What are hazardous substances? Hazardous substances are those that, following worker exposure, can have an adverse effect on health. Examples of hazardous substances include poisons, substances that cause burns or skin and eye irritation, and substances that may cause cancer. Many hazardous substances are also classified as dangerous goods. PCBUs should ensure they appropriately identify hazardous substances and notify those who may come into contact with them. First aid should always be available. Items that may be encountered by the performers and elicit a reaction may include the following: Smoke generated from various liquids such as oil or glycol. Note also the density of the smoke Haze in various densities generated by heat or cracking Paints Cleaning products Laundry cleaners Shoe polish Fake blood Make up Stage prop food and drink Performers will react differently to different substances and PCBUs need to assess the risks ensuring they do not expose the performer to something that will have a dangerous reaction. Safety Data Sheets need to be consulted and kept on site for reference. 5. Legislation, Standards and Guidance Safe Work Australia 2015 Managing the risk of falls at workplaces Code of Practice Safe Work Australia 2012 Falling Objects Fact Sheet provides general guidance on managing risks posed by falling objects t.pdf Safety Guidelines for Live Entertainment and Events I Performer Hazards I 22

166 Safe Work Australia NATIONAL STANDARD FOR OCCUPATIONAL NOISE pationalnoise_nohsc _pdf.pdf Safe Work Australia Noise Management ing_hearing_loss_work.pdf PLASA Technical standards ANSI E (R2014): Entertainment Technology Measuring and Specifying the Slipperiness of Floors Used in Live Performance Venues PLASA Technical standards ANSI E (R2015): Entertainment Technology Design and Execution of Theatrical Fog Effects PLASA Technical standards ANSI E : Recommendations For the Planning of Theatrical Dust Effects PLASA Technical standards Introduction to Modern Atmospheric Effects, 5th edition Australian and New Zealand Standards AS/NZS 1657 Fixed platforms, walkways, stairways and ladders Design, construction and installation AS/NZS Industrial fall-arrest systems and devices Harnesses and ancillary equipment AS/NZS supp: Industrial fall-arrest systems and devices Horizontal lifeline and rail systems Prescribed configurations for horizontal lifelines (Supplement to AS/NZS ) AS/NZS 1892 Portable ladders series AS/NZS 4389 Safety mesh Safety Guidelines for Live Entertainment and Events I Performer Hazards I 23

167 Special Effects Hazard Guide Contents Disclaimer Overview Key Considerations Special Effects Design and planning Event delivery General Guide Special Effects Responsibilities Training and competence Consultation, co-operation and co-ordination Design and planning Event delivery Review Documentation and records Suggested Control Measures General special effects Naked flame flame effects Pyrotechnics Projectiles air propelled projectiles, drop effects, confetti, petal drops, balloons Atmospherics smoke, hazers, dry ice Noise Water Hazardous props breakaways, breakables, exploding materials Firearms blank firing, replicas and imitations Weapons replicas and imitations Prohibited weapons Specialist lighting lasers, strobes, strobe like effects, UV lighting Cooking on set/stage Practical household appliances toasters, irons Safety Guidelines for Live Entertainment and Events I Special Effects I 1

168 4.15 Wind fans Legislation, Standards and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Part2. Special Effects Hazard Guide Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Special Effects I 2

169 1. Overview This guide provides information to assist in managing risks associated with working with special effects in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Special effects hazards can cause many types of injuries and in extreme cases, death. Types of injuries can include burns, slips and falls, flash/eye injuries, hearing issues. Special effects hazards can also result in fire, water damage, explosions, hazardous leaks and spills. The risk of injury from special effects is strongly linked to where and how they are used. The risks are greater when working with portable equipment, custom made equipment/props, or with fragile equipment that can be damaged through repeated use and movement. There will always be something new, something bigger, brighter and more special to thrill and excite audiences. The desire to create a spectacular special effect that has never been seen before is both understandable and inevitable. This continual innovation and invention brings a special responsibility to the process of managing hazards associated with special effects. The sometimes unknown consequences of a newly-designed special effect require that extensive testing is undertaken within a controlled environment. This should occur before the introduction of all other elements, whether they are scenic elements, performers, technicians or audiences. This Special Effects Hazard Guide provides practical information and suggested control measures for items such as: Naked Flame flame effects Pyrotechnics Projectiles air propelled projectiles, drop effects, confetti, petals, balloons Safety Guidelines for Live Entertainment and Events I Special Effects I 3

170 Atmospheric smoke, hazers, dry ice Noise Water Hazardous Props breakaways, breakables, exploding, sharps Firearms weapons, replicas Lighting lasers, strobes, strobe like effects, UV lighting Cooking on set/stage Practical household appliances toasters, irons Wind fans Part 1, Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. Safety Guidelines for Live Entertainment and Events I Special Effects I 4

171 2. Key Considerations Special Effects The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comments/Action 2.1 Design and planning Has the scope of work been clearly defined (duration, equipment, scheduling, location)? Have other PCBUs and workers who will be affected by this activity been identified? Have arrangements been made to consult with and coordinate activities with other PCBUs? Have site/venue specific safety requirements or procedures been considered? Has appropriate planning been undertaken for the transport of the special effects? Has appropriate planning been undertaken for the storage of the special effects? Have Safe Work Method Statements (SWMS) been sought from the manufacturer/supplier of the special effects? Does the venue need to sign off/approve the special effect prior to use? Has this special effect been used before? Have all pieces of electrical equipment relating to the special effect been visually inspected, tested and tagged? Will there be a requirement for an ongoing special effects equipment maintenance program? Have appropriate Safety Data Sheets (SDS) been obtained? Where required, have appropriate approvals been sought and granted? Safety Guidelines for Live Entertainment and Events I Special Effects I 5

172 2.2 Event delivery Have the people working with the special effects been given information, instruction and training? Have all people within proximity of the special effect during its operation been briefed and rehearsed? Are appropriate emergency procedures in place? Have all safety checks and risk management procedures been undertaken? Have there been visual and other inspections of special effect sites, including those remote to the operator? Are safety officers, crowd controllers, ushers, spotters briefed and in place? Are appropriate audience warnings in place? Have all pieces of electrical equipment relating to the special effect been visually inspected, tested and tagged? Has the possibility that additional hazards may be introduced by a combination or sequence of effects been considered? (Have the various special effects been risk-assessed in a holistic as well as individual effect manner?) Safety Guidelines for Live Entertainment and Events I Special Effects I 6

173 3. General Guide Special Effects 3.1 Responsibilities The Model Work Health and Safety Regulations impose specific requirements on PCBUs concerning work that involves noise and hazardous chemicals both a part of the special effects industry, including: Exposure of workers to noise at the workplace requiring PCBUs to carry out audiometric testing where a worker is frequently required to use PPE to guard against excessive noise Health monitoring in respect of workers carrying out specific work for the business in relation to hazardous chemicals Duty holders may also have additional responsibilities under state regulations. 3.2 Training and competence Different licensing and competency requirements apply across Australian states and territories. Across the myriad special effects utilised in the entertainment industry there are regulated, non-regulated and legislated requirements for many of the effects. Responsible persons should check with their state authorities to clarify what type of licence/s is/are required in the relevant jurisdiction. The rehearsal of special effects under show conditions is imperative to the ongoing and repeated safe delivery of special effects. In circumstances where multiple special effects are designed to run sequentially or concurrently, it is important to structure rehearsals in a manner that progressively builds to the full effect. For example start under work light with limited other distractions. Once competence and familiarity builds, introduce other elements, effects and hazards such as stage lighting, sound, pyrotechnics, hazers, methodically and systematically, until the full array of effects is operating safely and predictably within the performance environment. 3.3 Consultation, co-operation and co-ordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide to consult with workers including event staff, to determine the hazards and risks associated with planned special effects and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Safety Guidelines for Live Entertainment and Events I Special Effects I 7

174 Consider the other parties who will need to be involved in the consultation process in the planning stages of the event and determine what information needs to be shared and discussed as part of your risk assessment. During an event, PCBUs are required to consult, co-operate and co-ordinate with other parties such as the venue or site management, unions, production companies, designers*, event organisers or promoters, catering providers, security, subject matter experts such as licensed pyro technicians or safety officers, local authorities or governments, rigging companies, performers, suppliers of plant or equipment. If employees are represented by health and safety representatives the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set elements, lighting and sound designs, site specific requirements, risk assessments, SWMS, SDS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work. Opportunities for consultation include toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups or forums. *NOTE Designers have an additional responsibility to prepare a risk assessment on how items they have designed can be used safely. PCBUs have a responsibility to request this risk assessment from designers to ensure they are fully informed as to all aspects of the design. 3.4 Design and planning In the early stages of design and planning for an event, the following criteria should be addressed when planning to work with special effects: Consultation with relevant PCBUs and workers Consultation with all departments that will be affected by the use of the special effect Determining whether a specialist is required for the realisation of the special effect Development of separate risk assessments and SWMS, including controls agreed to during consultation, for each individual special effect Selection of equipment needed to realise the special effect Agreed scheduling and allocation of resources to minimise impact on others Access to site and delivery logistics Appropriate storage facilities for special effects equipment and consumables Specific maintenance programs for special effects equipment Safety Guidelines for Live Entertainment and Events I Special Effects I 8

175 3.5 Event delivery Emergency procedures in the event the special effect fails at cue time or occurs adversely pre or post cue Identification of any residual hazards that may exist after special effect has finished, e.g. unexploded pyrotechnics Development and documentation of a clear hierarchy of command, that is, a series of go or no go protocols that is followed prior to each special effect or series of special effects being cued to go In the delivery stages of an event (bump-in, rehearsal, show, performance, bump-out) the following criteria should be addressed when undertaking work with special effects: Consultation with relevant PCBUs and workers Site-specific inductions Equipment inspections and/or maintenance Work permits or engineering certificate requirements Equipment and environment checks daily, weekly and pre and post show Post show analysis and checks for residual unexpected risks Implementation and monitoring of controls identified in risk assessments or SWMS Compliance to legislative requirements Review, consultation and adjustment control measures as required on site Incident reporting, management and communication procedures Sign-off and handover procedures 3.6 Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near-misses. Effectiveness of the control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified Safety Guidelines for Live Entertainment and Events I Special Effects I 9

176 3.7 Documentation and records The following documents and records should be created, maintained and kept on site when working with special effects during an event: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Maintenance records Engineering certification, work permits and sign-off records. Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Some WHS documents and records need to be retained for a specific period of time see relevant WHS legislation for details. 4. Suggested Control Measures 4.1 General special effects Events/Performances often contain one or more special effect/s. Each special effect is often unique in its effect, it is therefore important that each special effect is carefully and systematically risk assessed and managed due to the serious consequences that may result from an uncontrolled effect going wrong. In addition, once each effect is individually risk assessed, a combination or sequence of effects should also be risk assessed as a whole. All equipment must be well maintained and must not be used if it appears faulty. Workers must be trained in conducting routine inspections and clearly understand how to report worn, faulty or damaged equipment. Unsafe equipment must be disconnected or isolated and out of service ( lockout ) tagging procedures must to be understood. Return to service procedures should be understood and include testing of equipment prior to use. Safety Guidelines for Live Entertainment and Events I Special Effects I 10

177 4.2 Naked flame flame effects Often inspection and approval of a proposed naked flame and naked flame special effect must be carried out by a suitably qualified person someone who has acquired the knowledge and skills to carry out the task through training, a qualification or experience. In some jurisdictions only the local fire brigade can carry out this inspection. In some states there is a requirement that a qualified person is present for the entire performance where a naked flame or flame effect is being used. In addition to any special firefighting staff, equipment and procedures identified by the risk assessment, control measures could include: Removing combustible materials from the proximity of the flame Ensuring that all scenic elements and costumes are appropriately fireproofed 4.3 Pyrotechnics These are high-risk special effects and in most circumstances their setting and use is restricted to a Licensed Pyrotechnic Technician. Each pyrotechnic special effect requires a rigorous risk assessment with a range of controls introduced. There are mandated record keeping requirements for pyrotechnics and pyro-technicians. Each state and territory has its own legislation and regulations governing the use of pyrotechnics. 4.4 Projectiles air propelled projectiles, drop effects, confetti, petal drops, balloons Ensure that the discharge of projectiles is not toward performers, technicians or audience members. Contents of effects such as confetti cannons need to be made of soft materials with the aim of eliminating the chance of strike injuries. Any pressure settings have to be rigorously checked and refined for each deployment of the effect, especially in touring situations where the size of the effect may need to change when the venue size varies. Effects such as confetti and petal drops require setting and operating procedures that eliminate the introduction of foreign and potentially dangerous particles into the drop. Dust and other particulates or projectiles could lead to injury or health problems. 4.5 Atmospherics smoke, hazers, dry ice Only approved substances are to be used in the production of atmospheric effects such as smoke, haze and dry ice. Safe Work Method Statements (SWMS), Safety Data Sheets (SDS) and risk assessments are all essential to assist in eliminating risks associated with atmospheric effects such as slips, falls, asphyxia, disorientation. Safety Guidelines for Live Entertainment and Events I Special Effects I 11

178 Control measures could include: Ensuring appropriate ventilation to guard against oxygen depletion Monitoring CO 2 and O 2 levels Placing smoke machines and hazers in trays or containers to capture excess residue or spills Safe storage of fluids Using the correct fluid 4.6 Noise Part 4.1 of the Work Health and Safety Regulations impose specific duties and obligations on PCBUs regarding the exposure of workers to noise at the workplace and should be consulted. In the context of the entertainment and event industry, noise can be generated from a number of sources beyond plant and equipment. Sound systems and aural sound effects can be classified as a noise risk within the workplace and must be treated as a potential risk to the health and wellbeing of everyone exposed to loud and prolonged sound levels. 4.7 Water Use of large quantities of water for a special effect can bring with it many types of hazards, including electrical shocks or electrocution, flooding (water damage), water borne contaminants, disease and parasites. Each of these risks needs to be assessed and appropriate control measures put in place. Control measures include Use of appropriately designed and engineered holding tanks and transfer equipment that remove the potential for leaks or bursts Appropriate water filtration and treatment to ensure that the water used in the special effect remains free of contaminants, disease and parasites 4.8 Hazardous props breakaways, breakables, exploding materials Specialist props can be a source of risks particularly when they are breakaways, sugar glass, exploding or other breakable materials. Special care should be taken when designing and constructing these special effects, and the execution of them should be undertaken in a controlled manner. Extensive trials and rehearsals will be required in order to mitigate risks and unintended outcomes that could endanger the health and safety of crew, performers, audience members or the public. Safety Guidelines for Live Entertainment and Events I Special Effects I 12

179 4.9 Firearms blank firing, replicas and imitations All firearms, whether a replicas or an imitation, regardless of the construction or workings, is considered a real firearm and therefore requires a special permit from the Australian Firearms Registry. This also includes realistic-looking plastic toys. The use of any form of replica or imitation firearm in an event/performance environment will require the oversight of a specialist armourer. The armourer will train all performers and nonperformers in the safe handling, use, care and storage use of the firearms. Each state and territory has prescriptive legislation that controls the supply and use of such items. This legislation should be consulted prior to any use of firearms within a production or event. Repeated rehearsals in a safe and controlled environment are essential to the safe use of firearms in an event/performance environment. Special facilities such as appropriate lockable storage facilities and a rigorous key handling system will be required for all imitation and replica firearms Weapons replicas and imitations A weapon is characterised as anything that can be used, or usable for inflicting bodily harm. In an event/performance environment, a weapon could be, for example, a phone book, walking stick, a necklace or a replica sword or imitation spear, anything which could be used, or usable to portray an act of harm. It is advisable not to refer to these weapons/proxy weapons as props, because props are usually static/ridged or remain in one place in a theatrical/event setting, and are not choreographed into physical movements of artists. Repeated rehearsals in a safe and controlled environment are essential to the safe use of all weapons in an event/performance environment Prohibited weapons Each state and territory has legislation that controls the supply, possession and use of prohibited weapons. Prohibited weapons lists are available from each of the state and territory s police websites. These particular weapons fall into the same category as theatrical firearms and require the same protocols for securing permits for the supply, use, storage and handling of such weapons. It is the PCBU s responsibility to ensure all permits and the correct paperwork are completed and filed with the relevant authorities before obtaining and using these types of weapons. Safety Guidelines for Live Entertainment and Events I Special Effects I 13

180 4.12 Specialist lighting lasers, strobes, strobe like effects, UV lighting NOTE Some forms of specialist lighting, particularly strobe effects can have detrimental health implications for some individuals. A competent and suitably trained operator should supervise their use and appropriate audience warnings should be given. Use of lasers in an event environment may require special permission and depending on the laser deployed, a licensed operator may also be required. Further information can be found within the AS/NZS 2211 and Lasers are classified according to the hazard associated with their emissions, as defined in the Australian/New Zealand Standard AS/NZS IEC :2011 Safety of Laser Products Part 1: Equipment classification and requirements, AS/NZS IEC :2011 Safety of Laser Products Part 14: A User's guide. Class 1 and 1M lasers are safe under reasonably foreseeable conditions of operation. Class 1M can be hazardous if the beam is viewed with magnifying optical instruments (hence the letter M is added). Class 2 and 2M lasers emit visible light at higher levels than Class 1, but eye protection is provided by aversion responses such as the human blink reflex. Class 2M lasers can be hazardous if the beam is viewed directly with magnifying optical instruments. Class 3R lasers produce visible and invisible light that is hazardous under direct viewing conditions. There is low risk for eye injury provided the exposure time is short. There is no risk for skin injury. Class 3B lasers produce visible or invisible light that is hazardous under direct viewing conditions; either they are powerful enough to cause eye damage in a time shorter than the human blink reflex (0.25 seconds) or the blink reflex is by-passed due to the invisibility of the beam. Laser products with power output near the upper range of Class 3B may also cause skin burns. Class 4 lasers are high power devices capable of causing both eye and skin burns, their diffuse reflections may also be hazardous and the beam may constitute a fire hazard Cooking on set/stage Cooking on stage as part of an event or performance carries a number of risks such as electric shock, electrocution, burns, scalds. Minimising the amount of actual cooking and designing less hazardous cooking methods are ways to eliminate or minimise the risks. Safety Guidelines for Live Entertainment and Events I Special Effects I 14

181 Where it is possible, the use of experienced operators coupled with careful planning and rehearsal of any cooking effects, are other control measures that should be considered as part of the risk assessment Practical household appliances toasters, irons Appliances on stage are required to meet the Work Health and Safety Regulations in relation to electricity. These requirements are outlined in the Electricity Hazard Guide. Care should be taken to ensure that the appliance does not create unintended hazards such as fire and/or smoke. On stage appliances must have a mechanism to isolate the power supply that can be activated remotely to the stage Wind fans Wind machines vary in size from small hand held devices that produce small flows of air to large wind machines that can produce pressures that can literally blow people and scenery over. Apart from the standard electrical test and tag, special care must be taken in assessing the action of blades, control positions, surrounding scenery and travel of performers in front of the wind stream. If the fan is used to dissipate haze or smoke, the accumulation of liquid on the blades, in the motor or even the handles should be monitored. Special care must also be paid to the intake of the fan. If placed in a position that is not clean and clear of debris, the fan can pick up particles of dust and dirt and fire them along the wind path. An example of this was a fan next to a ballet rosin tray and as the rosin was scuffed up by the shoes, the particles were thrown on stage. Another consideration should be the guards on the blades are they suitable to protect the fingers of the operators who may have to move the fans and are the passage ways around the fans at a suitable distance to ensure costumes and other soft materials cannot be sucked into the mechanism? 5. Legislation, Standards and Guidance The following links are potential sources of information that may assist in the assessing of risk where special effects are being considered for use during an event: Safe Work Australia (2012). Managing Noise and Preventing Hearing Loss at Work ring_loss_work.pdf Safe Work Australia (2012). Preparation of Safety Data Sheets for Hazardous Chemicals df Safe Work Australia (2012). Managing Electrical Risks in the Workplace Code of Practice 2016 Safety Guidelines for Live Entertainment and Events I Special Effects I 15

182 Safe Work Australia Fact Sheet: Electrical Risks at the Workplace South Australian Legislation. Explosives (Fireworks) data sheets Worksafe Victoria Fireworks Safework NSW Fireworks WA Legislation Explosives and Fireworks Dept. Mines and Petroleum ermit.pdf QLD. Fireworks Mines Industry Worksafe NT Fireworks The Following lists are samples only of what guidance is available if required There are many others that you can find to help assess the risks: National Code of Practice for the Storage and Handing of Workplace Dangerous Goods [NOHSC: 2017 (2001)] gdangerousgoodsnohsc _pdf.pdf Australian Code for the Transport of Explosives by Road and Rail sives_road_rail_3rd_edition.pdf WORK-RELATED EYE INJURIES IN AUSTRALIA _pdf.pdf Safety Guidelines for Live Entertainment and Events I Special Effects I 16

183 Australian and New Zealand Standards available to purchase AS Explosives Storage and use Use of explosives AS Explosives Storage, transport and use Pyrotechnics Shop goods fireworks Design, performance and testing AS/NZS :2002 Safety of laser products Guidance for laser displays and shows Safety Guidelines for Live Entertainment and Events I Special Effects I 17

184 Stage Machinery and Automation Systems Hazard Guide Contents Stage Machinery and Automation Systems... 1 Hazard Guide... 1 Disclaimer Overview Key Considerations Stage Machinery and Automation Systems Design and planning Event delivery General Guide Stage Machinery and Automation Systems Responsibilities Training and competence Consultation, co-operation and co-ordination Design and planning Event delivery Review Documentation and records Suggested Control Measures General control measures for stage machinery and automation systems Site-specific venue stage machinery (plant) Stage elevators and lifts Stage wagons, revolves, sound shells and travellators Flying systems, cranes and other rigging equipment Tracks, sliders, doorways and other staging machinery Mobile plant Load moving machinery and equipment Legislation, Standards and Guidance Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 1

185 Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Stage Machinery and Automation Systems Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 2

186 1. Overview This guide provides information to assist in managing risks associated with stage machinery and automation systems used in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to develop risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Stage machinery and automation systems hazards can result in many types of injuries and in extreme cases death. Types of injuries can include crush, falls, fractures, internal injuries. The risk of injury from stage machinery and automation systems is strongly linked to the design and construction of these systems, both the physical structures and the control systems. The risks tend to be greater when working with touring/portable equipment, custom made equipment, or with equipment that can be damaged through high frequency use and movement. It is imperative that the initial risk assessment is undertaken at the design stage before the design is implemented in any way. This stage machinery and automation systems hazard guide provides practical information and suggested control measures for: General venue stage machinery (plant) Stage elevators and lifts incl. orchestra pits Stage wagons, revolves, sound shells and travelators Flying systems, gantries and other rigging machinery Tracks, sliders, doorways and other staging machinery Mobile plant Load moving machinery and equipment Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 3

187 Also note that this guide can and should be applied to permanently installed stage machinery in a venue, not just equipment used in a particular production. Part 1. Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. 2. Key Considerations Stage Machinery and Automation Systems The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comments/Action 2.1 Design and planning Will PCBUs and workers other than those employed at the initial workplace be involved or affected by this activity? Have arrangements been made to consult with and cooperate and coordinate activities with other PCBUs before and during the undertaking of this activity? Has the PCBU requested copies of the design risk assessment? Has the design risk assessment been completed and has the PCBU requested copies of this document? Has consultation between all parties identified by the risk assessment taken place? Has the scope of work been defined incl. duration, equipment required, scheduling and location? Have site-specific safety requirements or procedures been identified? Have all elements that are subject to movement and/or control by the stage machinery and automation systems been identified? Are the physical capacities of the areas where the stage machinery and automation systems will be installed suitable for the demands of the Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 4

188 The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comments/Action automation? Is approval needed from the venue to install temporary stage machinery and/or automation system/s? Is the stage machinery and/or automation system/s fit for purpose and compliant with legislation? 2.2 Event delivery Will environmental conditions affect the stage machinery or automation system? Will engineering certificates be required? Is it clear who will conduct the risk assessment? Do workers have the appropriate licences? Will workers be exposed to the risk of falls? Will movements of stage machinery and automation systems be part of the performance? Have the procedures and authority for calling stop and go/no go been established? Have communication protocols been established? Are adequate inspections delegated and scheduled? Is the activity co-ordinated with other PCBUs? Can the testing and rehearsals of stage machinery and automation systems be scheduled to minimise exposure to other workers/services? Have all workers who will be in the area during the testing and rehearsals of the stage machinery and automation been identified and consulted/inducted? Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 5

189 The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comments/Action How will exclusion zones be established and maintained? Have machinery lock down/key lock or power disconnect procedures been implemented to avoid accidental triggering of the machinery? 3. General Guide Stage Machinery and Automation Systems 3.1 Responsibilities The Work Health and Safety Regulations impose specific requirements on PCBUs concerning work that involves risk of falls, plant and structures and construction work, including: To manage risks associated with falls Designers, manufacturers, importers and suppliers to supply safeguards such as guarding, operator controls, emergency stops and warning devices, as well as user information and instructions PCBUs who install, construct or commission plant or structures to comply with designer or manufacturer information and relevant health and safety instructions PCBUs who commission construction work, to consult with the designer regarding health and safety; the designer must provide a written report on this Duty holders may also have additional responsibilities under state regulations. 3.2 Training and competence Different licensing and competency requirements apply across Australian states and territories. There are regulated, non-regulated and legislated requirements for the many stage machinery and automation systems used in the industry. Responsible persons should check with their state authorities to clarify any specific requirements. The rehearsal of stage machinery and automation systems under show conditions is imperative to their ongoing and repeated safe use. In circumstances where multiple pieces of stage machinery and automation systems are designed to run sequentially or concurrently, it is important to structure rehearsals in a manner that progressively builds to the full effect. For example, start under work light with limited other distractions and, as competence and familiarity builds, add in other elements systematically, introducing one piece of movement/stage machinery and automation at a time stage lighting, sound, special effects Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 6

190 until the full array of effects are operating safely and predictably within the performance environment. 3.3 Consultation, co-operation and co-ordination The Model WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide as a basis to consult with workers including event staff to determine the hazards and risks associated with planned use of stage machinery and automation systems and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Consider the other parties who will need to be involved in the consultation process in the planning stages of the event and determine what information needs to be shared and discussed. During an event, PCBUs are required to consult, co-operate and co-ordinate with other PCBUs such as the venue or site management, unions, production companies, designers, event promoters, catering providers, security, subject matter experts such as licensed riggers, technicians or safety officers, local authorities or governments, rigging companies, performers, suppliers of plant or equipment. If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set elements, lighting and sound designs, site specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work etc. Opportunities for consultation include at toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups or forums. 3.4 Design and planning In the early stages of design and planning, the following criteria should be addressed: Requesting a copy of the risk assessment developed by the system designer Consultation with relevant PCBUs and workers Consultation with all departments that will be affected by the use of the stage machinery and automation systems Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 7

191 Development of separate risk assessments and SWMS, including controls agreed to during consultation, for each individual piece of stage machinery and automation system and their intended operations/cues Agreed scheduling and allocation of resources to minimise impact on others Access to site and delivery logistics Maintenance programs for the stage machinery and automation systems Emergency procedures in the event the machinery and/or automation system fails at cue time or the cue occurs adversely, pre or post cue Identification of any residual hazards that may exist after each cue has been completed, for example, unplanned gaps/holes in the performance platform 3.5 Event delivery In the delivery stages of an event (bump-in, rehearsal, show, performance and bump-out) the following criteria should be addressed: Consultation with relevant PCBUs and workers Site specific inductions Equipment inspections and/or maintenance Work permits or engineering certificate requirements Equipment and environment checks daily, weekly and pre and post show Post-show analysis and checks ensuring there are no unexpected risks present Implementation and monitoring of controls identified in risk assessments or SWMS Compliance to legislative requirements Review, consultation and adjustment of control measures as required on site Incident reporting and management Communication procedures Sign-off and handover procedures 3.6 Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes, including near misses Effectiveness of the control measures Scheduling Areas for improvement Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 8

192 Incidents of non-compliance Any new hazards or risks identified 3.7 Documentation and records The following documents and records should be created, maintained and kept on site when working with stage machinery and automation systems during an event: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Maintenance records Engineering certification, work permits and sign-off records Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Some WHS documents and records need to be retained for a specific period of time see relevant WHS legislation for details. 4. Suggested Control Measures The safe and the timely operation of the machinery to achieve the spectacle required by the production and its designers requires skill and training. As well as being familiar with any equipment being brought into a venue for a touring production, PCBUs must make themselves aware of the extent of the automation installed in the venue. The PCBU will need to ensure that all possible risks have been identified and these risks eliminated or reduced wherever practicable. 4.1 General control measures for stage machinery and automation systems Traditional stage machines such as counterweight flying systems, hand winches, trapdoors, special effect machines are human powered and manually controlled. This allows immediate feedback to the operator by touch and confers a certain aspect of safety. However they have the potential to cause serious harm when not operated correctly. A key control measure for manually operated machinery is to have a two-step process for activation. For instance rope lines should always have a brake or locking mechanism that must be consciously released before operating. Similarly winches and lever operated ratchet and Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 9

193 clutch devices should have release locks and/or handles that can be removed when not required. Such two-step activation processes help ensure there is no inadvertent activation of the machine, and act as a double check prior to the intended movement. Other crucial controls for ensuring safe operation of machinery is always having clearly written cue or movement plots and dedicated supervision of the operations. In traditional theatre supervision was the responsibility of a head mechanist with a charge-hand on each side of the stage. All movements of the flying system would be overseen by a head flys. By definition powered stage machinery involves non-human energy sources such as electricity, gravity, hydraulic or pneumatic pressure. Such systems always require emergency energy cut off and braking devices normally termed E-stops. Over-travel, overload switches and control system redundancies are also usually incorporated into powered automation machinery. In contrast to manual systems, powered systems do not generally give an immediate tactile feedback so the potential for such machinery to cause considerable damage if there is an unchecked collision or a system/operational malfunction is much greater. Hence there is great responsibility in the context of live performance to ensure clear passage for the run of the machinery. Engineering control measures such as barriers and electronic exclusion parameters should be used wherever practicable. 4.2 Site-specific venue stage machinery (plant) Entertainment venues are all equipped with a certain level of stage machinery. From a town hall with 3 ancient hand winches that raise and lower the lighting bars to venues that run all electric fly lines, stage lifts, revolving stages, stage wagons, sound shells, travelators, gantries, cranes, orchestra pit mechanisms and various rigging apparatus. All venues have an obligation to ensure that the equipment is installed, maintained and operated safely. There is also the WHS requirement for the designer, in some cases the consultant, to ensure the risk assessment has been done and all foreseeable risks have been identified and eliminated. Key requirements for operating venue specific machinery will include strict use of the plant in accordance with the manufacturer s operations manual and only authorised use of the plant in accordance with venue operational policies, procedures and training, which should instruct and uphold all control measures determined by an operational risk assessment undertaken by the venue. Venue stage machinery requires regular inspections and maintenance. This includes items defined as a crane or hoist, which require annual inspections under the various codes, and end of life (nominally 10 years) major inspections and certification. Workers must be trained in conducting routine inspections and clearly understand how to report worn, faulty or damaged Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 10

194 machinery. Machinery must not be used if it appears faulty. Unsafe machinery must be disconnected or isolated and out of service ( lockout ) tagging procedures must to be understood. Return to service procedures should be understood and include testing of equipment prior to use. Log books should be kept where all relevant notes on the system can be checked. The operators employed by the venue should be able to produce evidence of training and/or experience in the equipment they are being employed to operate. Where venue staff is not available the PCBU should provide suitable training. 4.3 Stage elevators and lifts Stages that move either in a vertical and/or horizontal plane and possibly also tilting on an angle are generally the heaviest items that can be moved during a performance. These stage elevators and/or lifts can also be designed to carry a variety of loads including performers. The control system and safety mechanisms integral to the design are paramount in achieving this safely. Stage elevators and lifts can be permanent venue plant or temporary installations. They may be used to extend the stage area, form an orchestra pit, provide access to storage or loading facilities, enable performer entrances and exits or create elevated platforms. Like all stage machinery, stage elevators and lifts require specific risk assessments for safe operations. Typically this type of machinery will be associated with high risk fall hazards or the risk of collision, both of which need to be controlled with engineering rather than administrative measures. Usually this is achieved with physical barriers and electronic interlocks that prevent machinery movements unless the barriers are installed or the interlocks engaged. Other safety controls will normally include emergency stops, travel limit switches, electronic safe edges, guarding covers, safety nets and SWMS (safe work method statements) for specified tasks involving the machinery. Operation of stage elevators and lifts must be done by authorised trained technicians. Where performers are riding stage elevators and lifts, specific risk assessment should be undertaken and initial rehearsals done in full light with a stage manager and/or supervising technician monitoring all movements through rehearsals and performances. Continuity of operators from design through rehearsal to performance is recommended. All equipment lifting or operating over people needs to be specifically designed for the task. 4.4 Stage wagons, revolves, sound shells and travellators Stage wagons, revolves, sound shells and travelators may be part of venue machinery plant but are more frequently installed temporarily in venues for a specific event. This type of machinery is usually used for creating large staging effects involving scenic changes and coordinated movement of performers. Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 11

195 Stage wagons, revolves, sound shells and travelators require specific risk assessments for safe operations. Crush, shear, trip and slip hazards are frequently associated with this type of machinery. Control measures will typically involve guarding of moving parts and exclusion zones for safe travel. Other safety controls normally include emergency stops and travel limit switches. Electronic safe edges, machine movement monitors and closed circuit TV including infrared for black-out circumstance are also frequently used to ensure safety. Operation of stage wagons, revolves, sound shells and travelators must be done by authorised trained technicians. Pre-performance cue testing with reference to a safety checklist should be undertaken before using this type of machinery with performers. Initial rehearsals should be carried out in full work light and a stage manager and/or supervising technician is required to monitor all movements through rehearsals and performances. 4.5 Flying systems, cranes and other rigging equipment Safety information related to flying systems, cranes and other rigging equipment such as chain motor truss, winches may be found in the Event Rigging Hazard Guide. Often electronic flying system plant and the like are operated in combination with other automated stage machinery and will have a common control platform as well as integrated safety features. In other circumstances, particularly involving manual systems, machinery systems operate independently and risks can arise from uncontrolled interactions between systems such as the flys and stage level machinery. Venue and event risk assessments therefore need to consider risks arising from potential interactions of different systems of machinery. Commonly there is a need to control such risks with strict overall supervision of all staging operations. This may be achieved by having a designated hands-off supervisor who has responsibility to coordinate and check all movement of machines. 4.6 Tracks, sliders, doorways and other staging machinery Smaller stage machinery such as stage tracks with winch lines for moving scenic elements and props, mechanical slider panels and other doorway devices may be controlled by either manual or powered means. Crush, shear and entanglement injury arising from mistimed use of such machinery are common risks associated with these devices. Having consistent operators, very clear cue plots, adequate rehearsal time and easily followed SWMS all reduce the risks associated with this type of machinery. 4.7 Mobile plant Elevated work platforms, forklifts, pallet stackers, pushers and other plant all have differing licencing requirements for the operators as well as storage issues for the differing fuel types. Most of these items have industrial applications that lie outside of the entertainment industry and there are many issues to be considered by the PCBU and the staff that operate them. Ensure that where appropriate all staff have the necessary licences and experience. Ensure that records of licenses, experience and any associated training are recorded. Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 12

196 4.8 Load moving machinery and equipment This range of handling aids includes dock scenery lifts, truck loading ramps, dock levellers, pallet movers, flat carriers, trolleys and dollies, which are all intrinsic parts of a modern backstage system. Where in the past items were moved by hand it is generally safer and more cost effective to move loads with mechanical assistance. This however comes with its own set of hazards that have to be addressed by the PCBU and the staff handling the loads and the equipment moving the loads. Any operation ranging from lifting a road-case by hand out of a utility, to moving a major item of scenery out of a semi-trailer using the combination of crew, palette jacks, electric tugs and dock levellers should be covered by SWMS. Documents for all the tasks to be undertaken should have been prepared using a risk assessment method, with the required consultation with the staff and designers. The SWMS should cover all situations without extensive further risk assessment. The SWMS will generally have the provision for a quick toolbox talk before work begins to point out any problems that may differ from the situation covered in the SWMS. Ensure that where appropriate all staff have the necessary licences and experience. Ensure that records of licenses, experience and any associated training are recorded. 5. Legislation, Standards and Guidance Please note that information is available from both state and federal sources and these should be used as the reference for preparing risk assessments, SWMS and venue policy and training documentation. Log books and instruction manuals for the various pieces of equipment are also invaluable in ensuring that all the risks have been identified in the risk assessment and that they have all been addressed before implementation General Information Managing Risk of Plant Model Code of Practice Managing the Work Environment and Facilities ment_and_facilities2.pdf Model Codes of Practice Hazardous Manual Tasks Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 13

197 Fork Lifts Hoists and Cranes Guide to Inspecting and Maintaining Cranes Structures s2.pdf Safety Guidelines for Live Entertainment and Events I Stage Machinery and Automation Systems I 14

198 Temporary Structures Hazard Guide Contents Temporary Structures Hazard Guide... 1 Contents... 1 Disclaimer Overview Definition Temporary structures Further information for reference Key Considerations Temporary Structures Design and planning General Guide Temporary Structures Responsibilities Training and competence Consultation, cooperation and coordination Design and planning Engineering Event delivery Review Documentation and records Suggested Control Measures Sets and scenery Temporary stages/ mobile stage/ temporary seating and spectator stands Ground support structures/scaffolding a high risk work license activity Exhibition stands/concession stands/ popups /smaller structures Marquees/inflatables Rigging at outdoor events Fire safety Legislation and Further Guidance Safety Guidelines for Live Entertainment and Events I Temporary Structures I 1

199 Disclaimer In legislative terms, the requirements of Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Stage Machinery and Automation Systems Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Temporary Structures I 2

200 1. Overview This guide provides information to assist in managing risks associated with temporary structures used in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. 1.1 Definition Temporary structures For the purposes of this guide a temporary structure is any structure that is not permanent and has a defined life, typically less than 28 days but up to one year, and most likely is designed to be demountable. Temporary structures are often custom designed for events, are generally erected manually and made from lightweight materials that are used repeatedly in multiple configurations. The main risks associated specifically with temporary structures are collapse or structural failure due to: Poor design and inadequate engineering Overloading or poor supervision High winds or other adverse weather conditions Unsuitable ground conditions Crowd movement or behaviour Unintended use This Temporary Structures Safety Guide provides practical information and suggested control measures for: Safety Guidelines for Live Entertainment and Events I Temporary Structures I 3

201 Sets and scenery Temporary seating, grandstands Ground support structures Exhibition stands Marquees and inflatables Outdoor rigging Stages and risers Fire safety Further information for reference Working at Height Safety Guide Part 1 Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. UK Guide- Temporary demountable structures Guidance on procurement, design and use. 3 rd Edition by the Institution of Structural Engineers. Australian Building Code Board Temporary Structures Safety Guidelines for Live Entertainment and Events I Temporary Structures I 4

202 2. Key Considerations Temporary Structures The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comment/Action 2.1 Design and planning Which other PCBUs (employers and contractors) and workers will be involved or affected by this activity? Has the design been signed off by an engineer? Have arrangements been made to consult, cooperate and coordinate activities with other PCBUs (employers and contractors) before and during undertaking this activity? What is the duration the structure will be erected? Are there any maintenance requirements for the operational period the structure is erected? Are competent or licensed persons required to erect structure? Is there any high risk plant required for erection? Is there sufficient emergency egress? Is there an emergency evacuation plan for the structure? What is the weight and/or audience capacity of the structure? What type of activity will be carried out on or around the structure? Does the floor loading of the structure meet the intended use? What is the ground loading capability of the site where the structure will be erected? What weather conditions will the structure endure? What are the location and environmental conditions the structure will be erected in? Safety Guidelines for Live Entertainment and Events I Temporary Structures I 5

203 The following questions must be considered during event design, planning and delivery. Use them to identify hazards and plan how risks will be managed. Yes No Comment/Action Does the structure require any fire suppression or fire retarding? Will the structure prevent or obstruct fire systems? Are exclusion zones required during the erection, operational or dismantle periods? Are there any restrictions on access or capacity required during operational period? Does the structure require any temporary lighting or fire systems? Does the temporary lighting system need to be backed up by an emergency lighting system? Are there any venue or local jurisdiction permissions, approvals or restrictions that apply to the erection of the structure? Does the design of temporary structure require building certification or other approval? Are any services such as water, electricity required to be installed? Are there any moving or mechanical parts to the structure? Will there be any potential overcrowding periods or peak audience volume? Has the demographic of the audience been specifically considered in the design of the structure? What type of audience will be occupying the structure, i.e. ticketed, free, ambulant, moving or static? Who is monitoring the structure and how? What is the evacuation or emergency management plan and who has the power to enact it Safety Guidelines for Live Entertainment and Events I Temporary Structures I 6

204 3. General Guide Temporary Structures 3.1 Responsibilities Extract from Safe Work Australia Safe Design of Structures Code of Practice s2.pdf From Section 2.5 Information Transfer Key information about identified hazards and action taken or required to control risks should be recorded and transferred from the design phase to those involved in later stages of the lifecycle. Communicating this information to other duty holders will make them aware of any residual risks and minimise the likelihood of safety features incorporated into the design being altered or removed by those engaged in subsequent work on or around the building or structure. From Section 22 Designers must give adequate information to each person who is provided with the design in order to give effect to it concerning: The purpose for which the structure was designed The results of any calculations, testing, analysis or examination Any conditions necessary to ensure that the structure is without risks when used for a purpose for which it was designed or when carrying out any activity related to the structure such as construction, maintenance and demolition. The designer must also, so far as is reasonably practicable, provide this information to any person who carries out activities in relation to the structure if requested. The safety report applies to designs of structures that have unusual or atypical features which present hazards and risks during the construction phase that are unique to the particular design. The safety report should include information about: Any hazardous materials or structural features and the designer s assessment of the risk of injury or illness to construction workers arising from those hazards The action the designer has taken to control those risks, for example changes to the design. The information requirements under the WHS Act may be incorporated into the safety report prepared under the WHS Regulations. The client must provide a copy of the safety report to the principal contractor. Safety Guidelines for Live Entertainment and Events I Temporary Structures I 7

205 Work health and safety file The development of a work health and safety (WHS) file for a structure could assist the designer meet the duty to provide information to others. It could include copies of all relevant health and safety information the designer prepared and used in the design process, such as the safety report, risk register, safety data sheets, manuals and procedures for safe maintenance, dismantling or eventual demolition Training and competence PCBUs and contractors must assess the risks and ensure all staff have the required skills and training to minimise the risks and meet legislative requirements. All staff competencies such as experience, training and licenses should be recorded in the files or information shared with interested parties, Additional training and induction to site-specific and job-specific safe work methods may be required. Licenses are required for activities deemed as high risk work see relevant WHS legislation for details and ensure that all staff undertaking tasks requiring licenses, are indeed holding the appropriate training documentation. Additional regulations may be imposed by the local authorities and/or the event insurer, such as being required to use a registered builder of temporary structures. The City of Sydney and the City of Melbourne requirements at the following web site are a good example of what may be required Consultation, cooperation and coordination The Model WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide to consult with workers including event staff to determine the hazards and risks specific to temporary structures planned for your event and how to best eliminate or minimise these risks using the hierarchy of controls. Safety Guidelines for Live Entertainment and Events I Temporary Structures I 8

206 Consultation should start as early as possible, before decisions are made, and continue through the duration of the event through both the dismantling of the structure and any rehabilitation of the site. Consider the other parties who will need to be involved in the consultation process in the early planning stages of the event and determine what information needs to be shared and discussed and who need to be consulted in the development of the risk assessment and SWMS. During an event, PCBUs are required to consult, cooperate and coordinate with other PCBUs such as the venue or site management, production companies, event organisers or promoters, catering providers, security, subject matter experts such as structural engineers or safety officers, local authorities or governments, rigging companies, performers, suppliers of plant or equipment, designers, workers, unions etc. Evidence of this consultation may be required in the event of an incident or investigation so records do need to be kept. If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include items such as inductions, schedules, floor plans, set designs, site specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work. Opportunities for consultation may include toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups or forums. Scheduling safety as both the first and last items on a meeting agenda ensures the best coverage of issues. Items from previous discussions are covered first and any new items raised at the meeting are then discussed at the end. 3.3 Design and planning Early stages of planning should address the following issues: Consultation with relevant PCBUs and workers The site where the proposed temporary structures will be erected The specific requirements for the temporary structure/s Selection of the plant and equipment required to complete the task Appropriate scheduling and allocation of resources to minimise impact on others, including the public and other users of the site Safety Guidelines for Live Entertainment and Events I Temporary Structures I 9

207 Risk assessments and SWMS including controls agreed to during consultation Access to site and logistics for the erection of structure/s Maintenance programs during the erected life of the structure/s Emergency procedures There are 2 stages to the design and installation of a temporary structure, both of which require specific sign offs. At the design stage, all the aspects of the design need to be brought together and all the parties need to be in agreement as to both the engineering and operational aspects of the design. The risk assessments on the use of the design as well as the engineering aspects of the materials used and the actual physical design will need to be signed off as suitable by all parties ensuing no surprises at the time of installation and use. Installation of the structure will need certification each time the structure is erected. This might be a one-off event but may also require certifications for each town on a tour (i.e. circus set ups) from relevant engineers and/or local authorities Engineering The structural adequacy of every temporary structure needs to be considered. This could be assessing the manufacturer s specifications or engaging an engineer to assess the structural adequacy of a custom temporary structure. Designers of structures are often not engineers, but designers, contractors and PCBUs should determine during the design phase when an engineer and/or appropriate expert should be engaged. Engineering certification for temporary structures will define the duration the structure will be erected for. Engineering for a 1 week structure in summer will certainly be different for a structure designed for 12 months of use through all 4 seasons. Adverse weather, especially wind, plays a large part in the design capability and structural adequacy of a temporary structure. A full range of procedures and policies will need to be in place to cope with the structure s ability to cope with various weather conditions. These need to be in place should a freak weather event threaten the structure with conditions that exceed the designed parameters. Any temporary structure that covers more than 50m 2 ground area and any stage, tent or marquee that has an unsupported span greater than 8m should be regarded as a large structure and it is best practice to have this structure s design engineered. Structures that are hired or have already been built previously should have an engineering certificate available when it is Safety Guidelines for Live Entertainment and Events I Temporary Structures I 10

208 supplied and any new design should be engineered from concept through design to construction. It is best practice to have the design and completed temporary structure engineered where: There is legislation requiring design certification The structure is likely to be used for other than for its intended purpose The structure will be supporting the weight of person including members of the public The structure will be erected in an environment that could affect the structural adequacy such as a wind tunnel, potentially soggy ground etc. 3.4 Event delivery In the delivery stages of an event (bump-in, rehearsal, show, bump-out) the following criteria should be addressed when erecting, occupying or dismantling temporary structures: Consultation with relevant PCBUs and workers as well as any public around the site Site-specific inductions Equipment inspections and/or maintenance Work permits or engineering certificate requirements Implementation and monitoring controls identified in risk assessments or SWMS Compliance to legislative requirements Review, consultation and adjustment of control measures as required on site Incident reporting and management Sign off and handover procedures 3.5 Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes Effectiveness of the control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified Cost benefit risk analysis what could have been done more efficiently/efficiently? Safety Guidelines for Live Entertainment and Events I Temporary Structures I 11

209 3.6 Documentation and records The following documents and records should be created, maintained and kept on site when utilising temporary structures during an event: Permits granted by local authorities Structure design specifications, build diagrams and plans Engineering certification, work permits and sign off records Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports Any of the above documents could be requested to be sighted by another PCBU for verification or clarification and should be available at all times. Site safety folders are recommended with originals in a secondary location. Some WHS documents and records need to be retained for a specific period of time see relevant WHS legislation for details. 4. Suggested Control Measures 4.1 Sets and scenery Stage sets and scenery elements can be large props, freestanding flats, flown scenic cloths and solid scenery items, drapes and items such as automated staging. The effect of installation, operation and dismantling of these elements must be assessed as part of the structural analysis of the temporary structure. Where adverse weather or other environmental elements potentially require the full or partial dismantling of the structure, the effect of additional scenic elements on the dismantling must be considered. While the overall structure may have been assessed at the design stage, the internal structure must also be included in the risk assessment. This is especially relevant where the internal structure is designed/operated by a secondary PCBU or contractor from the external structure supplier; both must work together to ensure all risks are eliminated or reduced to a practicable minimum. 4.2 Temporary stages/ mobile stage/ temporary seating and spectator stands A temporary stage can be as simple as indoor rostra for speeches, a platform for a display or performance, an outdoor stage. As a general rule any stage or platform designed for general, Safety Guidelines for Live Entertainment and Events I Temporary Structures I 12

210 unspecified use should have a 7.5kPa capacity (approximately 750kg/m 2 ). This is generally used for rental and venue owned multi-purpose units where the actual usage is not specified from project to project. This figure is used by the majority of the European manufacturers of temporary/portable stage units where specific standards exist for these items. A temporary stage designed and built for a specific purpose will be subject to a design risk assessment to ensure it is adequate for the event and truly fit for purpose. A mobile stage is a stage that is attached to or is moved by a vehicle or truck. Often the stage is detached from the vehicle once in place. Mobile stages can also be a float or form part of a street parade. A mobile stage will often have a fixed roof, which is erected once the stage is in place. A mobile stage should be erected following manufacturers design specification and signed off by a competent person each time it is erected. Temporary seating needs to comply with National Construction Code/BCA regulations for Open Spectator stands (grandstands), which requires a minimum carrying capacity. Temporary seating is often erected on uneven and unstable ground that is subject to movement during the installation of the seating. A competent person should assess the ground loading capability and the whole structure needs to be engineered around what support is available. This may require a geo-tech assessment as to the suitability of the terrain. 4.3 Ground support structures/scaffolding a high risk work license activity According to Safe Work Australia: The model Work Health and Safety (WHS) Regulations list the work that requires a high risk work licence. High risk work includes scaffolding, dogging and rigging work. It also involves using cranes, forklifts, reach stackers, boilers and boom-type elevating work platforms. In most instances if you carry out high risk work you will need a licence to undertake that type of work. This covers what we normally refer to as ground support structures, which ranges from items such as spectator stands, stage platforms, LED screen and speaker and lighting supports through to grand stages with associated roof and internal theatrical rigging. All the many variations and additions to a design need to be carefully considered as they will affect the manufacturer s design specification. If these elements were not allowed for in the initial design, new engineering calculations will need to be made. Scaffolding built in accordance with AS/NZS 1576 does not necessarily need to be engineered if signed off by the scaffolding company, however scaffolding used for events is widely used for many purposes outside of manufacturer s design specification and these modifications, no matter how small, should be engineered. Safety Guidelines for Live Entertainment and Events I Temporary Structures I 13

211 Outdoor staging and temporary structures are often built using a combination of different manufacturers propriety products, the custom nature of the structure needs to be assessed. As a general rule any ground support structure or scaffolding where the risk of fall is over 4m in height and/or covers a floor area of more than 50m 2 should be engineered. It is also important to note that the Code of Practice for Managing the Risk of Falls at the Workplace states that: the scaffold and its supporting structure is inspected by a competent person before use, after any incident that could affect its stability (such as a severe storm), after any repairs, and at least every 30 days 4.4 Exhibition stands/concession stands/ popups /smaller structures In most cases the venue will have specific restrictions to height and size of exhibition stands. This is nominally due the fact that these temporary structures are sold on a per square metre basis and are therefore strongly regulated. The PCBU, contractors and floor setup staff must ensure the layout of exhibition stands remains consistent with the planned layout and that access and egress are maintained at all times, especially at setup and take down time were the venue can be very busy. Special consideration needs to be taken when planning a stand that has any type of overhead cover as it will catch heat from below and block fire services from above. Access and egress to a stand and positioning of emergency equipment needs to be considered at the planning stage to ensure compliance with local regulations. 4.5 Marquees/inflatables Generally marquees or tents over 100m 2 and seating stands for more than 20 persons are recognised as temporary structures and may require building certification for each erection. Local legislation must be investigated and complied with. All inflatables require engineering certification that specifies ballast requirements, weather monitoring, evacuation requirements and firestop certification. NOTE Inflatable jumping castles, rides or similar amusement structures are regulated under State Work Health and Safety Acts and are to comply with the Australian Standard AS 3533 Amusement rides and devices Part Two Operation and Maintenance. 4.6 Rigging at outdoor events Rigging at outdoor events should only be undertaken by persons experienced in the planning, installation, monitoring and emergency management planning of such events. These events present different risks and challenges to indoor events and experience in outdoor rigging is required to adequately assess and address all the risks specific to the outdoor environment. Safety Guidelines for Live Entertainment and Events I Temporary Structures I 14

212 Contingency plans should be developed for weather considerations and rescheduling or cancellation as required. This may include rapid dismantling techniques, emergency evacuation plans, site lockout requirements and emergency services access. The senior production manager and rigger on such an event must both have the authority and the resolve to halt works, evacuate structures and ensure design parameters are strictly adhered to. Communications between the senior rigger, the production manager and the safety team must ensure the above requirements are met and are able to be enacted. 4.7 Fire safety Temporary structures have a range of potential issues with fire that need to be addressed as part of the risk assessment. Construction of the structure, materials used for both construction and scenery, access to firefighting tools including permanently installed features such as sprinkler heads and fire hoses that are blocked by a structure, are all items that should be flagged and the risks eliminated. Other items such as egress, exit widths, distance to exits are all covered in the Construction code and need to be included from the early design stage. 5. Legislation and Further Guidance Identification of safety good practice in the construction and deconstruction of temporary demount-able structures The Purple Guide to Health, Safety and Welfare at Music and Other Events has been drawn up by the Events Industry Forum in consultation with the UK events industry, including representatives from regional and national Government. For more UK based information visit the following website: AS/NZS 1170 Set: 2007 Structural design actions National Construction Code incorporating Building Code of Australia Vic H102.2 Temporary tiered seating, concourses and embankments AS/NZS 1576:2010 Scaffolding AS/NZS Guidelines for scaffolding Institution of Structural Engineers. Temporary demountable structures. Guidance on design, procurement and use (3rd edition). UK, 2007 Safety Guidelines for Live Entertainment and Events I Temporary Structures I 15

213 Safe Work Australia Safe Design of Structures Code of Practice. July 2012 ANSI E Entertainment Technology Temporary Structures Used for Technical Production of Outdoor Entertainment Events E1.21 establishes a minimum level of design and performance parameters for the design, manufacturing, use and maintenance of temporary ground supported structures used in the production of outdoor entertainment events. The purpose of this guidance is to ensure the structural reliability and safety of these structures and does not address fire safety and safe egress issues Safety Guidelines for Live Entertainment and Events I Temporary Structures I 16

214 The Work Environment Hazard Guide Contents Disclaimer Overview Key considerations general work environment Consultation Location and nature of the workplace Managing facilities Workstations Floors Seating Lighting Air quality Exposure to heat or cold Drinking water Toilets Hand washing Dining Facilities Personal Storage Change rooms Showers Outdoor work Mobile or remote work Accommodation Emergency plans Key considerations performer work environment General Guide Work Environment Responsibilities Consultation, cooperation and coordination Design and planning Safety Guidelines for Live Entertainment and Events I Work Environment I 1

215 4.4 Event delivery Review Documentation and records Suggested Areas that may Require Control Measures Access Entry and exit from the workplace Temporary access Welfare facilities Toilet and hand washing facilities Change rooms and dining areas Personal storage House keeping First aid Building condition and facilities Heat and cold Air quality Maintenance Floors and other surfaces Lighting Noise Emergency plans Individual considerations and work group conditions Work areas Work stations Public interaction with workers Remote worksites Outdoor work and work remote from the base building Theatrical performance alternatives Legislation, Standards and Guidance Safety Guidelines for Live Entertainment and Events I Work Environment I 2

216 Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: The Work Environment Hazard Guide Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Work Environment I 3

217 1. Overview This guide provides information to assist in managing risks associated with the work environment in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events as well as setting up the main work place (administrative offices, workshops etc.) to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Work environment refers to the setup of the workplace and its physical relationship with the workers and the environment. To be able to provide the correct work environment the PCBU should initially consider the following: The nature of the work Size, location and nature of the workplace Size and composition of the workforce This Work Environment Safety Guide provides practical information and suggested control measures for: General work environment Entries and exits Work areas Work stations Air quality Welfare facilities Maintenance House keeping Floors and other surfaces Temporary access Heat and cold Toilet/washing facilities Personal storage Change rooms Outdoor work Emergency plans Public interaction Lighting and noise Safety Guidelines for Live Entertainment and Events I Work Environment I 4

218 It is important to ensure adequate numbers of suitably trained and competent personnel are on hand within the workplace to implement and monitor risk control measures within the work environment. Part 1 Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. 2. Key considerations general work environment Courtesy of Safe Work Australia 2.1 Consultation Have workers and their health and safety representatives been consulted on any decisions about the adequacy of the facilities? Yes No Comments/Action 2.2 Location and nature of the workplace Is the workplace near appropriate facilities? Is the means of access safe? Do all workers on all shifts have access to the facilities? 2.3 Managing facilities Are consumable items, such as soap and toilet paper, replaced regularly? Is broken or damaged infrastructure, such as plumbing, air-conditioning or lighting, repaired promptly? Is equipment and furniture, like fridges, lockers and seating, maintained in good condition? Are facilities cleaned regularly, at least daily? 2.4 Workstations Is there safe entry to and exit from the workstation? Is there enough clear space, taking into account the physical actions needed to perform the task, and any plant and personal protective equipment that is needed? Is there enough space in walkways and around cupboards, storage or doors, in addition to the clear workstation space? 2.5 Floors Is adequate floor covering provided for workers who need to stand for long periods? Are the floors maintained to be free of slip and trip Safety Guidelines for Live Entertainment and Events I Work Environment I 5

219 hazards? Are factors such as the work materials used, the likelihood of spills and the need for washing considered when choosing floor coverings? 2.6 Seating Can the work be done from a seated position? Can the chair be adjusted for individual needs and is it appropriate to the type of work being carried out? Is there additional seating for workers who work standing and need to sit from time to time? 2.7 Lighting Does the lighting allow workers to move about easily and to carry out their work effectively without adopting awkward postures or straining their eyes to see? Does the working environment minimise the amount of glare, contrast or reflection? 2.8 Air quality Is the temperature between 20 C and 26 C (or less if the work is physically active)? Are ventilation and air-conditioning systems serviced regularly and maintained in a safe condition? Are rates of air movement in enclosed workplaces between 0.1 m and 0.2 m per second? Is local exhaust ventilation used to control airborne contaminants released during a work process? 2.9 Exposure to heat or cold Have all reasonably practicable control measures been implemented to minimise the risks of working in extreme hot or cold conditions? Have workers been trained to recognise unsafe conditions arising from exposure to hot or cold conditions, to follow safe work procedures and to report problems immediately? 2.10 Drinking water Are the drinking water outlets accessible to workers? Are the drinking water outlets separate from toilet and washing facilities? Safety Guidelines for Live Entertainment and Events I Work Environment I 6

220 Is the water clean, cool and hygienically provided? 2.11 Toilets If the workplace has 10 or fewer workers (and 2 or fewer of one gender), has at least one unisex toilet been provided? If the workplace has more than 10 workers, is there at least one male toilet for every 20 men and one female toilet for every 15 women? Are there adequate toilet facilities for workers with disabilities? Are toilets clearly marked, and do they have lockable doors, air locks, adequate lighting and ventilation? Are toilets cleaned regularly? 2.12 Hand washing Are there enough hand washing basins for men and women? Does the nature of the work require additional hand washing facilities (taking into account exposure to dirty conditions, infectious agents, contaminants and health regulations)? Are the hand washing facilities separate from workrelated troughs or sinks, protected from weather and accessible from work areas, dining facilities and toilets? Are hot and cold water, and soap or other handwashing product provided? Is hygienic hand drying provided that does not involve workers sharing towels? Is there adequate toilet paper, hand washing facilities and soap, rubbish bins and sanitary disposal? 2.13 Dining Facilities Does the nature of the work cause a health and safety risk to workers from preparing food or eating in the workplace? Is a dining room or dining area required? If yes, has it been provided? Has the dining room or dining area adequate protection from the elements, the work area, contaminants and hazards? For workplaces needing a dining room, is there 1 m 2 of Safety Guidelines for Live Entertainment and Events I Work Environment I 7

221 clear floor space for each person likely to use the dining room at one time? If a shared dining facility is used, can it accommodate all workers likely to be eating at one time? Has the dining area been equipped with food storage and heating appliances? 2.14 Personal Storage Is there accessible, secure storage at the workplace for workers personal property, including any tools provided by a worker? Is it separate from any storage facilities provided for personal protective clothing and equipment? Is there adequate separate storage for PPE? 2.15 Change rooms Are change rooms provided for workers who are required to change in and out of clothing? Are there arrangements in place for the privacy of male and female workers? Do change rooms allow a clear space of at least 0.5 m 2 for each worker? Is the change room temperature comfortable for changing clothing? Is there enough seating, accessible mirrors, an adequate number of hooks for the numbers of workers changing at one time? Are there well-ventilated, accessible and secure lockers for each worker for storing clothing and personal belongings? Is there clear space of at least 1800 mm between rows of lockers facing each other and at least 900 mm between lockers and a seat or a wall? Have change room been provided over and above the performers special requirements addressed in the design of the dressing rooms? 2.16 Showers Are showers provided for workers where the work: requires strenuous effort or long and complex bumpin or bump-out shifts? leaves them dirty or smelly? exposes them to chemicals or bio-hazards? Safety Guidelines for Live Entertainment and Events I Work Environment I 8

222 Is there one shower cubicle for every 10 workers who may need to shower? Are there separate facilities for male and female workers, or other appropriate forms of security to ensure privacy? Is there a slip-resistant floor area of not less than 1.8 m 2, which is capable of being sanitised? Are partitions between each shower at least 1650 mm high and no more than 300 mm above the floor? Is there an adjacent dressing area for each shower, containing a seat and hooks, with a curtain or lockable door enclosing the shower and dressing cubicle? Is there clean hot and cold water and soap or other washing products? If workers need to shower before they can leave the workplace, are towels provided? 2.17 Outdoor work Are there appropriate procedures to ensure outdoor workers have access to clean drinking water, toilets, dining facilities, hygienic storage of food and water, and emergency and first aid assistance? Is there access to shelter for eating meals and taking breaks and for protection when weather conditions become unsafe? 2.18 Mobile or remote work Are there appropriate procedures to ensure that mobile or remote workers have access to clean drinking water, toilets, dining facilities, hygienic storage of food and water, and emergency and first aid assistance? Can mobile or remote workers access emergency communications that are reliable in their location, such as a satellite or mobile phone? 2.19 Accommodation Is the accommodation separate from any hazards at the workplace likely to present a risk to the health or safety of a worker using the accommodation? Is the accommodation appropriately equipped, including: safe access and egress? security of personal possessions? Safety Guidelines for Live Entertainment and Events I Work Environment I 9

223 fire safety arrangements? electrical safety standards? drinking water? toilets, washing, bathing and laundry facilities? procedures to ensure cleanliness? suitable, quiet sleeping accommodation? crockery, utensils and dining facilities? rubbish collection? heating, cooling and ventilation? Does the accommodation meet all relevant structural and stability requirements? Are the fittings, appliances and any other equipment maintained in good working condition? 2.20 Emergency plans Is there a written emergency plan covering relevant emergency situations, with clear emergency procedures? Is the plan accessible to all workers? Are workers, managers and supervisors inducted, instructed and trained in the procedures? Has someone with appropriate skills been made responsible for specific actions in an emergency (e.g. appointment of an area warden)? Is someone responsible for ensuring workers and others in the workplace are accounted for in the event of an evacuation? Are emergency contact details relevant to the types of possible threats (e.g. fire, police, poison information centre) displayed at the workplace in an easily accessible location? Are contact details updated regularly? Is there a mechanism, such as a siren or bell alarm, for alerting everyone in the workplace of an emergency? Is there a documented site plan that illustrates the location of fire protection equipment, emergency exits and assembly points? If there is a site plan, is it displayed in key locations throughout the workplace? Are procedures in place for assisting mobility-impaired Safety Guidelines for Live Entertainment and Events I Work Environment I 10

224 people Does the workplace have first aid facilities and emergency equipment to deal with the types of emergencies that may arise? Is the fire protection equipment suitable for the types of risks at the workplace (e.g. foam or dry powder type extinguishers for flammable liquids)? Is equipment easily accessible in an emergency? Are workers trained to use emergency equipment (e.g. fire extinguishers, chemical spill kits, breathing apparatus, lifelines)? Have you considered neighbouring businesses and how you will let them know about an emergency situation should one arise? Have you considered the risks from neighbouring businesses (e.g. fire from restaurant/takeaway) Are emergency practice runs (e.g. evacuation drills) regularly undertaken to assess the effectiveness of the emergency plan? Is the emergency plan dated with both the date it was prepared and the date it needs to be revised by? Is someone responsible for reviewing the emergency plan and informing staff of any revisions? Has a procedure of who communicates the emergency between stage staff and the front of house staff been established? Does the plan identify who makes auditorium announcements in the event of an emergency requiring the evacuation of the audience? Does the plan nominate specific members of staff who have been appointed to assist in the evacuation of disabled audience members? Do disabled audience members have limited access to all emergency exits or are all accessible at all times and is this noted on the emergency plan? Are the emergency exits available at all times, as staff may be working later or earlier than normal working hours, and is this noted on the plan? Does the emergency plan nominate the staff responsible for contacting any emergency services? Does the emergency plan make allowances for performers who may be dressed in costumes that make evacuation Safety Guidelines for Live Entertainment and Events I Work Environment I 11

225 difficult? (e.g. character suits) Does the emergency plan make allowances for performers and crew who may be located in areas that make evacuation difficult? (e.g. acrobats) 3. Key considerations performer work environment Apart from the exhaustive list above, performers in the entertainment industry need to have special consideration. Venues have dressing and rehearsal rooms complete with showers and toilets that are generally equipped with storage, air conditioning, seating and other necessary facilities. This is considered as a minimum and needs to be replicated when events are being staged outside of an established venue. The ratio of change facilities, showers and toilets to the number and gender of performers needs to be considered. Also, the location of the facilities need to be positioned carefully in relation to the stage and other performance areas. Emergency plans need to allow for performers and crew that are mobile around the stage, basement and flies as well as the musicians confined to the pit and under-stage areas. 4. General Guide Work Environment 4.1 Responsibilities A person conducting a business or undertaking (PCBU) has the primary duty under the WHS Act to ensure, so far as is reasonably practicable, that workers and other persons are not exposed to health and safety risks arising from the business or undertaking. The WHS Regulations place more specific obligations on a PBCU in relation to the work environment and facilities for workers, including requirements to: Ensure, so far as is reasonably practicable, that the layout of the workplace, lighting and ventilation enables workers to carry out work without risks to health and safety Ensure, as far as is reasonably practicable, the provision of adequate facilities for workers, including toilets, drinking water, washing and eating facilities Manage risks associated with remote and isolated work Prepare emergency plans Safety Guidelines for Live Entertainment and Events I Work Environment I 12

226 PCBUs who have management or control of a workplace must ensure, so far as is reasonably practicable, that the workplace, the means of entering and exiting the workplace and anything arising from the workplace is without health and safety risks to any person. This means that the duty to provide and maintain a safe work environment and adequate facilities may be shared between duty holders, for example a business leasing premises will share the duty with the landlord or property manager of the premises. In these situations the duty holders must, so far as is reasonably practicable, consult, cooperate and coordinate activities with each other. NOTE The persons who design and construct buildings and structures that are intended to be used as workplaces, including set/stage design, must ensure, so far as is reasonably practicable, that the building or structure is without risks to health and safety. PCBUs must ask designers for the risk assessment on the design and designers are required to supply one. Workers must also take reasonable care of their own safety and the safety of others. 4.2 Consultation, cooperation and coordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide to consult with workers including event staff to determine the Work Environment hazards and risks associated with an event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event or the occupation of the workplace. PCBUs must consider the other parties who will need to be involved in the consultation process when planning the event and determine what information needs to be shared and discussed. During an event, PCBUs are required to consult, cooperate and coordinate with other PCBUs such as the venue or site management, unions, production companies, designers, event organisers or promoters, catering providers, security, subject matter experts such as structural engineers or safety officers, local authorities or governments, rigging companies, performers, suppliers of plant or equipment etc. If employees are represented by health and safety representatives, the consultation must involve those representatives. Safety Guidelines for Live Entertainment and Events I Work Environment I 13

227 Opportunities for consultation include toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups or forums. 4.3 Design and planning In the early stages of design and planning for an event, the following criteria should be addressed when planning the work environment: Whether the temporary nature of an event affects the environment of the main venue temporary facilities may be required to augment the standard facilities for the duration of the event Development of an appropriate and viable evacuation/emergency plan Consultation with all relevant PCBUs and workers Selection of the plant and equipment required to complete the task Appropriate scheduling and allocation of resources to minimise impact on others Access to site and logistics Maintenance programs Emergency procedures Communication methods Responsibility flow charts 4.4 Event delivery In the delivery stages of an event (bump-in, rehearsal, show, bump-out) the following criteria should be addressed when reviewing the work environment, noting these may differ from when the venue or workplace that is currently dark (no show in residence) to one that has a show in residence: Consultation with relevant PCBUs and workers Site-specific inductions Equipment inspections and/or maintenance Any changes to the work environment that need addressing Rescue methods, persons and equipment required for that rescue Compliance to legislative requirements Review, consultation and adjusting of control measures as required on site Incident reporting and management Safety Guidelines for Live Entertainment and Events I Work Environment I 14

228 4.5 Review After an event or with regard to a permanent work site, the following criteria should be reviewed in consultation with relevant parties on a regular basis: Incident reports and outcomes including near-misses. Changes within the workforce Effectiveness of the current system Areas for improvement Incidents of non-compliance Any new hazards or risks identified A copy of the after show review should be kept on file and where changes are required or difficulties identified, a copy should be sent to PCBUs who are no longer in the venue. 4.6 Documentation and records The following documents and records should be created, maintained and kept on site when considering the work environment during an event: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses End of event reviews Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Various WHS documents and records need to be retained for differing periods of time see relevant WHS legislation for details. 5. Suggested Areas that may Require Control Measures 5.1 Access Entry and exit from the workplace The means of entry and exit to and from the workplace must be safe. This may include ensuring that workers with a disability can safely enter and leave the workplace. Entry and exit includes access via main doors, stage door, loading docks and the emergency exits from the performance Safety Guidelines for Live Entertainment and Events I Work Environment I 15

229 and public areas. This also extends to temporary sites for things such as rehearsals, temporary work shops and temporary venues. Entertainment venues have a strict requirement on the quantity, combined width and signs required for exit doors and aisle widths that are governed by the National Construction Code (the Building Code) and there are differences between the states and territories. A PCBU in the entertainment industry should ensure that the building complies with the Building Code and is upgraded to comply with any changes to the Code. Separation of exits where pedestrians and motorised transport such as forklifts is recommended to eliminate the risk of vehicular/pedestrian collision. All exits should be appropriately signed. All entry and exits and the surrounding areas should have appropriate emergency lighting to ensure workers and guests can exit safely at night into a lit evacuation point Temporary access The principles that apply to entering or leaving a fixed building also apply to temporary access to a fixed building or access to temporary structures. The access requirements need to be designed into any project that will require temporary access to a venue be it the main work site or remote temporary structures. The risk assessment from the design team will need to be considered and this may have to be included when building approval is sought. At every stage of the process, safe access to the building for workers and guests needs to be designed and the designs implemented. 5.2 Welfare facilities Regulation 41 of the WHS regulations states: A person conducting a business or undertaking must ensure, so far as is reasonably practicable, the provision of adequate facilities for workers, including toilets, drinking water, washing and eating facilities. These facilities must be in good working order, clean, safe and accessible Toilet and hand washing facilities Workers, including those who have a disability, must have access to clean toilet and handwashing facilities. Where reasonably practicable, these should be provided rather than relying on access to public toilets. For a building, the National Construction Code of Australia sets out the ratio of toilets to the number of workers and the specifications for toilets. For other remote or temporary sites, the toilet provider should be consulted as to the style and quantity required for the work site. Hand washing facilities must be provided to enable workers to maintain good standards of personal hygiene. Workers may need to wash their hands at different times (for example, after Safety Guidelines for Live Entertainment and Events I Work Environment I 16

230 visiting the toilet, before and after eating meals, after handling chemicals or handling greasy machinery). Certain jobs may involve dirty, hot or hazardous work and may require the provision of showering facilities. In entertainment venues it is common for the performers to have access to showers in the dressing rooms. It should also be considered for the rest of the staff, especially those that can be on site for long periods of time during setup, rehearsals and the bump out. Crew should not have to use a cast member s dressing room to access a shower Change rooms and dining areas Dining workers should be provided with access to hygienic dining facilities for eating their meals and for preparing and storing food. Depending on the type of workplace, a range of facilities may be appropriate, which could include a shared facility such as a canteen or cafeteria, a dedicated meals area or allowing time for mobile workers to access meal facilities. The facilities required are generally based on the number of workers that take meal breaks at the one time. Ratios of staff to space are set out in the National Construction Code. In general the facilities should include as a minimum: Seating A sink with hot and cold water, washing utensils and detergent An appliance for boiling water Clean storage, including a refrigerator for storing perishable food Food warming appliance such as a micro-wave oven Vermin-proof rubbish bins, which should be emptied at least daily Change rooms if workers have to change in and out of clothing due to the nature of their work, access to private changing areas with secure storage (see below) for personal belongings should be provided. This includes workers who need to: Wear personal protective clothing or uniforms while they are working Leave their work clothing at the workplace If male and female workers need to change at the same time, separate changing rooms should be provided while consideration will have to be given to any special changing facilities required for workers with a disability. Change rooms should be conveniently located and equipped with: Seating to enable the numbers of workers changing at one time to sit when dressing or undressing Safety Guidelines for Live Entertainment and Events I Work Environment I 17

231 Mirrors, either within the changing room or directly outside it An adequate number of hooks and/or shelves Personal storage Accessible and secure storage should be provided at the workplace for workers personal items (for example handbags, jewellery, medication etc..). This storage should be separate from that provided for personal protective clothing and equipment, where contamination is possible. Where change rooms are provided, it may be reasonably practicable to provide lockers for storing clothing and personal belongings. Lockers should be: Well ventilated, accessible and secure A sufficient size to accommodate clothing and personal belongings. There should also be a clear space of at least 1800 mm between rows of lockers facing each other and at least 900 mm between lockers and a seat or wall House keeping An untidy workplace can cause injuries resulting from slips and trips. Therefore, good housekeeping practices are essential for all workplaces. For example: Spills on floors should be cleaned up immediately Walkways should be kept clear of obstructions Work materials should be neatly stored Any waste should be regularly removed Clean and tidy workplaces are more productive as well as safer, so adequate storage space and a cleaning regime that may involve the staff and contract cleaners should be provided. 5.3 First aid Safework Australia s model code of practice First aid in the work place is an approved code of practice under section 274 of the WHS Act. This code defines both high and low risk work and the levels of first aid needed. The WHS Regulations place specific obligations on a PCBU in relation to first aid, including requirements to: Provide first aid equipment and ensure each worker at the workplace has access to the equipment Ensure access to facilities for the administration of first aid Safety Guidelines for Live Entertainment and Events I Work Environment I 18

232 Ensure that an adequate number of workers are trained to administer first aid at the workplace or that workers have access to an adequate number of other people who have been trained to administer first aid NOTE A PCBU may not need to provide first aid equipment or facilities if these are already provided by another duty holder at the workplace. Consultation with other PCBUs will determine who is providing the first aid. Using the code as a guide, the risk assessment will be able to dictate the level of first aid equipment and the skill level of any medical staff required on site to provide as first response to any incidents that may occur. The first aid requirement must look at the potential maximum of people exposed to risk at any one time, ensuring that an incident can be adequately treated. Consultation must also take place to ensure all sub-contractor workers are adequately covered as well as the employed staff and guests. 5.4 Building condition and facilities Heat and cold Work should be carried out in an environment where a temperature range is comfortable for workers and suits the work. Air temperatures that are too high or too low can contribute to fatigue and heat or cold related illnesses. Thermal comfort is affected by many factors including air temperature, air movement, floor temperature, humidity, clothing, the amount of physical exertion, average temperature of the surroundings and sun penetration. Theatrical lighting can artificially increase the heat load on a stage or performance area Air quality Workplaces should be adequately ventilated. Fresh, clean air should be drawn from outside the workplace, uncontaminated by discharge from flues or other outlets, and be circulated through the workplace. Care must be taken in entertainment venues where temporary manufacturing of sets may produce chemical fumes, paint fumes and items such as dust and welding or carpentry particles. These may be generated in areas without permanent extraction and may then interact adversely with the building s ventilation system. Workplaces inside buildings may have natural ventilation, mechanical ventilation (fans or extraction units) or air-conditioning. Air-conditioning and other ventilation systems should be regularly serviced and maintained in accordance with manufacturer s instructions. Cooling towers that form part of many airconditioning systems may be a favourable environment for Legionella bacteria if they are not Safety Guidelines for Live Entertainment and Events I Work Environment I 19

233 properly designed and maintained in accordance with AS/NZS 3666 Air handling and water systems of buildings. Further information and guidance is available via AS The use of ventilation and airconditioning in buildings Maintenance Regular maintenance should be scheduled and recorded and should be implemented for items such as: Air-conditioning and mechanical ventilation Extraction systems Lighting Floor coverings Sanitation systems Evacuation warnings and door systems Accurate records of maintenance will assist in keeping overall costs to a minimum while ensuring no item is overlooked an essential WHS requirement Floors and other surfaces Floor surfaces should be suitable for the work area. The choice of floor surfaces or coverings will depend on the type of work carried out at the workplace, as well as the materials used during the work process, the likelihood of spills and other contaminants, including dust, and the need for cleaning. Carpet for office areas, protective flooring for long-term standing work and tiles and vinyl for areas where dampness or spills can occur are part of the considerations when in consultation with the workers on the design of the work areas. Some floor surfaces can become hazardous in certain work situations. For example, machining of metals can produce hot scrap and requires a surface safe from fire risk, while floors and any other surfaces, such as mezzanines or platforms that people may walk on, must be strong enough to support loads placed on them Lighting From production lighting to backstage work lights through to workshop task lighting, house lighting and emergency evacuation lighting, the appropriate lighting for each situation is essential. Work/task lighting is especially important as the workers need sufficient light to be able to perform their jobs without having to adopt awkward postures or strain their eyes. Items to consider may include: Safety Guidelines for Live Entertainment and Events I Work Environment I 20

234 Various changes to light levels at different times of the day Changes to light requirements on traffic routes Glare issues when driving or looking at different points of the work station Contrast and reflections Colour temperature of the lighting and transitions between natural and artificial light Emergency lighting at workstation areas and general public evacuation. It is recommended that PCBUs walk around the building in emergency light to ensure they feel comfortable with the lighting levels that workers and audience would have in the event of an evacuation. Australian Standard AS/ANZS :2006 Interior workplace lighting, should be used as a reference Noise Noise can present hazards such as temporary or permanent deafness. All levels of noise should be managed within the work place. Entertainment generally contains levels of artificially amplified sound. Depending on the sound level set during a production, noise control measures to be considered include PPE, rostered time off and physical separation of selected workplaces and the source of the noise. More information is available in the Performer Hazard Guide. Other areas that need to be looked at in relation to noise include: Facility walls and doors airlocks between toilets and common areas External noise the constant drone of traffic, noise from a flight path and similar external noises need to be considered if the windows that may shut out the noise are the primary source of ventilation in the workplace Frequencies different people can hear different frequencies, this needs to be considered in the risk assessment when the actions deemed necessary to protect the workers hearing are discussed and actioned Workshop noise, power tools, extraction fans etc. is there a way of separating the work areas in the workplace? Emergency plans There are different types of emergency situations, including fire or explosion, dangerous chemical release, medical emergency, natural disaster, bomb threats, violence or robbery. Entertainment venues are now also potential targets for terrorist attack so many different scenarios must be considered in preparing and maintaining an emergency plan. Safety Guidelines for Live Entertainment and Events I Work Environment I 21

235 The following must be taken into account when assessing the risks and preparing the plan: The particular work being carried out at the workplace The specific hazards at a workplace The size and location of a workplace The number and composition of the workers and other people at a workplace. The plan must be based on an assessment of the hazards at the workplace, including the possible consequences of an incident occurring as a result of those hazards. The impact of external hazards that may affect the health and safety of workers and guests should also be taken into account (for example, a neighbouring chemical storage facility, a café or restaurant kitchen adjacent to the stage door). The emergency procedures in the emergency plan must clearly explain how to respond to various types of emergency, including how to evacuate people from the workplace in a controlled manner. The procedures should be clearly written and simple to understand. Where relevant, the emergency procedures should address: Allocation of roles and responsibilities for specific actions in an emergency to persons with appropriate skills, for example appointment of area wardens Clear lines of communication between the person authorised to coordinate the emergency response and all persons at the workplace The activation of alarms and methods for alerting staff and other people at the workplace The safety of all the people who may be at the workplace in an emergency, including visitors, shift workers and tradespeople Workers or other persons who will require special assistance to evacuate Specific procedures for critical functions such as a power shut-off Identification of safe places Potential traffic restrictions Distribution and display of a site plan that illustrates the location of fire protection equipment, emergency exits and assembly points The distribution of emergency phone numbers, including out-of-hours contact numbers Safety Guidelines for Live Entertainment and Events I Work Environment I 22

236 Access for emergency services such as ambulances and fire control vehicles, and their ability to get close to the work area Regular evacuation practice drills at least every twelve months The use and maintenance of equipment required to deal with specific types of emergencies, for example, spill kits, fire extinguishers, early warning systems such as fixed gas monitors or smoke detectors and automatic response systems such as sprinklers Regular review of procedures and training Emergency procedures must be tested in accordance with the emergency plan in which they are contained. Evacuation procedures should be displayed in a prominent place, for example, on a company noticeboard at stage door. Workers must be instructed and trained in the procedures. A more comprehensive plan may be needed to address high risk situations such as: People sleeping on site (for example circus, bus and truck tours) Large numbers of people at the site at the same time (for example stadiums and arts centres) High risk venues such as temporary performance spaces or remote locations Significant cash handling, particularly outside normal business hours Further guidance on emergency plans and procedures is available in AS 3745: 2010 Planning for Emergencies in Facilities. 5.5 Individual considerations and work group conditions Work areas The layout of work areas should be designed in consultation with the staff who will be using the space. The areas need to provide sufficient clear space between furniture, fixtures and fittings so that workers can move about freely without strain or injury and also evacuate quickly in case of an emergency. Space for aisles, passages and access to other areas is needed in addition to the space around workstations. In determining how much space is needed, the following should be considered: The physical actions needed to perform the task The need to move around while working Safety Guidelines for Live Entertainment and Events I Work Environment I 23

237 Whether the task is to be performed from a sitting or standing position Access to workstations The equipment to be handled and the personal protective equipment that may be worn to perform the work Further guidance in relation to manual tasks and the layout of work areas is available in the Safe Work Australia Code of Practice: Hazardous Manual Tasks Work stations The consultation process should determine if the work tasks are best undertaken seated or standing and the workstation should then be designed around this requirement. The more comfortable and ergonomic the work station design, the more productive and efficient the worker will be. Workstations should be designed so that workers can carry out their work in a comfortable, upright position with shoulders relaxed and upper arms close to the body. Different workers require different working heights so it is best to provide adjustable workstations to make the work height suitable for the person and the task. It is also important to have the task designed in such a way that the worker performing this task is given the opportunity to move around and/or use different positions while engaged on the task. This will reduce the risk of fatigue and strain from being in the one position for long periods Public interaction with workers Entertainment relies heavily on the good will of the audience and a productive interaction between the workers and the public. It is however paramount that staff who are interacting with the public are not only well trained, polite and have a be of service attitude, but also are equipped with policies and procedures for occasions when a member of the public does not behave in a proper or respectable manner. Particularly at risk are staff in venues where alcohol is served over long periods of time (sports events and music festivals) and at temporary or remote locations where the public may be staying on site or where performances run for days, such as music festivals and race events. Security may have to be employed at these events and staff need to be confident that all risks have been assessed and that the management has taken all steps to ensure their safety. The level of security will be commensurate with the risk determined by the risk assessment. It is also recommended that the policies extend to a period after any incident. Safety Guidelines for Live Entertainment and Events I Work Environment I 24

238 5.6 Remote worksites Outdoor work and work remote from the base building Rain workers carrying out tasks in rain and/or snow conditions need to be provided with appropriate PPE and the site needs to be carefully prepared to cope with the wet and any potential slip hazards that eventuate from the weather. Heat and cold workers carrying out work in extreme heat or cold must be able to do so without a risk to their health and safety so far as is reasonably practicable. Hot environments if it is not possible to eliminate exposure to extreme heat, the risk of heat strain and heat exhaustion must be minimised so far as is reasonably practicable. Items to consider include: Increase air movement using fans Install air-conditioners or evaporative coolers to lower air temperature Isolate workers from indoor heat sources, for example by insulating plant, pipes and walls Remove heated air or steam from hot processes using local exhaust ventilation Use mechanical aids to assist in carrying out manual tasks Alter work schedules so that work is done at cooler times. Slow down the pace of work if possible Provide a supply of cool drinking water Provide a cool, well-ventilated area where workers can take rest breaks Provide opportunities for workers who are not used to working in hot conditions to acclimatise, for example job rotation and regular rest breaks Ensure light clothing is worn to allow free movement of air and sweat evaporation Cold environments If it is not possible to eliminate exposure to extreme cold, the risks must be minimised so far as is reasonably practicable. For example: Provide localised heating, for example cab heaters for fork-lift trucks used in cold stores Provide protection from wind and rain, such as a hut or the cabin of a vehicle Provide protection through warm (and if necessary, waterproof) clothing Provide opportunities for workers who are not used to working in cold conditions to acclimatise, for example, job rotation and regular rest breaks Safety Guidelines for Live Entertainment and Events I Work Environment I 25

239 Immediate medical assistance should be provided if any worker shows symptoms of being effected by either heat or cold. Workers should be trained to recognise the early symptoms of heat strain or hypothermia, to be able to follow safe work procedures and to report problems immediately. The environmental conditions and physical wellbeing of workers should be monitored when work involves prolonged or repeated exposure to heat or cold. Records of the results of the monitoring should be kept on file. Where direct connection to a water supply is not possible, drinking water alternatives including access to public drinking water facilities, bottled water or containers, should be provided for workers. If work is undertaken away from base locations or at outdoor sites, for example, festivals, stadiums, on the road, workers must have access to toilets, for example public toilets or toilets at clients' premises. In such cases, information should be provided to workers on where the toilets are located. Where it is not reasonably practicable to provide access to permanent toilets (for example, short-term temporary workplaces and workplaces in remote areas), portable toilets should be provided. Portable toilets should be located in a secure place with safe access. They should be installed so they do not fall over or become unstable and should be serviced regularly to keep them clean. If work is carried out in locations where there are no hand washing facilities, workers should have access to alternative hand hygiene facilities, for example a water container with soap and paper towels, hand wipes or alcohol-based hand wash. If work in remote or temporary locations is such that workers require shower facilities, and none are available, portable shower units should be provided. Where the work involves travelling between different workplaces, or is remote or seasonal, workers need reasonable access to dining facilities. This may involve organising rosters for mobile workers to ensure that they are back at their base location for meal breaks or allowing workers to take their meal breaks at a café or restaurant. Shelter and facilities should be provided on site and the taking of meals needs to be included in the risk assessment to ascertain what is required on site. Where the workplace is temporary or mobile, lockers or lockable containers that can be held in a safe place should be provided for storage of personal items. Safety Guidelines for Live Entertainment and Events I Work Environment I 26

240 Exposure to violence and poor access to emergency assistance are the main hazards that increase the risk of remote or isolated work. These must be considered in the risk assessment, which should be done in consultation with the workers involved. 5.7 Theatrical performance alternatives Regulation 79 of the Model WHS Regulation makes provision for alternative risk controls to be established in the case of theatrical performance with regard to falls. This would generally only apply during a performance mode, including rehearsal, where full application of regulation 78 is not practicable. It is critical that PCBUs and workers clearly understand the duty to prevent or minimise risk and that there are no exemptions for the theatrical industry from general work environment requirements. 6 Legislation, Standards and Guidance Safe Work Australia 2016 Managing Work Environment Facilities Code of Practice ment_and_facilities2.pdf Safe Work Australia 2016 Hazardous Manual Tasks Code of Practice Australian and New Zealand Standards AS/ANZS :2006 Interior workplace lighting. AS/NZS 3666 Air handling and water systems of buildings. AS The use of ventilation and air-conditioning in buildings. AS 3745: 2010 Planning for Emergencies in Facilities. Source acknowledgements: Safe Work Australia The ongoing work by Safe Work Australia is acknowledged as the source of much of the information above. We thank Work Safe Australia and encourage the use of the resources available on the Safe Work Australia Web site. Safety Guidelines for Live Entertainment and Events I Work Environment I 27

241 Traffic and Vehicle Access Hazard Guide Contents Traffic and Vehicle Access Hazard Guide... 1 Disclaimer Overview Key Considerations Traffic and Vehicle Access Hazards Traffic management hazards Traffic Control Measures Traffic management plan General Guide Traffic and Vehicle Access Hazards Responsibilities Training and competence Consultation, cooperation and coordination Design and planning Event delivery Review Documentation and records Suggested Control Measures General traffic and vehicle access hazards Managing the risks traffic Vehicle events Forklifts Elevated work platforms (EWP) Motorized tugs/powered mobile plant Personal protective equipment (PPE) Fatigue management Licensing Legislation, Standards and Guidance Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 1

242 Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Traffic and Vehicle Access Hazard Guide Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 2

243 1. Overview This guide provides information to assist in managing risks associated with Traffic and Vehicle Access Hazards in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Traffic and Vehicle Access Hazards refers to any work where a person could come in contact with vehicles, whether on public roads or from vehicles accessing a venue or event on site or where people are exposed to hazards where the event traffic is requiring access to areas where members of the public are present. There are two main risks associated specifically with Traffic and Vehicle Access Hazards: Injuries or death due to persons who come in contact with vehicles/motorised devices Injuries or death due to persons being struck by an object being moved, either onsite or while travelling from or to a venue or event site. The most effective way to protect pedestrians is to eliminate traffic hazards. This could be achieved by designing the event layout to eliminate interactions between pedestrians and vehicles. Examples could include not allowing vehicles in pedestrian spaces or providing separate traffic routes. Where this is not reasonably practicable, the risks must be minimised, so far as is reasonably practicable. This can be done by careful planning and control of vehicle operations and pedestrian movements at the event. The risk of serious injury or death increases significantly when contact is made with vehicles or objects that are heavy or travelling at speed. This Traffic and Vehicle Access Hazard Guide provides practical information and suggested control measures for: Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 3

244 Licences Forklifts Elevated work platforms Vehicle events Personal protective equipment Fatigue management Traffic management needs to be addressed for all three phases of event delivery: Event preparation/bump-in Event staging the production Event dismantling/bump-out The risks and control measures for each of these three stages should be actively considered and documented in a traffic management plan. (See 2.3 below) The preparation and dismantling phases may involve significant construction activities. The traffic management risks relating to these activities should be managed and more information on traffic management is provided in the Code of Practice: Construction Work, and the Traffic Management Guide: Construction Work available from Safe Work Australia. Issues to consider at each event phase include: Loading and unloading equipment and goods at permanent and temporary venues e.g. amusement devices, building and catering supplies, scenery, lighting and sound equipment, performers, transporting staff to different locations. Where possible, restricting public access to the area during bump-in and bump-out The type of vehicles and traffic routes and how these may differ during each event phase Staff training and experience with the different types of vehicles being used Public transport, vehicle types and peak periods Walkways and crossings Parking and parking control Crowd control pedestrian movement and crowd safety Emergency service access Effective monitoring of and response to traffic management throughout the event Part 1 Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 4

245 2. Key Considerations Traffic and Vehicle Access Hazards Traffic control can be broken down into two main areas: 1. Identifying the hazards (as per all risk assessment processes) 2. Implementation of the control measures traffic management plan deemed necessary to eliminate or reduce/minimise the risks 2.1 Traffic management hazards This checklist can help you identify potential traffic hazards at your workplace. This checklist is not a standalone document you can/should use whatever means are most useful and practical to identify traffic hazards specific to your workplace. Consider the following: Yes No Comments / Action Have you checked the floor plan of your workplace? Sketching the layout of the workplace can also help. Have you asked your workers, pedestrians and visiting drivers about traffic management problems they encounter at your workplace? Consultation records are required. Have you reviewed your incident and injury records including near-misses? Is there security footage that can be reviewed to identify areas where pedestrians and vehicles interact? Which vehicle types including powered mobile plant use the same area as pedestrians? How do vehicles, delivery drivers and pedestrians move around the area? Are they separated? Are there physical barriers to stop them interacting? Note: It can be difficult to see pedestrians when plant is reversing, moving at speed or has a load. Do vehicles queue in a way that could create risks to pedestrians, for example crossing walkways or obstructing people s view of vehicles? Are routes wide enough to separate vehicles and pedestrians? How often and where do vehicles and pedestrians interact? Can work be scheduled to minimise interaction e.g. Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 5

246 loading and unloading at night, before businesses open or when people leave the work area e.g. during meal breaks for manufacturing process lines? Are activities done close to public areas, for example schools during peak traffic periods? When are traffic volumes higher e.g. pick-up and delivery times and vehicles arriving and leaving? Are there certain times when there are more people moving around the workplace e.g. break times and the ends of shifts? Where are potential collision locations? For example: intersections and bottleneck areas around driveways and entrances blind or convex corners where vehicles work close to other vehicles or pedestrians lack of disabled access to and within a workplace e.g. where a person in a wheelchair shares a ramp used by forklifts. Are workers and visitors safe from vehicles when hitching and unhitching trailers, carrying out maintenance, getting on and off vehicles and securing loads? Is contact with stationary objects possible? For example, overhead structures, stationary plant or stored or discarded items. Are there blind spots at the workplace caused by stationary equipment and vehicles and other areas of poor visibility or low lighting levels? Consider how well the driver can see when their vehicle is moving. What other hazards could arise when routing pedestrians, for example noise, emissions or falling objects? What impact does the physical environment have on health and safety e.g.: road surfaces poor drainage and flooding lighting levels and visibility, and shade and light glare at different times of day? Are pedestrian routes designed so pedestrians will not take short cuts? Are workers and visitors aware of the hazards and what procedures are in place to manage risks e.g. site induction training? Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 6

247 Are contractors and new people to the site supervised? Are there any other hazards specific to your workplace that need to be controlled? Courtesy of Safework Australia 2.2 Traffic Control Measures This checklist can help you implement effective control measures in your workplace. This checklist is not a standalone document you can/should use whatever means are most useful and practical to identify traffic hazards specific to your workplace. CONSIDER THE FOLLOWING Yes No Comments / Action Separation Are separate entries and exits provided for vehicles and pedestrians? Do the entries and exits protect pedestrians from being struck by vehicles? Does the layout of the workplace effectively separate pedestrians, vehicles and powered mobile plant? Are systems in place to keep pedestrians and moving vehicles or plant apart like physical barriers, exclusion zones and safety zones? Vehicle routes Are the roads and pathways within the workplace suitable for the types and volumes of traffic? Are loading zones clearly marked? Do vehicle route designs take into account vehicle characteristics under all conditions, for example emergency braking, running out of fuel or adverse weather? Are there enough parking places for vehicles and are they used? Are traffic directions clearly marked and visible? If a one way system is provided for vehicle routes within the workplace is it properly designed, signposted and used? Are vehicle routes wide enough to separate vehicles and pedestrians and for the largest vehicle using them? Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 7

248 Do vehicle routes have firm and even surfaces? Are vehicle routes kept clear from obstructions and other hazards? Are vehicle routes well maintained? Do vehicle routes avoid sharp or blind corners? Pedestrian routes Are pedestrian walkways separated from vehicles? Where necessary are there safe pedestrian crossings on vehicle routes? Is there a safe pedestrian route which allows visitors to access the site office and facilities? Are pedestrian walkways clearly marked? Are pedestrian walkways well maintained? Vehicle movement Have drive-through, one-way systems been used to reduce the need for reversing? Are non-essential workers excluded from areas where reversing occurs? Are vehicles slowed to safe speeds, for example speed limiters on mobile plant or chicanes on vehicle routes? Do drivers use the correct routes, drive within the speed limit and follow site rules? Signs Are there speed limit signs? Are there clear warnings of powered mobile plant hazards? Is there clear signage of pedestrian and powered mobile plant exclusion zones? Is there enough lighting to ensure signs are visible, particularly at night? Warning devices Are flashing lights, sensors and reversing alarms installed on powered mobile plant? Information, training and supervision Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 8

249 Do powered mobile plant operators have relevant high risk work licences? Are they trained in operating the particular model of plant being used? Have workers received site specific training and information on traffic hazards, speed limits, parking and loading areas? Is information and instruction about safe movement around the workplace provided to visitors and external delivery drivers? Is the level of supervision sufficient to check traffic movement and ensure safety of pedestrians and drivers? Personal protective equipment Is PPE like high visibility clothing provided and used where necessary? Vehicle safety Have vehicles and powered mobile plant been selected which are suitable for the tasks to be done? Do vehicles have direct visibility or devices for improving vision like external and side mirrors and reversing sensors? Are vehicles fitted with effective service and parking brakes? Do vehicles and powered mobile plant have seatbelts where necessary? Is there a regular maintenance program for all vehicles and powered mobile plant? Is there a system for reporting faults on all vehicles and powered mobile plant? Do drivers carry out basic safety checks before using vehicles? Are there any other control measures that should be implemented to manage risks at your workplace? Courtesy of Safework Australia 2.3 Traffic management plan A traffic management plan documents and helps explain how risks will be managed at an event. This may include: Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 9

250 The event summary Contact details of key personnel Approvals for the event and road closures from police and road authorities A traffic control plan describing how to control the movement of traffic affected by the event activity Traffic control measures including drawings of the layout of barriers, walkways, signs and the general arrangements to warn and guide traffic around, past or within an event site Specific SWMS for the tasks being undertaken Lighting along all pedestrian and vehicle routes and operational areas Travel paths for vehicles including entries and exits, routes for special or heavy vehicles, details of where traffic streams cross Special event clearways Weights of loads, forklift and heavy goods tug capability requirements Cable management in relation to both vehicle and pedestrian access to the site Identified and well-marked pedestrian routes The number of entries and exits and how they will be managed Monitoring and controlling site access provided to delivery vehicles Parking arrangements including over-flow parking Provisions for people with disabilities e.g. ramps at entries and exits The responsibilities of traffic controllers in the workplace The responsibilities of people expected to interact with traffic in the workplace Communication between the traffic monitors and event management in case of an emergency Measures to monitor the effectiveness of the traffic management plan If the event has been classified as construction work, specific additional requirements will need to be implemented from the various construction codes of practice. For bulk transfer of raw materials, product or livestock onto or off an event site, freight vehicle movements including trains and trucks should be coordinated with the relevant transport company and local authorities. The traffic management plan should be monitored and reviewed regularly including after an incident to ensure it is effective and takes into account changes at the workplace. Workers Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 10

251 should be aware of and understand the traffic management plan and receive information, instruction, training and supervision. Site induction should include the traffic management plan. Courtesy of Safework Australia 3. General Guide Traffic and Vehicle Access Hazards 3.1 Responsibilities PCBUs have specific obligations under WHS regulations to manage the risk of injury in the workplace. The WHS regulation specifically mentions traffic in relation to construction work and this must be addressed especially where large events will be considered as construction sites. Designers in particular have an important role in eliminating or minimising the risk of a vehicular incident in the design of sets and structures, access points to the performance area and in large events, the design of the public areas where temporary structures are required as part of the event. This includes lighting and sound designers especially where lighting and sound can be a distraction to both pedestrians and drivers. PCBUs must ask designers for the risk assessment on the design and designers are required to supply one. Workers must also take reasonable care of their own safety and the safety of others. 3.2 Training and competence All persons undertaking work with vehicles must be trained and competent in the specific activity and apart from the specific driving/operating licences required for the specific plant being used, it is a requirement that traffic controllers (operators of a traffic stop/slow bat) have a Traffic Controller Licence and that managers or staff designing traffic management plans undertake training in Implement Traffic Control Plans. Additional training and induction to sitespecific and job-specific safe work methods may be required. Licences are required for activities deemed as high risk work. See relevant WHS legislation for details. 3.3 Consultation, cooperation and coordination The WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide to consult with workers including event staff to determine the Traffic and Vehicle Access Hazards and risks associated with an event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 11

252 Consider the other parties who will need to be involved in the consultation process when planning the event and determine what information needs to be shared and discussed. During an event, PCBUs are required to consult, cooperate and coordinate with other PCBUs such as the venue or site management, unions, production companies, designers, event organisers or promoters, catering providers, security, subject matter experts such as structural engineers or safety officers, local authorities or governments, emergency services, rigging companies, performers, suppliers of plant or equipment etc. If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set, lighting and sound designs, site specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work etc. Opportunities for consultation include toolbox talks, event briefings, site inspections, and stakeholder meetings, post event reviews, working groups or forums. 3.4 Design and planning In the early stages of design and planning for an event, the following criteria should be addressed when planning traffic access to the event: Legislative requirements An appropriate and viable emergency access plan Consultation with relevant PCBUs and workers Selection of the means assessing traffic and vehicle access hazards Selection of the plant and equipment required to complete the task Appropriate scheduling and allocation of resources to minimise impact on others Development of risk assessments and SWMS including controls agreed to during consultation Access to site and logistics Maintenance programs for all plant being used Emergency procedures Communication methods 3.5 Event delivery In the delivery stages of an event (bump-in, rehearsal, show, bump-out etc.) the following criteria should be addressed to minimise the risks of traffic and vehicle incidents: Consultation with relevant PCBUs and workers Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 12

253 Site-specific inductions including the traffic management plan Equipment inspections and/or maintenance Work permits or engineering certificate requirements Implementation and monitoring controls identified in risk assessments or SWMS Compliance to legislative requirements Review, consult and adjust control measures as required on site Incident reporting and management Sign-off and handover procedures 3.6 Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near-misses Effectiveness of the risk control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified 3.7 Documentation and records The following documents and records should be created, maintained and kept on site when undertaking traffic control or management during an event: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Plant design specifications and maintenance records Engineering certification, work permits and sign-off records Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Various WHS documents and records need to be retained for differing periods of time see relevant WHS legislation for details. Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 13

254 4. Suggested Control Measures 4.1 General traffic and vehicle access hazards Managing the risks traffic All locations and tasks that could lead to injury due to collision with traffic or the loads being carried must be identified. Specific control measures to eliminate the risks of collisions must be implemented, where it is reasonably practicable to do so and minimised where elimination is not practicable. 1. Eliminate the risk of collision by excluding pedestrians from the traffic corridors 2. Minimise the risk of collision by policing the traffic flow of both pedestrians and vehicles 3. Minimise the risk of collision by providing a safe system of work The most effective control measure must be selected first unless it is not practicable to do so. It may be necessary to use a combination of controls. In order of effectiveness, they can include: Exclude pedestrians and/or multiple vehicles from the area Introduce a policed stop go system for pedestrians and vehicles Manually move the equipment using non-motorised/mechanical aids if the risk assessment will allow this Administrative control measures may also be used to support physical level controls. These include Safe Work Method Statements (SWMS), work permits, isolating no go areas, and planning work so that people are not required to work in the same areas as vehicles and other motorised devices. If in any doubt consult a traffic management professional. Do not attempt to control traffic and vehicle access by ad-hoc methods plan all movements. It is important to ensure suitably trained and competent personnel are available to implement and monitor risk control measures when managing traffic and vehicle access hazards Vehicle events During car and motor cycle events engineering control measures should be used to separate vehicles from workers and pedestrians. Seek advice from suitably qualified and experienced people if this skill and training is not available in your immediate team. Control measures should be appropriate for the vehicle type, speed and environmental conditions and may include physically altering the road layout or appearance to actively or passively slow traffic down using bollards, speed humps and chicanes. Using traffic controllers, marshals, parking attendants and spotters during peak periods who are competent to carry out this work, should be considered. Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 14

255 Control measures should be considered including the use of exclusion zones, PPE, alarm/warning systems, regular site inspections, safety staff and professional traffic management controllers. 4.2 Forklifts Forklifts are an essential device for the movement of scenery and site materials within the entertainment industry. However, forklifts are a dangerous tool accounting for an average of more than 5 deaths per year between 2003 and (Safe Work report 2015) The main reasons why people are killed or seriously injured by a forklift include: Hit by a forklift because of driver error, working too close to the forklift or inadequate traffic management Hit by a load a forklift was moving because the driver did not use the required attachment, or when assisting to adjust or steady the load Not wearing a seat belt in a tip-over, the forklifts mostly tipped because operators were turning on uneven or sloping ground. Forklift incidents can be prevented, especially when workers and PCBUs work together to improve health and safety at work. Forklift operators need to be licensed and experience counts when managing the risks of forklift operation. It is possible for a member of staff to have the appropriate licence but not be competent on the use of the machinery due to lack of experience. It s always recommended that a PCBU runs a practical test on the competency of any staff member with a license. 4.3 Elevated work platforms (EWP) The motorised action of EWPs (boom lifts, scissor lifts, vertical lifts) means they are classed as traffic. There are two aspects of the use that concern PCBUs the vertical movement and the horizontal movement. The vertical movement and associated risks has been addressed in the Working at Height Hazard Guide. In general the PCBU will provide a working platform that must be appropriate for the task. They will ensure the surface on which the EWP is being used is structurally capable of supporting the load of the EWP. Consult the venue operator or a structural engineer if in doubt. Workers must be trained and deemed competent to operate the particular brand and type of equipment and in both fall arrest and emergency rescue procedures. Workers require a High Risk Work Licence when operating EWPs able to reach a height of >11m or with a boom length of 11 metres or more. Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 15

256 All workers need to meet safe work requirements set out in AS 2550 Cranes, hoists and winches Safe use Mobile elevating work platforms. The Elevating Work Platform Association of Australia (EWPA) provide certification (Yellow Card) for the safe operation of various types of EWPs with a reach of less than 11 metres. It is recommended that Yellow Card certification be adopted at all work sites as the minimum standard for safe operation of vertical EWPs with a reach of less than 11 metres. For heights or lengths greater than 11m the National High Risk Licence is required for operation again a check on competency should be applied as possession of the ticket may not indicate the professionalism/competency of the ticket holder. 4.4 Motorized tugs/powered mobile plant Using inappropriate tugs, or other devices to move items such as stage sections, stage machinery, trussing of front of house items such as seating banks etc. is becoming more common in the entertainment industry and as such the PCBUs and the workers must become more aware of the risks they pose. The choice of tug must be appropriate for the task, positioned correctly and used in a safe way and while no specific licensing is required, a drivers licence and a demonstration of the operator s experience in operating the units should be a minimum qualification before using one. 4.5 Personal protective equipment (PPE) PPE safety clothing is now considered almost as default equipment even when the risk of contact with vehicles as almost negligible. This is in part due to the many different tasks entertainment industry staff may encounter over any given day. Hi-visibility clothing and steel toe boots are almost standard work wear but the PCBU and the workers should be aware that once a minimum PPE requirement is defined by risk assessment: The standard kit may not be appropriate for the situation and may need to be augmented The worker may not have worn the basic kit of steel and hi-visibility and may need to be replaced on the front line as being inappropriately dressed The worker may not have the appropriate PPE available and will need to be redeployed or issued with appropriate equipment for task Other PPE deemed necessary will need to be issued and this can include: Hearing protection Safety glasses Hats and long sleeves and sunscreen for outdoor work Gloves Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 16

257 Hard hats Working at height harness and restraints Torches and light-up batons 4.6 Fatigue management Fatigue may increase the risk of incidents because of a lack of alertness. Fatigue may result in a slower reaction to signals or situations and affect the ability to make good decisions. Fatigue management has to be implemented in all areas of event management from truck drivers and plant operators to crew travelling times and adequate meal breaks for all staff and contractors. If fatigue is identified as causing a risk to work health and safety, then suitable control measures should be implemented in consultation with workers to eliminate or minimise the risks. See General Operational Hazard Guide for more information on fatigue. Fatigue guides are available from the various state-based safe work organisations and Safe Work Australia. It is recommended that these organisations are continually monitored for changes as fatigue management is generally governed by the road transport industry and changes can be made without reference to the entertainment industry. A number of industries mandate maximum hours of work and minimum break times and these need to be understood and acted upon. 4.7 Licensing PCBUs must see written evidence from the worker that they have the relevant license for that work. Check that the license Has not expired Includes the relevant classes of license Has the correct photo and name of the worker Types of licenses that may apply include: Crane Forklift Hoist Reach stacker Marine license EWP EWP licence types There are two classes of forklift licenses. They are: Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 17

258 EWPA Yellow Card basic EWP training for vertical lifts for heights under 11m Nationally accredited High Risk Licence for EWP and boom lifts for over 11m, issued by the relevant state safe work organisation. Forklift licences A High Risk Work License is required to operate a forklift. There are two classes of forklift licenses. They are for: A forklift truck equipped with a mast and an elevating load carriage with a pair of fork arms or other attachment (class LF) An order picking forklift truck where the operator's control elevates with the load carriage/lifting media (class LO) Note regarding the use of tugs/ powered mobile plant Officially tugs do not need a license for operation but as with all WHS requirements the PCBU will need to ensure that the operators have had training, that this training has been recorded in the employees file and that all possible safe-guards identified in the risk assessment have been followed. 5. Legislation, Standards and Guidance More information on how to manage traffic at a workplace and at events is provided in: General guide for workplace traffic management Guide to organising public events in the ACT, data/assets/pdf_file/0011/335648/special_events_handbook.pdf Event management plan checklist and guide. Event management guides and plans are available from many different Government bodies. Working near forklifts. data/assets/pdf_file/0003/62139/working-near-forklifts-8195.pdf Crowd Control at Venues and Events WorkSafe Victoria. data/assets/pdf_file/0005/208229/isbn-crowd-control-at-venuesand-events-practical-occupational-health-and-safety-guide pdf There may be further material available in the State or Territory where the event is being held. Further guidance on consultation is in the Code of Practice: Work health and safety consultation, cooperation and coordination. dination.pdf Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 18

259 Additional guidance on the risk management process is in the Code of Practice: How to manage work health and safety risks. Other codes of practice, guidance material and other resources are available on the Safe Work Australia website ( Australian and New Zealand Standards AS/NZS 4994 Temporary edge protection series AS 2550 Cranes, hoists and winches Safe use Mobile elevating work platforms. AS , Traffic Control for Works on Roads AS Manual of uniform traffic control devices Pedestrian control and protection AS/NZS :2010 lighting for roads and public spaces Vehicular traffic AS traffic signal controllers AS Manual of uniform traffic control devices Local area traffic management AS/NZS 3001:2008 Electrical installations Transportable structures/vehicles incl. site supplies Sources: Safe Work Australia 2016 TRAFFIC HAZARD CHECKLIST. Safe Work Australia 2016 TRAFFIC CONTROL MEASURES CHECKLIST. Safe Work Australia 2016 TRAFFIC MANAGEMENT GENERAL GUIDE. Safe Work Australia 2016 GUIDE FOR MANAGING THE RISK OF FATIGUE AT WORK for Managing Heavy Vehicle Driver Fatigue and the National Rail Safety Regulator's Guidance on Fatigue Risk Management Program. Safe Work Australia Fatigue management a worker's guide Safe Work Australia FIRST AID IN THE WORKPLACE Code of Practice Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 19

260 Workcover NSW safety in the road freight transport industry data/assets/pdf_file/0008/49931/safety-in-the-road-freighttransport-industry-1129.pdf Safety Guidelines for Live Entertainment and Events I Traffic and Vehicle Access Hazards I 20

261 Working at Height Contents Disclaimer Overview Key Considerations Working at Height All work at height Ladders NOTE ladders are the last option that should be considered when required to work at height Elevated work platforms (EWP) General Guide Working at Height Responsibilities Training and competence Consultation, co-operation and co-ordination Design and planning Event delivery Review Documentation and records Suggested Control Measures Managing the risks of falling from height Fall prevention Work positioning system Fall arrest system Administrative control measures Managing the risks of falling objects Catwalks and grids Elevated work platforms (EWP) Ladders Orchestra pit Personal protective equipment (PPE) Rescue plan Scaffolding Stage traps and pits Safety Guidelines for Live Entertainment and Events I Working at Height I 1

262 4.11 Temporary access Theatrical performance alternatives Unprotected edges Legislation, Standards and Guidance Disclaimer In legislative terms, the requirements of the Work Health and Safety Act 2011 (the WHS Act) and Work Health and Safety Regulations (the WHS Regulations) are mandatory. In contrast, a guide is designed to assist obligation holders to comply with the requirements of an act or regulation. The information contained in the LPA guides is not mandatory, has no legal status and may not apply in all work situations. Obligation holders still have a duty to assess the risks in each work situation and take all reasonable steps to eliminate or minimise the risks that are specific to each work activity. Version Control Title: Working at Height Hazard Guide Version: V 1.0 Owner: Live Performance Australia Date amended: Date of release: February 2018 Date of review: February 2019 Safety Guidelines for Live Entertainment and Events I Working at Height I 2

263 1. Overview This guide provides information to assist in managing risks associated with working at height in live entertainment and events. Information in this guide is based on the Work Health and Safety Act 2011 (WHS Act) and Work Health and Safety Regulations 2011 (WHS Regulations), which are operational in all states except Victoria and WA, where adoption of the legislation is not yet enacted (as at Jan 2018). It is recommended that this information is referenced during the planning and delivery of events to assist in identifying hazards, assessing risks and determining appropriate control measures to eliminate and or minimise these risks, so far as reasonably practicable. This guide does not replace the need to implement risk management strategies, undertake research or seek specialist advice. Each worker and person conducting a business or undertaking (PCBU) has a responsibility to understand their obligations under WHS legislation. Codes of practice and Australian and international standards provide approved guidance on how to meet work health and safety obligations. Working at height refers to any work where a person could fall from one level to another. There are two main risks associated specifically with working at height: Injuries or death due to persons falling from height Injuries or death due to persons being hit by an object falling from height The risk of serious injury or death increases significantly for falls from 2 metres or more. Falls can also occur at ground level as a result of falling into a pit or below stage. This guide provides practical information and suggested control measures for: General working at height Catwalks/grids Elevated Work Platforms (EWP) Ladders Orchestra pit PPE (personal protective equipment) Rescue plan Scaffolding Stage traps and pits Temporary access Theatrical performance exemption Unprotected edges Additional information can be found in the Rigging Safety Guide and Stage Machinery and Plant Safety Guide. Part 1 Safety Guidelines for Live Entertainment and Events provides general information on duties, obligations and risk management. Safety Guidelines for Live Entertainment and Events I Working at Height I 3

264 2. Key Considerations Working at Height Consider the following questions during event design, planning and delivery Yes No Comment/Action 2.1 All work at height Will there be other PCBUs and workers involved or affected by this activity? Have arrangements been made to consult with and cooperate and coordinate activities with other PCBUs before and during undertaking this activity? Has the scope of work been defined duration, equipment required, scheduling, location? Are there site-specific safety requirements or procedures that need to be considered? Has an appropriate and viable rescue plan been developed? Can all or some of this task be done at ground level? Have the heights at which work will be undertaken been determined? Are there specific obligations in your state/territory if a person could fall more than 2 metres? Are workers who are required to work at height trained and competent? Have these workers been consulted about hazards and risk controls? Have the means of access, design and layout of elevated work areas been determined? Are additional specific controls required to manage risks during non-performance mode? Will the work be undertaken outdoors? Will the work be undertaken indoors? Will there be lighting levels, noise, weather conditions or other environmental factors that might introduce new hazards? Does the number, proximity and movement of all people in the work area pose additional risks? Safety Guidelines for Live Entertainment and Events I Working at Height I 4

265 Consider the following questions during event design, planning and delivery Yes No Comment/Action Have exclusion zones been determined? Has the method of maintaining the exclusion zones been determined? Are plant and equipment appropriately maintained and checked? Does the task require any specific PPE, footwear or clothing? Are workers competent in the use of PPE? Are procedures in place for potential emergency situations, including self-rescue or site rescue? Are relevant workers competent to undertake selfrescue or site rescue? 2.2. Ladders NOTE ladders are the last option that should be considered when required to work at height. Has the height of the area to be accessed been determined? Could the use of a ladder be substituted by using a work platform as a safer option? Will the work to be undertaken from a ladder involve any electrical equipment or be close to electrical equipment? Is the work indoors? Is the work outdoors? Are strong winds/gusts present or forecast? Is the ladder suitable for the task? Is the ground surface level, non-slippery and strong enough to support the ladder? Is the ladder rated to industrial grade individual rung strength of 120kg? If a straight ladder is to be used has the method of securing the top been determined? If a straight ladder is to be used can the correct Safety Guidelines for Live Entertainment and Events I Working at Height I 5

266 Consider the following questions during event design, planning and delivery Yes No Comment/Action angle 1:4 be achieved? If a very long/high straight ladder is to be used has the worker s competency in emergency procedures been determined? Will any tools or equipment be required to be used by the worker on the ladder? Has the method of securing these tools been determined? Are these tools designed for single hand use? Can the tasks be performed without reaching, ensuring the torso stays within ladder stiles? 2.3. Elevated work platforms (EWP) Is the EWP of suitable power, height and capacity for the task? Is the work platform capable of reaching the work and supporting the load of the required people and equipment? Can an EWP gain access to the venue or work site? Is the ground surface level and capable of supporting the weight of the EWP? Do the workers hold the appropriate competencies or licence to operate the EWP? Does the work platform conform to all other site regulations (exhaust, noise, etc.)? Is the platform capable of reaching heights greater than 11m? If so, High Risk Licence is required. Has a rescue plan been determined in case of emergency situations? Safety Guidelines for Live Entertainment and Events I Working at Height I 6

267 3. General Guide Working at Height 3.1 Responsibilities PCBUs have specific obligations under the Model WHS Regulation 78 to manage the risk of falls in the workplace. The regulations require that work be carried out on the ground or on a solid construction where practicable. Where this is not possible, fall prevention devices, work positioning systems and fall arrest systems must be provided. Designers in particular have an important role in eliminating or minimising the risk of falls in the design and use of sets and structures. This includes lighting and sound designers. PCBUs must ask designers for the risk assessment on the design and designers are required to supply one. Workers must also take reasonable care of their own safety and the safety of others. 3.2 Training and competence All persons undertaking work at height must be trained and competent in the specific activity. It is recommended that personnel required to work at height undertake training in the accredited unit of competency RIIOHS204D Work Safely at Heights or equivalent. Additional training and induction to site-specific and job-specific safe work methods may be required. Licences are required for activities deemed as high risk work. See relevant WHS legislation for details. 3.3 Consultation, co-operation and co-ordination The Model WHS Act makes consultation with workers a legal requirement. Consultation, cooperation and coordination between PCBUs is a requirement where they share a duty for the safety of a worker or for work to be done. PCBUs should use the information in this guide to consult with workers including event staff to determine the working at height hazards and risks associated with an event and how to best eliminate or minimise these risks using the hierarchy of controls. Consultation should start as early as possible, before decisions are made, and continue through the duration of the event. Consider the other parties who will need to be involved in the consultation process when planning the event and determine what information needs to be shared and discussed. During an event, PCBUs are required to consult, co-operate and co-ordinate with other PCBUs such as the venue or site management, unions, production companies, designers, event organisers or promoters, catering providers, security, subject matter experts such as structural engineers or safety officers, local authorities or governments, rigging companies, performers, suppliers of plant or equipment etc. Safety Guidelines for Live Entertainment and Events I Working at Height I 7

268 If employees are represented by health and safety representatives, the consultation must involve those representatives. Areas to address during consultation may include induction, schedules, floor plans, set, lighting and sound designs, site specific requirements, risk assessments, SWMS, hazards and control measures, legislative requirements, licences, plant movement, traffic management, exclusion zones, key contacts, emergency procedures, permits to work. Opportunities for consultation include toolbox talks, event briefings, site inspections, stakeholder meetings, post event reviews, working groups or forums. 3.4 Design and planning In the early stages of design and planning for an event, the following criteria should be addressed when planning work at height: Legislative requirements An appropriate and viable rescue plan Consultation with relevant PCBUs and workers Selection of the means of working at height Selection of the plant and equipment required to complete the task Appropriate scheduling and allocation of resources to minimise impact on others Development of risk assessments and SWMS including controls agreed to during consultation Access to site and logistics Maintenance programs Emergency procedures Communication methods 3.5 Event delivery In the delivery stages of an event (bump-in, rehearsal, show, bump-out) the following criteria should be addressed when undertaking work at height: Consultation with relevant PCBUs and workers Site specific inductions Equipment inspections and/or maintenance Work permits or engineering certificate requirements Safety Guidelines for Live Entertainment and Events I Working at Height I 8

269 Implementation and monitoring of controls identified in risk assessments or SWMS The rescue methods, persons and equipment required for that rescue Compliance to legislative requirements Review, consultation and adjustment of control measures as required on site Incident reporting and management Sign-off and handover procedures 3.6 Review After an event, the following criteria should be reviewed in consultation with relevant parties: Incident reports and outcomes including near-misses. Effectiveness of the risk control measures Scheduling Areas for improvement Incidents of non-compliance Any new hazards or risks identified 3.7 Documentation and records The following documents and records should be created, maintained and kept on site when undertaking work at height during an event: Risk assessments and SWMS Training records, certificates of competency and licences Induction records Toolbox talk topics and attendance Evidence of consultation Incident reports, including near-misses Plant design specifications and maintenance records Engineering certification, work permits and sign-off records Any of the above documents could be requested to be sighted by other PCBUs for verification or clarification and should be available at all times. Various WHS documents and records need to be retained for differing periods of time see relevant WHS legislation for details. Safety Guidelines for Live Entertainment and Events I Working at Height I 9

270 4. Suggested Control Measures 4.1 Managing the risks of falling from height Identify all locations and tasks that could cause injury due to a fall. Specific control measures to manage the risks of falls must be implemented, where it is reasonably practicable to do so. The WHS Regulations require that the following hierarchy of risk control measures be applied, in order, to eliminate or minimise the risk: 1. Eliminate the risk of fall by working at ground level 2. Prevent the fall by working on a solid construction (with fixed guard rails etc.) 3. Minimise the risk of fall by providing a safe system of work. The most effective control measure must be selected first unless it is not practicable to do so. In order of effectiveness, they are: fall prevention work positioning systems fall arrest system It may be necessary to use a combination of controls. NOTE: The requirement to implement this control hierarchy does not necessarily apply in relation to the performance of stunt work, acrobatics or a theatrical performance. However, it is required that it be implemented for these activities if practicable Fall prevention Assess whether it is practicable to apply passive fall prevention devices such as a working platform (scaffold, EWP) or a secure fence, edge protection, guardrails. Prevent the cross risk of barriers falling off the stage and injuring people working underneath by applying barriers along the downstage end not less than 2 metres from the stage edge Work positioning system If passive fall prevention is not practicable, apply a work positioning system, such as a fall restraint technique. This is a PPE option and therefore lower in the hierarchy of controls. A fall restraint system prevents the person reaching a location from which there is a risk of fall. A person is connected to a suitable anchor point or life line system that can withstand not less than 15kN force. This system design requires the person to wear a full-body industrial harness fitted correctly and connected by a lanyard to a line or bolt. The lanyard is of appropriate length to prevent the worker falling off an unprotected edge. Industrial rope access systems can only be used by licensed operators Fall arrest system Where other control measures are not practicable or not fully effective, a fall arrest system may be considered. An individual fall arrest system comprises a full-body industrial harness fitted Safety Guidelines for Live Entertainment and Events I Working at Height I 10

271 correctly, shock-absorbing lanyard of appropriate length, safety rope with fall-capturing device. A fall arrest system must be designed so the worker is never exposed to a force > 6KN. Workers must be trained in the correct use of the equipment including inspection for defects. Workers must inspect their equipment before and after work and apply a buddy system where workers cross-check their equipment settings before progressing to working at height. Working at height rated helmets must be worn. Pendulum effects and the forces exerted to the body in case of a fall must be calculated and considered. Workers moving along metal structures shall always have 1 point of attachment e.g. use a Twin Tail shock absorbing lanyard, one end of which must be connected to an appropriate anchor point or life-line at all times, only to be released when the other lanyard has been connected to the next available connection point. Secondary devices may also be required. Assumptions must not be made about the load capacities of any structure when considering its use for access or as an anchor for fall restraint or arrest. Obtain advice from the venue operator and/or a structural engineer. Where a fall arrest system is deployed, the risk of suspension trauma is considerable. A rescue plan must be in place and understood by competent trained personnel. A rescue plan must be available for medical or other incidents that may prevent a worker from descending safely from height unaided. See Rescue Plans below Administrative control measures Administrative control measures may also be used to support higher level controls. These include Safe Work Method Statements (SWMS), work permits, isolating no go areas, and planning work so that people are not required to work below. If in any doubt about obtaining safe access to a location at height, consult a height safety professional. Do not attempt to gain access by ad-hoc methods. It is important to ensure adequate numbers of suitably trained and competent personnel are on hand to implement and monitor risk control measures when working at height. 4.2 Managing the risks of falling objects The principles that apply to preventing falls also apply to falling objects. In managing their duty to eliminate or minimise the risk so far is reasonably practicable, PCBUs are required to maintain a safe system of work. This means ensuring fall prevention or if not reasonably practicable, then providing a system to arrest falling objects. Tools and equipment are common falling object hazards and should be secured with lanyards or in a closed tool-belt or pouch. Large props and scenery must be secured during bump-in/bump-out. Items to be rigged or flown pose a particular risk when securing and releasing the load. See Rigging Safety Guide for more information. Safety Guidelines for Live Entertainment and Events I Working at Height I 11

272 Control measures should be considered including the use of exclusion zones, PPE, tether lines, equipment trays and pouches; appropriate warning signs and administrative controls including training and toolbox talks. 4.3 Catwalks and grids Catwalks, grids and other ways to access high areas must conform to the requirements of AS 1657: 2013 Fixed Platforms, walkways, stairways and ladders Design, construction and installation. Controls to manage risk of falling or falling objects include: Empty pockets of all objects before accessing catwalk/ grid areas Pay attention to general housekeeping to ensure items are properly stowed Ensure all tools and equipment are properly tethered to the person or structure Use tool and equipment trays Ensure adequate personnel to hold items in place while items are being secured or released Never stand on handrails Never lean out over handrails Raise and lower equipment in a controlled manner Control access to the area and the area beneath it at all times Install adequate barriers and signs and ensure administrative procedures are in place and understood by all personnel Ensure procedures are in place to evacuate persons requiring medical defibrillation from metal structures such as catwalks and grids Where ladders are required to be used on fixed walkways, ensure the height of the potential fall is calculated and controls are put in place that are commensurate with the risk 4.4 Elevated work platforms (EWP) EWPs (boom lift, scissor lift, vertical lift) provide a working platform and must be appropriate for the task. Ensure the surface on which the EWP is being used is structurally capable of supporting the load of the EWP. Consult the venue operator or a structural engineer. Workers must be trained and deemed competent to operate the particular brand and type of equipment, and in fall arrest and emergency rescue procedures. Safety Guidelines for Live Entertainment and Events I Working at Height I 12

273 Workers require a High Risk Work Licence when operating EWPs able to reach a height of >11m or with a boom length of 11 metres or more. Elevating Work Platform Association of Australia (EWPA) provide certification (Yellow Card) for the safe operation of various types of EWPs with a boom length or reach of less than 11 metres. It is recommended that Yellow Card certification be adopted at all work sites as the minimum standard for safe operation of EWPs with a boom length or reach of less than 11 metres. All workers need to meet safe work requirements set out in AS 2550 Cranes, hoists and winches Safe use Mobile elevating work platforms. 4.5 Ladders Each year, many serious injuries result from falls from ladders. Overreaching, trying to carry out heavy tasks or simply not setting the ladder up securely are among some of the common causes of falls. It may be more efficient and safer to use an elevated work platform or scaffolding, or to substitute a ladder with a step platform with all guardrails in place. Ladders are the last option that should be considered when working at height. They are a tool of last resort. The choice of ladder must be appropriate for the task, positioned correctly and used in a safe way. Guidance on the selection, safe use and care of portable ladders is set out in AS/NZS 1892 Portable ladders series. The manufacturer s recommendations on safe use should also be followed. Ladders must be used as prescribed in the national Code of Practice Managing the Risk of Falls at Workplaces (Section 7. Ladders) as follows: Extension or single ladders should generally only be used as a means of access to or egress from a work area. They should only be used as a working platform for light work of short duration that can be carried out safely on the ladder. SELECTING LADDERS If ladders are used they must be selected to suit the task to be undertaken. In doing this, you should consider the duration of the task, the physical surroundings of where the task is to be undertaken and the prevailing weather conditions. Ladders should have a load rating of at least 120 kg and be manufactured for industrial use. POSITIONING LADDERS Any ladder used at a workplace must be set up on a solid and stable surface, and set up so as to prevent the ladder from slipping. Single and extension ladders can be prevented from slipping by: Placing ladders at a slope of 4:1 Safety Guidelines for Live Entertainment and Events I Working at Height I 13

274 Petting up stepladders in the fully opened position Securing ladders at the top or bottom, or if necessary, at both ends Example of acceptable ladder use: ACCESS OR EGRESS Where fixed or extension ladders are used for access or egress, you should check that: There is a firm, stable work platform, free from obstructions, to step onto from the ladder The ladder extends at least one metre above the stepping-off point on the working platform Tall protection is provided at the stepping-off point where people access the working platform SAFE USE OF LADDERS When a ladder is used, you should check that: The ladder is in good condition the ladder should be inspected for faults, such as broken rungs, stiles and footing before it is used Damaged ladders are removed from service The ladder is set up on firm, stable and level ground The ladder is the correct height for the task to avoid reaching or stretching The ladder is not too close or too far from the support structure the distance between the ladder base and the supporting structure should be about one metre for every four metres of working ladder height (4:1 ratio) Safety Guidelines for Live Entertainment and Events I Working at Height I 14