Conwy County Borough Council Event Planning Appendices Contents 1. Event risk assessment guidance 2. Risk assessment template 3. Example litter plan 4. Example public conveniences plan 5. Further information for running a bar
Conwy County Borough Council Event Risk Assessment Guidance You have a legal duty to make a full assessment of the hazards and risks associated with your event and formulate a plan of how you will manage them. This section is intended to help you spot hazards that can be associated with out-door events based on the HSE s publication: Five steps to risk assessment. HSE 5 step Process Identify the hazards defined as: something that has the potential to cause harm Decide who might be harmed and how, that is, the people at risk and the worst possible outcome Evaluate the risks and rate them as: High, Medium or Low, then seek ways to eliminate or at least reduce the risk. Record your findings by completing a risk assessment form. Review your assessment and update if necessary. By planning you should not have assessments that carry a high risk as compliance with health and safety standards will automatically keep risk to a minimum. Step 1- Identify and list the Hazards: fire risk or fire evacuation safe exiting in emergency slip, trip or fall chemicals including fuel, fumes or dust moving parts of machinery electrical installations and equipment manual handling high noise levels vehicles on site heating, lighting, ventilation risk from demonstrations or displays crowd intensity / crowd control amusement attractions temporary structures waste and litter
Step 2 - Decide who might be harmed and how, consider the number of people at risk and the worst possible outcome Members of the public including special consideration of disabled people, children, elderly people and pregnant women Stewards Volunteers Contractors Vendor, exhibitors and performers Local residents Worst case scenarios: Death Serious injury Minor injury Step 3 - Evaluate the risks including establishing what control measures are in place, for example: fire extinguishers in place for fire, crash barriers in place for crowd control, equipment conforms with British Standards qualifications, instruction, training given Rate the risks as: High Medium Low Then seek ways to eliminate or at least reduce the risk: Remove the hazard Prevent access to the hazard Reduce exposure to the hazard Use Personal Protective Equipment Find a substitute activity / machine etc. Step 4 - Record your findings Use the risk assessment form enclosed
Step 5 - Review the findings should the nature of the event change, the risk assessment will need to be reviewed and updated
DIRECTORATE OF SOCIAL CARE & HOUSING CLIENT BASED RISK ASSESSMENT Client name: Section : Department : NAME DATE: ASSESSOR DATE FOR RE-ASSESSMENT: Yearly HAZARDS IDENTIFIED WHO MAY BE HARMED ACTIONS / CONTROL MEASURES / OPERATING SYSTEMS ALREADY IN PLACE RISK RATING FURTHER MEASURES TO BE TAKEN TO REDUCE THE RISK TO AN ACCEPTABLE LEVEL RESIDUAL RISK RATING - PDB.CSU.RR3
DIRECTORATE OF SOCIAL CARE & HOUSING CLIENT BASED RISK ASSESSMENT NAME RISK ANALYSIS MINOR (2) MAJOR (3) FATALITY (4) UNLIKELY 1 2 3 4 POSSIBLE 2 4 6 8 PROBABLE 3 6 9 12 CERTAIN 4 8 12 16 CONTINUATION SHEET RISK RATING 2-5 LOW RISK - TO BE REVIEWED WITHIN 12 MONTHS RISK RATING 6-9 MEDIUM RISK - TO BE REDUCED WITHIN 3 MONTHS RISK RATING 10-16 HIGH RISK - TO BE REDUCED AS SOON AS POSSIBLE HAZARDS IDENTIFIED WHO MAY BE HARMED ACTIONS / CONTROL MEASURES / OPERATING SYSTEMS ALREADY IN PLACE RISK RATING FURTHER MEASURES TO BE TAKEN TO REDUCE THE RISK TO AN ACCEPTABLE LEVEL RESIDUAL RISK RATING PDB.CSU.RR3
Conwy County Borough Council Example Litter Plan for Events As an event organiser we want you to take greater responsibility for reducing litter and non-recyclable waste at your events and we want visitors and spectators to enjoy the event in a safe and litter-free environment. Please use the example litter plan to ensure that you have made the necessary clean up and waste management arrangements. Management Arrangements Refuse Description (who, what and when) The event co-ordinator is responsible for ensuring that provision for the collection and storage of refuse occurs including caterers throughout the event and afterwards. Consider the following: Are there any existing litter bins? If so how many and what is the capacity? Do you require additional litter bins? How many times during the event will you require the bins to be emptied? The above points can be discussed with the Assistant Manager, Streetscene who can arrange for extra collections etc. Cost (In this column provide estimates of costs and include these in your budget planning). Street Cleansing The above can also be self provided however there must be adequate provision or you will be recharged if Council staff are required to tidy after the event. Almost all events need extra cleansing to make sure that both inside and outside the event setting and the streets stay relatively litter-free. Use this column to document all elements that you have considered. This matter can be discussed with the Assistant Manager, Streetscene, who can tell you the type of cleansing measures
that your event will need and the different options available to you (for example solo sweepers, mechanical sweepers, team of litter-pickers) and how much these cost. You could also consider arranging for volunteers or a private company to litter-pick and clean the area, but it is important to remember that they should be working towards a high standard of street cleanliness. Limiting litter There are a number of measures you can take to make people more responsible for their own litter and waste during your event. These include raising the awareness of littering and recycling and greening the event by: making regular announcements over the public address system to gently remind people to put all their waste in the litter and recycling bins; acknowledging the support of local businesses and the general public at the event, who are disposing of their litter and keeping the event litter-free; erecting banners and displays to give a visual reminder that it is a litter-free event and that commitment is needed to keep our environment clean and green (You can also include your reminder on any flyers or posters that you are producing for the event); engaging directly with your audience through anti-litter and waste management promotions; and informing local media of your efforts to green your event. Volunteers Motivated volunteers are important to the overall success of greening your event. Volunteers could: Monitor and empty waste and recycling bins regularly Conduct occasional sweeps of the site to keep your event litter-free
After the event Educate visitors at larger events how to separate their waste properly and tell them about the system your event is using. This will help reduce contamination in the different bins To remove all traces of litter and waste created by your event it is a good idea to get as many staff and volunteers as possible to help with the post-event cleanup. To ensure maximum interest and participation among local volunteers and the community you should circulate details of how to get involved well in advance of your event.
Conwy County Borough Council Public Conveniences For Events The question of how many toilets, what kind, and where to put them is always a concern, particularly for large outdoor events. The keys to the successful incorporation of toilets into an event are listed below in the example plan. Element of Provision Description Cost Existing facilities Number of units Duration of opening Location of units Servicing schedule Existing council owned public toilets can be used for events. Please contact the Assistant Manager, Street Scene to discuss this further. Phone Environment Advice (01492) 575337 The Health and Safety Executive (HSE) recommends that, when estimating the number of units required at an event, consideration be given to the duration of the event, the perceived consumption of food and beverages (particularly alcohol) by the audience, timing of breaks in entertainment performances, provision for children or elderly who make take longer to use a facility, and weather conditions and temperature. Consider opening toilets before the events for use by staff, stall holders etc and closing the toilets after the site has been cleared. Where possible, toilets should be located at different points around the event site to minimize crowding and queuing problems. Attention should be given to accessibility for servicing and emptying. At a minimum, units should be cleaned and checked for supply replenishment (e.g. toilet paper) at two-hour intervals, and a plumber should at least be on call for short events and on site for longer events.
Conwy County Borough Council Further information Running a Bar (Apply for a licence see Licensing section) Arrange sale or return from a wholesaler. They will also supply polycarbon glasses. Remember to stock soft drinks and you MUST provide drinking water. One bar person can serve 80 drinks an hour. Allow 3-4 drinks per person attending the event. Allow 10% of your estimated income as a bar float. 5 notes and 1 coins are most important. Arrange power for a cooler and supply of ice. Arrange wash facilities for glasses and staff. It s easier to serve cans and bottles but wholesalers may be helpful in providing small kegs. Contact your local brewery and serve local beer. REMEMBER You will require a licence to sell alcohol. TIP If this all seems too much trouble, consider interesting a local publican in running the bar. Come to an agreement over how much you will charge as a concession fee or base an agreement on percentage of profit or turnover. One advantage is that the publican would have a Personal Licence and would be known to their Licensing Authority.