University of Salfordevent Safety Code of Practice V1.4

University of SalfordEvent Safety Code of Practice V1.4

Event Safety Code of Practice

Effective from 26 August 2008

Version Number: 1.4

Author: Safety/Fire Safety Officer
Health, Safety & Wellbeing

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University of SalfordEvent Safety Code of Practice V1.4

1.0Purpose

The University plans and arranges many events for a variety of people. In order to ensure staff, students and visitors remain safe on our premises; the following information will help with the preparation, planning and implementation for each event.

2.0Scope

This code of practice applies to anyone responsible or involved with the planning of an event for the University or on University premises.

3.0Code of Practice Statements

3.1 Stages to follow

Step one - Gather information and plan the event

Include:

• The name and competency of the event organiser
• Description of the event
• Start & finish times
• Audience size and profile
• Access and egress
• Identify others involved in the event
• Identify who can provide advice or assistance
• Identify contractors or other service providers
• Identify any other events or activities taking place, which may be affected by or have an effect upon your event

Step two – carry out a risk assessment to determine the precautions and obtain risk assessments from other service providers

• Carry out a risk assessment of the event
• Only engage approved suppliers and contractors to provide goods and services for the event
• Obtain risk assessments and method statements from approved service providers and contractors
• Use this information to draw up a safety plan and include emergency procedures and access/egress for emergency vehicles
• Consider if any of the operators may have an adverse effect on other providers and if so notify those potentially affected and include this information in your safety plan
• Determine stewarding levels required and competency/accreditation

All service providers and contractors working for the University or on University property must hold a minimum of £5million pounds public liability insurance.

Step three – plan implementation and share information

Set deadlines and

Share the information with others involved in the event planning and management and those providing services

Only the University Estates & Property Services Division can approve activities that involve constructing or fixing to the University Estate and Grounds.

Step four – following the event, review the success and record observations for future planning

Preparation and Planning

Before you plan your event, you must contact the Events Teamfor further information. The main function of the Events Team is to plan and oversee events. They have a number of contacts and can provide advice and guidance where required.

Once you decide if you are going ahead with the event, contact the Health, Safety & Wellbeing Department for specific health and safety advice.

The following items may assist with the preparation and planning of an event. In addition, some further useful contacts are included where appropriate.

3.2 Licensing

Many types of event require a license in order to comply with the law. These include:

Sale or supply of alcohol

Public entertainment e.g. music and dancing

Theatre

Cinema

Late night refreshment

Operation of a registered members club

If your event contains any of these elements please ensure that you contact the Events’ Team for further advice.

3.3 Film crews

Film crews on university premises must be arranged through the Events Team. Film crews are regular visitors to University premises. They will all be required to provide risk assessments and method statements outlining how their risks will be managed. Generally, this should include reference to trailing cables, lighting rigs and the impact upon existing building users, etc.

Nothing may be fixed to the structure of the building, i.e. no drilling, removal of existing wall hangings, moving of ceiling tiles, etc. is permitted.

Where access to roofs is required, permission will be needed from the Estates & Property Services Division. If permission is granted, a permit will need to be obtained.

No scaffold can be erected outside any building without permission from the Estates & Property Services Division and Health, Safety & Wellbeing.

3.4 Barbeques

Barbeques are permitted outside and can be provided through the catering contractor. The Hospitality Services will provide you with a risk assessment specific to the location of your event.

Contact Estates and Property Services for more information.

3.5 Alcohol

If you are planning to serve alcohol you will require a Temporary Event Notice. This is specifically for one-off events not covered by an existing premise licence. Events of this nature are restricted to a maximum capacity of 499 people and can last no longer than 96 hours. A minimum of 4 weeks notice is required for all applications.

To apply for a Temporary Event Notice, contact the Events Team for further advice on how to apply.

3.6 Bouncy castles/inflatables

Bouncy castles are not permitted at University events. They pose a significant risk to health and safety and have Insurance implications, which are too onerous. Certain inflatable devices may be permitted on supply of a suitable and sufficient risk assessment; evidence of competence of device operator; and in consultation with Health, Safety & Wellbeing.

3.7 Use of outdoor space

If the event is taking place on University outside space, Estates & Property Services Division permission will be required.

The Estates & Property Services Division will also need to confirm that there are no underground services or overhead cables, which may be affected by the event or pose a risk to safety.

When planning the layout of the event, always ensure that fire hydrants are not obstructed and that vehicle access to them is maintained.

3.8 Marquees

Frame tent type marquees should always be specified, no pole marquees with guy ropes will be permitted.

Marquee fabric should be labelled with fire safety standards. Look for standards BS 7837 in new tents and BS 5438 in older tents.

Consult Health, Safety & Wellbeing for advice relating to a fire risk assessment of the marquee structure. As a general rule, marquees for more than 50 people must have at least 2 exits leading to different areas; the inside travel distance should be no more than 24 metres; and the exits must be clearly signed with standard fire exit signs. Fire extinguishers will also be required specific to the risk inside the marquee.

3.9 Electrical Equipment

All electrical equipment used on University premises must be portable appliance tested, otherwise it cannot be used. If evidence of a valid portable appliance test is not available, contact Estates and Property Services who may be able to undertake testing on your behalf.

You must obtain permission from the Estates & Property Services Division before allowing contractors, etc. to connect to the electrical supply

3.10 First aid provision

All events should have a minimum of 2 trained first aiders available throughout the event.

3.11 Welfare facilities

If you are planning an outdoor event, you will need to ensure adequate welfare facilities are available. As a general rule you should provide the following:

Female – 1 toilet per 120 females

Male – 1 toilet per 600 males plus 1 urinal per 175 males

Handwashingfacilities = 1 per 5 toilets

3.12 Supervision

You will need to consider what level of supervision is appropriate for the type of event you are planning. Contact the Health, Safety & Wellbeing Department to discuss further.

3.13 Emergency Procedures

Each event will need a specific emergency plan. This should incorporate what you want people to do in the event of an emergency and who will be responsible for coordinating and managing the plan during the event.

Contact Health, Safety & Wellbeing if assistance is required.

4.0Code of Practice Monitoring and Performance

The application of this code of practice will be monitored as part of the external health and safety management systems audit.

5.0Related Documentation

Not applicable

6.0Training and Support

Additional support for planning or preparing for an event can be obtained from Health, Safety & Wellbeing, or the University Events Team.

7.0Appendices

Not applicable

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