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Contents Page

Event Plan & Risk Assessments Process 2

Risk Assessment Guidance 3

Risk Assessment Checklist 4

Accident & Incident Reporting 7

Cancer Research UK Insurance 8

Licences 8

Venue Contracts 9

Children at events 9

Lost Children 10

Equipment & Service Suppliers 11

Caterers 12

Medical Providers 13

Face Painters 14

Bouncy Castles 16

Manual Handling Top Tips 18

Emergency Procedures 19

Index of documents 24

Event day documents checklist 24

Relay for Life Logistics Chair Manual

Keeping your event safe, legal and fun!

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Event Plans & Risk Assessments

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Risk Assessment Guidance

Doing a risk assessment will help you to protect yourself and other people who could be harmed by activities that you’re planning. It involves looking at what could cause harm and how that harm could actually happen, and then checking you’ve taken the necessary precautions. The Health & Safety Executive (HSE) recommends these ‘Five steps to risk assessment’:

Step 1 – Identify the Hazard

Step 2 – Decide who might be harmed and how

Step 3 – Evaluate the risks and decide on precautions

Step 4 – Record your findings and implement them

Step 5 – Review your assessment and update if necessary.

Remember:

a hazard is anything that may cause harm, eg chemicals, electricity, working from ladders or an open drawer

the risk is the chance, high or low, that somebody could be harmed by these hazards, with an indication of how serious the harm could be.

to use the Risk Assessment form template available on the Event Management Area Step 1- Identify the hazards

First you need to work out how people could be harmed.

Visit http://www.hse.gov.uk/risk for practical guidance on where hazards happen and how to control them.

Walk around the event venue / area / course and look at what could cause harm.

Ask advice of other volunteers or the venue owner, who may notice things that are not immediately obvious to you.

If you’re using any equipment, check the manufacturer’s instructions for information about any hazards and risks involved.

Remember to think about long-term health hazards too, eg high levels of noise. Step 2 – Decide who might be harmed and how For each hazard, be clear about who could be harmed so you can decide on the best way to manage the risk. Identify groups of people rather than individuals, eg suppliers, members of public, volunteers.

Consider how each group might be harmed, eg volunteers may suffer back pain from lifting marquees.

Some points to remember: o Some groups have particular requirements, eg young or disabled people, pregnant women. o Some people may not be at the event all the time but could still be harmed by activities e.g.

suppliers, spectators, members of the public. o Anyone sharing the event venue may be affected by your activities. o Consider how people may be harmed during the set up and breakdown of the event.

Step 3 – Evaluate the risks and decide on precautions Having spotted the hazards, you then have to decide what to do about them. The law requires you take reasonable steps to protect people from harm. Look at what you’re already doing to control the hazards you identified.

Consider whether you can remove the hazard altogether or how you can control risks so that harm is unlikely.

When controlling risks, apply the principles below, if possible in the following order: o Eliminate the risk (e.g. by hanging decorations at a lower level so there is no work at height) o Try a less risky option (e.g. change the route of a run to avoid a busy road) o Isolate the hazard by preventing access (e.g. putting a cage around a generator) o Reduce exposure to the hazard (eg put barriers between pedestrians and traffic) o Issue personal protective equipment (eg clothing, footwear, goggles etc) o Provide welfare facilities (eg first aid and washing facilities).

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Step 4 – Record your findings and implement them Use the risk assessment template provided by your staff contact and keep it simple e.g. ‘Hazard = tripping over rubbish. Control = bins provided, regular checks for rubbish/litter to be made’. This will show that:

o you’ve done a proper check to identify a full range of hazards o you considered who might be affected o you dealt with all the significant hazards, taking into account the number of people that could be

involved o your precautions are reasonable, and the remaining risk is low.

Record any actions or improvements you need to make.

Make regular checks to ensure the control measures you identify are still working.

Ensure there are clear responsibilities for the actions and control measures, ie who will lead on what, and by when.

Prioritise and tackle hazards that could cause most harm first.

Step 5 – Review your risk assessment and update if necessary Events may change during planning and on the day. You may add new activities, locations or equipment, which may present new hazards, you will need to: review the risk assessment to make sure it stays up to date.

set a review date before your event and to do another review on the day of the event, adding in any updates or changes.

Risk Assessment Checklist

Slips, trips and falls

Are there any loose carpets, rugs, mats or floor coverings?

Are there any loose or uneven tiles, paving stones or floorboards?

Can you see any loose cables or other obstructions?

Are there any spillages of oil, water or other liquids?

Are there any worn, steep or uneven steps or stairs?

Are handrails available?

Are car parks, yards, paths and steps even and well-maintained?

Are there any potholes, tree roots or unprotected drops?

Can you see any long grass or undergrowth?

How will wet weather affect paths or access routes?

Is lighting adequate particularly in stairwells, cellars, basements, emergency exit routes, paths, car parks,

steps?

Working at height

Have you made arrangements for safe light-bulb changing, putting up decorations, etc and told people about

them?

Are there any unprotected mezzanine floors?

Are ladders in good condition and used securely?

Are there any unprotected openings, high walkways or low level handrails?

Vehicle movement

How will vehicles be kept separate from pedestrians?

What plans are in place to control traffic and vehicle movement?

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Will there be car parking stewards?

Are there clear entrance and exit routes for emergency service vehicles?

Is there any vehicle restrictions imposed by the venue?

How will you ensure that vehicles do not cause any damage to the venue?

Electricity

Are electrical appliances in good condition?

Can you see evidence of unauthorised electrical appliances or temporary wiring?

Can you see any evidence of damage to wiring?

Have you sourced competent suppliers to provide electrical equipment?

Gas

Are all gas appliances in good condition?

Have you made sure any fixed gas boilers or heaters are maintained and inspected?

Are gas cylinders in good condition?

Have you made arrangements for the safe use, storing and changing of gas cylinders?

Hazardous substances

Are hazardous substances stored correctly, e.g. petrol?

Is personal protective equipment provided e.g. gloves, aprons, eye goggles as needed?

Food and drink

Do caterers have experience of the type of event you are putting on and a documented food safety

management system?

Do you have enough caterers for the number of people attending the event?

Have non-professional people providing food been made aware of the Food Standards Agency safe food

preparation guidelines?

How will you reduce the risk of burns from hot food and drink?

If you are offering food e.g. barbecues have you applied hygiene rules? This website offers some really

useful safety advice for barbecues http://www.food.gov.uk/news-updates/news/2012/jul/bbqsafety

Equipment

Has equipment been sourced from competent suppliers?

Is equipment in good working order?

Is machinery/equipment set up, operated and monitored by people with the correct training?

Is equipment stored securely?

Manual handling

Have you considered what needs moving where and by whom?

Can you avoid manual the handling activity?

Have you provided aids to manual handling, e.g. trolleys or protective clothing e.g. gloves?

Do you need any other specialist equipment?

Have you made arrangements for safe manual handling and to let people know about them?

Fire

Have you identified:

combustible materials, flammable liquids or accumulations of waste?

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Sources of ignition i.e. heaters, people smoking or other sources of heat?

The location of fire exits and escape routes and ensured they are well signed and accessible?

Any fire detection and fire fighting equipment that is installed?

Have you devised and communicated evacuation plans?

First aid emergencies

Which professional people with first aid training will be available e.g. St John’s Ambulance, Red Cross?

Are you providing first aid equipment?

Do people know the procedure for dealing with accidents?

Personal welfare and safety

Are people working alone? Are people working when it is dark? Are people able to raise the alarm to call for

assistance if necessary?

Are refreshments available and is it possible for people to take breaks?

Money collecting and handling

Will large amounts of cash be collected?

Is there someone in charge of handling cash?

Is there a secure place to collect, count and store cash?

Other activities

Are there any other hazards involved in any of the activities at the event, eg people being hit by golf balls,

wildlife mixing with people or falling branches?

Have you considered hazards associated with the age of participants and the activities involved?

Are there any risks for pregnant women?

Are you providing disabled access?

Have you planned for adverse weather, e.g. extreme temperatures, heavy rain or thunder storms?

How will you manage lost children at the event?

Children attending the event should be accompanied by their parent/carer. Volunteers should not be in a

position where they are left alone with a child.

Where applicable have you received parental permission for children that are attending the event?

Will alcohol be on sale at the event?

Do you have all the relevant licenses for the event?

How would you manage a major incident on site, e.g. a bomb threat, site evacuation or death?

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Accident & Incident Reporting

Please Note: When posting documents ensure to: 1) Place documents in a sealed envelope. Label envelope ‘RESTRICTED’ 2) Write your name & address on the back of the envelope as the return address 3) Place the sealed ‘RESTRICTED’ envelope into another envelope and ensure the address is clearly written 4) Write your name and address on the back of the outer envelope as the return address.

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Cancer Research UK Insurance

The Charities Public Liability Insurance covers the charity for injury, loss or damage suffered by third parties if caused by our negligence.

If you are registered with the charity as a volunteer or committee your events will be covered under Cancer Research UK insurance providing the processes outlined in these guidance documents are followed.

If an injury, loss or damage occurred to someone at an event as a result of something you or a member of your committee had or had not done this person would normally be protected by CRUK insurance and our insurance would pay any compensation owed.

Fundraising activities organised by Relay teams are not covered by Cancer Research UK’s insurance and the organiser of the activity will need to make their own individual insurance arrangements.

FAQ’s Does the charities insurance cover third parties coming along to Relay events such as a dance troupe putting on a display for free? If anyone were to be injured at an event as a result of something you had or had not done then our insurance would cover them. However you should always ask that any companies or third parties like dance troops, bands,have their own insurance and they should do if they are a professional organisation. If anything looks unsafe on the day do not use the equipment or stop the activity. If you are concerned about any activity or on site suppliers please discuss with your staff contact. Include all activity of third party suppliers on the event risk assessment.

Does the charities insurance cover Relay teams on the day of the event? If a member of a Relay team was injured at an event as a result of something the committee had or had not done the charity’s insurance policy would pay compensation claims. However if a member of a team injures someone or causes damage to something in the course of their fundraising or while at the event and someone decides to claim compensation against that team member the charity’s insurance would not cover this.

My Committee are holding a dinner dance for 100 people at a barn I own on my private land. Is the barn covered by Cancer Research UK insurance as this is where I am holding the event? The insurance would not cover the barn itself if it for example burnt down but Cancer Research UK insurance would pay for any compensation claims for injury or damage to anyone attending the event where the injury or damage was caused by something the committee had or had not done.

Licences

Some activities will require a licence including:

Providing alcohol or entertainment (including recorded music)

Holding a raffle, lottery or auction

Any sort of public collection

Putting up banners or signs in public places

This is not an exhaustive list so you should check with your local authority if you think you might need a license for anything at your event. Below are some common licenses you may come across:

Performing Rights Society (PRS) Licence – this is legally required for the live performance or public playing of copyright music by any means. This includes jukeboxes, CD’s, video, radio, TV or live bands and discos. For your Relay for Life events this has been arranged for you and if you are asked about this you can confirm that we are covered and quote our account number 615505.

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Premises Licence – this is legally required if you are supplying alcohol, providing regulated entertainment or providing late night refreshments. Regulated Entertainment includes:

o Live music o Indoor sporting event o Recorded music o Boxing or wrestling (indoor or outdoor) o Dance o Provision for dancing facilities o Theatrical performance o Provision of facilities for making music o Film exhibition

If you think you maybe affected by the other stipulations of the Act you should ask if the venue has a Premises License. If they do not, speak with your staff contact for further advice.

Temporary Event Notices (TEN) If the venue does not have a Premises License in place and one is required a TEN can be applied for from the Local Authority

Consider if any of the activities at the Relay would mean that the event will require a TEN

If you are planning on playing live or recorded music at the event this is not the main purpose of the event which is the Relay itself and does therefore not on its own require the event to have a TEN

If the Relay will be subject to any of the terms of the Licensing ask the venue owner if they hold a Premises License that covers the activity in the area the event is being held. If not,

A TEN must be completed and 2 copies sent to the council who are the licensing authority and 1 copy to the police no later than 10 days before the event along with the fee (£21 at this time).

Collections and the Law If you wish to carry out a collection to raise funds please inform your CRUK staff contact well in advance so that they can provide you with the Cancer Research UK Collections Guidance document. This guidance document will ensure your activity is compliant with the law.

To collect in the street you need a licence from the local council who will also give you a set of rules to follow during your collection.

House to House collections are also illegal without a licence.

To collect on private property, for example in a shopping centre, you need to ask for written permission from the person or organisation responsible for the private land.

Static collection boxes need to be clearly labelled with Cancer Research UK’s name, address and charity number

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Venue Contracts

Children at events If adults are put in charge of supervising children e.g. lost children or children’s activities you need to make sure

the appropriate checks have been carried out. One way to check a person is suitable for the role would be to ask if they have a Criminal Records Bureau (CRB) check, see the Direct Gov website for more information

http://www.direct.gov.uk/en/Employment/Startinganewjob/DG_195809.

Individuals can not apply for the CRB check themselves and CRUK are not registered with CRB so cannot request CRB checks. You can decide to accept previous CRB checks from other jobs as a measure of controlling the risk the person would pose to children at the event.

Nurses, school teachers, leisure centre staff and scout/guide leaders will be CRB checked as part of their jobs so you may want to approach people from these professions for roles that may involve supervising children.

When deciding if you will accept a previous CRB check consider the following: o the length of time since the check was issued o the level of check needed o the role the check was issued for o the role that the person will be doing on the event day

If someone does not have a CRB check consider what alternative precautions you could take e.g. collecting references, using someone you know and trust and ensuring children are never left alone with just one adult.

Arrangements for CRB checking in Scotland are slightly different in that individuals can apply for a basic CRB check themselves through Disclosure Scotland however this is can be a long process. You should apply the same precautions you do for events in England and Wales as described above.

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Lost Children

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Equipment & Services Suppliers

CRUK require suppliers of equipment or services including aerobics instructors, masseurs, first aid and any other activities hired or bought into have public liability insurance with £5 million indemnity and you MUST obtain copies of public liability insurance certificates and risk assessments before the event day.

If suppliers have a lower limit of Indemnity, or you are unsure whether the risk assessments are suitable, discuss with your staff contact before hiring.

Items of low monetary value e.g. marquees lent to us by members of the public we would not ask for public liability insurance just confirmation that the equipment is in good working order.

If during the course of the event damage is caused to something that had been borrowed then CRUK insurance would cover this. However if the equipment we are borrowing is very expensive please discuss with your staff contact prior to accepting the equipment. CRUK insurance policy has £1000 excess for damaged items.

If you are concerned about the safety of any equipment on event day it should be taken down/removed.

Generally it would not be expected for non-professional dance/music acts e.g. group of friends in a band / cheerleading group to have their own public liability insurance but if you are unsure of who would be covered please ask your staff contact for advice.

Include any on the day activity in the event risk assessment.

If an item of equipment is provided by a professional company or a local authority it is their responsibility to ensure all equipment is safe.

Only authorised personnel can erect or dismantle specialist equipment e.g. scaffolding, stages, PA systems

PA Systems should have a Portable Appliance Test (PAT) certificate to indicate equipment is safe.

In cases where people maybe claiming to be contributing profits to Cancer Research UK but you are not sure they are genuine you should speak to your staff contact and ask them to check they are registered.

Supplier contracts:

Contract Value Action

No charge Send ‘Free of Charge’ letter

£1-£1000 Committee sign & return with ‘Supplier Appendix Letter’ stating insurance position.

Over £1000 CRUK staff to check & sign

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Caterers

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Medical Providers

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Face Painters There are no official qualifications needed to be a face painter but the activity should still be risk assessed, undertaken safely and using products which are safe and conform to the Toy Safety Regulations. There are good and bad practices that you should look out for. Face painters should:

Use professional water based make-up that is hypo-allergenic, anti-bacterial, non-toxic. The main brands are Grimas, Kryolan, Snazaroo, Mehron, Ben Nye and Fardel.

Have clean equipment, brushes, sponges, paints and water.

Use one sponge per child.

Ask parents/guardian about any allergies the child has

Do Not paint the face of anyone: under 3 years old; with food or skin allergies without a skin test; with cuts or open sores on their face; with a cold sore or conjunctivitis or any other known infectious skin condition.

If a volunteer wishes to undertake face painting this will be covered by Cancer Research UK’s Public Liability insurance as long as the guidance within this document is followed. If the committee is charged for the service the face painter must have Public Liability insurance (that also includes Product Liability insurance) of between £2M and £5M. Below are examples of bad practice:

Face painters may also have (though not essential):

A parental consent form

Health and safety guidelines, booking forms or terms and conditions

A CRB check that you can ask to see. If they do not have this think about what other measures you can put on place to protect the child for example asking for previous job references from the face painter and following the guidelines below.

o Position face painting area in the main event site and not out of the way. o Insist that the parent/guardian remains with the child when they are having their face painted and that

the face painter is never left alone with a child. For further information see the Face Painting Association website http://www.facepaint.co.uk/

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Bouncy Castles What information should you be requesting from your Bouncy Castle Provider? The following documentation should be received BEFORE the event:

Public Liability Insurance

Risk Assessment

Manufacturer's instructions for use/Safe Operating Instructions

Copies of the Inspection certification for the equipment The Risk Assessment The risk assessment should cover the main hazards associated with use of bouncy castles including:

Instability and blowing away in windy conditions

Situations caused by loss of pressure as a result of failure of the fabric, zips and seams, failure or loss of power to the blower or disconnection of the blower or litter blocking the air intake &/or

Falls from the structure

Tripping e.g. over anchorage's

Injury to users caused by boisterous behaviour

Access to dangerous, inadequately protected machinery

Electrical hazards

Injury to users caused by wearing inappropriate clothes & shoes

Suffocation & entrapment

Risks associated with erecting and dismantling the equipment. Inspection Certificate

The Health & Safety Executive (HSE) recommends that every inflatable should be thoroughly examined at least every fourteen months by either ADIPS or PIPA. These are inspection schemes that check the equipment meets the required standards.

The inspection should cover the blower, inflatable and the electrical installation.

The air blower should have a valid safety test sticker visible. Where should the bouncy castle be sited? The castle should be sited in the safest location possible and this should be considered via the risk assessment and take into consideration site specific factors for example:

Proximity of overhead cables

Proximity to perimeter fences and vegetation

Foreseeable hazards in the immediate area e.g. ponds, car parks where there will be vehicle movement

Non-inflatable gym mats or equivalent soft landing material of minimum 3cm (one inch) to maximum 12cm (five inches) is provided to cover hard surfaces adjacent to the device.

Clear access and egress is maintained. If through risk assessment you decide that there is no safe location at your site, then the bouncy castle should not be used. How should the Bouncy Castle be secured?

Suitable and sufficient anchorage for the size of the structure as advised by the manufacturer and considering the wind.

The device should be secured to the ground with stakes where the ground is suitable or using sandbags as weights for example on hard standing.

They can be tied to a vehicle providing it is immobilised and under the control of the operator.

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What supervision should the bouncy castle have?

The bouncy castles should be supervised at all times by the operator who should watch the activity constantly.

The minimum number of attendants needed to operate the device safely will depend on the number of people using the device, the age of the users and the type of environment in which the inflatable is being used.

Attendants should be over the age of 16. What other rules of use should be in place? Operators should:

Ensure users remove footwear (except socks) and any other hard, sharp or dangerous objects e.g. buckles, purses, badges. Glasses are best removed.

Not allow users to consume food or drink or chew gum on the device

Not allow users to obstruct the exit/entrance points

Not allow users to climb or hang on the walls

Not allow users who do not conform to height restrictions to use the device. Height restrictions will depend on the individual bouncy castle.

Have measures in place to be taken in the event of power failure

Report any accidents to the Event Chair

Keep users off the device when it is being inflated or deflated

Prohibiting somersaults and rough play and attendants should use a whistle or other signal and take action at the first sign of misbehaviour.

Separate larger more boisterous users from smaller ones

Limit the number of users at any one time.

Have the electrical supply be connected into an RCD.

Carry out daily checks before the first use on any day following the manufacturer's or supplier's advice. Should the bouncy castle be used in adverse weather?

Bouncy castles should not be used when winds or gusts are in excess of the maximum safe wind speed specified by the manufacturer or in wet or damp conditions.

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Manual Handling Top Tips

PLAN AND PREPARE

Asses the task – What needs to be done and how?

Assess the load – What is the weight, size, contents?

Asses the individual – only you know your capabilities!

Assess the environment – are there any obstacles? What is the ground like? What is the

weather like?

CHECK YOU STANCE

Are you balanced? Are you stable? Think of the stance of a boxer.

KEEP KNEES AND HIPS SOFT

KEEP LOAD CLOSE

Get closer than you think.

Object should between your toes when lifting

DON’T TWIST

Keep shoulders and hips in alignment as a golfer does.

Keep nose in line with navel.

USE YOUR LEGS

All safe movements use the bottom half of the body for power.

KEEP JOINTS IN MID RANGE

Keep your head above your knees above your feet. Imagine the

position of an astronaut in space or how you lie in the dentist chair.

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Emergency Procedures

Adverse Weather

Adverse weather is weather that may have an adverse effect on the production of an event. E.g. flooding, extremes of temperature, high winds or snowfall. Whilst the weather is something that we cannot control it is important that we have plans in place to ensure we can minimise the risk to everyone attending an event

Include adverse weather considerations in Risk Assessment.

Think about weather at the time of year & location of the event.

Consult venue owner i.e. is the area prone to floods, high winds.

Monitor weather forecasts in the run up to events and conditions throughout mobilising plans if weather becomes adverse.

Where adverse weather occurs during an event that may require it to be cancelled then follow the event cancellation procedure.

Consider the safety of those on site along with the impact of cancelling the event and evacuating the site. Heavy Rain/ Flooding

If the venue is liable to flooding we strongly recommend that you consider finding an alternative venue

Identify any local conditions i.e. rivers that may be in the local area that may increase the flood risk.

Monitor the event location in the run up to the event for any visual signs that the site may be flooded. High Temperatures/ Heat Wave

Extreme heat is dangerous to everyone. During a heatwave, when temperatures remain abnormally high over more than a couple of days it can prove fatal, particularly among certain at-risk groups.

Communicate to teams in advance to bring plenty of water, parasols and sunscreen even if this has to be by e-mail the day before

Communicate throughout the day to encourage walkers to do fewer laps in between breaks, take on plenty of water and use sunscreen as recommended on packaging

If necessary obtain extra supplies of water form local supermarket/venue or bring in additional caterers to cope with increased demand.

Reduce the length of the warm up.

Take advice from staff contact who will be working with the Safety, Health, Environmental & Quality Manager monitoring the situation and information received from the Met Office.

Follow any extra guidance that is issued for periods of hot weather. Low Temperatures/ Ice/ Snow

The main hazard is likely to be that paths and routes may become icy and be slippery to anyone using them.

Heavy snowfall would undoubtedly put a running event at risk of cancellation as it would be difficult to clear the route and ensure its safety.

Discuss with the venue whether they have or will be able to supply grit or salt to treat relevant routes. High Winds

In the past high winds have resulted in event cancellations.

Consider taking down any branding, flags or marquees that may not withstand heavy winds.

Follow guidance for specific pieces of equipment e.g. marquees.

Consider any effects high winds will have on your specific venue. Many venues will have trees so there may be an issue with falling branches.

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Animal Rights Protestors

If you are questioned about the use of animal testing at Cancer Research UK provide a copy of the charity animal rights statement available on the tools area or the internet.

Ask protesters to stand outside the area that you have hired for the event and not to obstruct the event.

If protestors cause a disturbance or are being aggressive contact the police.

Call the On Call Manager if assistance required on the day.

Inform your staff contact the Monday after the event.

Complete an incident form and follow the accident & incident reporting process Bomb Threats & Suspicious Packages

If a bomb threat is received obtain as much information as possible.

Immediately telephone 999 and take advice from the police

Assess what makes an item suspicious i.e. has it been specifically hidden or is it a bag that may have been left whilst someone takes part in the event?

Clear 200m area around package

Do not use mobile phones or radios

Cancel or delay event.

Inform your on call manager on the day.

Inform your staff contact the Monday after the event.

Complete an incident form and follow the accident & incident reporting process Event Cancellation or Postponement

Call your staff contact (pre 5pm Friday before weekend event) or On Call Manager (post 5pm Friday before weekend event) and discuss the reasons behind the proposed cancellation.

Once you have confirmed the cancellation with your staff contact call each of the team captains to let them know

Liaise with the local police, venue and other partners to address any issues with traffic and safety arising from cancellation

Decide whether stewards & marshals may still be appropriate as large numbers of participants may not be aware the event has been cancelled.

Contact local media for them to inform participants of cancellation

Ensure everyone who would be attending the event such as suppliers, aerobics instructor, commentator and volunteers are informed.

On the day of the event:

Be on site at the usual set up time to ensure any suppliers who turn up are told about the postponement /cancellation

Put up signage so that supporters can still get to the car park/event site if they still travel to the event.

Use other committee members, or volunteers to explain and apologies for the cancellation/postponement to any participants who arrive. These committee members/volunteers must be given a full briefing

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Fire

Familiarise yourself with venue’s existing fire procedures and evacuation plans.

Include fire provision within the risk assessment process.

Ensure safe separation distances between tents (min 6m apart).

Ensure entry and exit points are adequate and people can enter/leave the site safely without obstruction.

Be aware of activity on site that may cause a fire and include them in your risk assessment. I

Be particularly aware at Candle of Hope Ceremony.

If a fire is discovered and is not under control dial 999 immediately.

Contact on call manager for support.

Follow site evacuation plans if necessary.

Consider the requirements of people with special needs.

Consider delaying or cancelling event if necessary.

Complete an incident form and follow the accident & incident reporting process

Medical Incident and Fatality

Contact medical team to attend incident.

Medical Provider responsible for contacting emergency services.

Establish individual’s identity

Locate kin/friends at event and ensure volunteer/medical provider supports them.

Contact next of kin not at the event inform them their friend/ relative has been taken ill and inform them which hospital they are being taken to. Do not go in to any further detail as to what has happened or speculate as to their condition.

Gather as much information as possible about incident.

Do not send committee members or volunteers to the hospital.

Give regular updates to On Call Manager

Advise venue contact

Check committee/volunteers ok and ask all details to be kept confidential.

Inform staff contact the Monday after the event

Complete accident/incident form and follow the accident & incident reporting process On Call

You will be provided with the on call manager number, make sure you have this with you on the day.

Your staff contact will provide you with the name of the on call manager for your event. Include this in your event plan.

The On Call Manager must be contacted if: The Committee are unable to deliver the event. There is an accident or incident where committee requires assistance. First Aid or PA provider does not show up on the event day If circumstances arise where you feel it is necessary to consider site evacuation, event cancellation or

delay. There are any other significant incidents.

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Site Evacuation

During planning identify a safe assembly point and whether there are sufficient exits from the event area by which people will be evacuated.

There should always be more than one exit route from an event site.

Where an event or activity is taking place in a building these exits should already have been identified by the venue owner.

Ensure exit routes are clearly marked on any site plans.

Identify who will be responsible for authorising and completing an evacuation, they must be contactable at all times.

For events/activities taking place in buildings the venue owner would generally be responsible for authorising and completing an evacuation, this should be confirmed during the planning stage.

Identify what assistance will be required during the evacuation process and any key roles from individuals on site. It is important that all individuals who have key roles are aware of them and where necessary have been given adequate training.

Decide how the site evacuation will be communicated to individuals on site i.e. by radio, PA announcement or verbal communication. Avoid creating panic amongst those on site i.e. avoid using terms such as ‘fire’ or ‘bomb threat’.

Inform local police of any site evacuation as this is likely to have an effect on local roads and transport routes.

Inform the On Call Manager who can provide assistance.

Complete an incident form and follow the accident & incident reporting process Theft

Use sealed branded buckets or collection tins to collect donations.

Cash received should be collected, counted and recorded by at least two individuals, with one being a committee member.

Cash must be counted in a secure environment and held in a secure place

In the event of a theft taking place do not put yourself or others at risk, step away from aggressive behaviour and call the police.

Complete incident form and follow the Accident & Incident Reporting Process on page 7.

Inform the On Call Manager if advice is needed.

Plan in advance how you will deal with money on the day

Carefully record the amounts given out at the start as cash floats

Reduce money at stalls or with volunteers to minimum float levels frequently

Income generated should be checked against items or services sold for reasonableness

During the event keep extra money in a locked room, locked boot of a car or a safe if available.

Try to arrange for money to be taken to a bank or building society regularly

For collections out of bank hours, investigate the use of a bank’s night safe for depositing cash.

Organise a secure pick up for amounts over £4,000, your staff contact can advise you on how to do this

If a night safe or security company is not available and you must keep the money at home− keep the money hidden in a locked drawer, safe, cupboard or filing cabinet.

The following rules must be applied during the fundraising activity, afterwards when transportation occurs

and when funds are stored before they banking. ‘Persons’ should be responsible adults, over 18s

Money Limit Minimum number of people that MUST accompany

money

Up to £2,000 2 persons

£2,001 to £4,000 3 persons

£4,001 to £10,000 4 persons

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Third Party No Show

Confirm any arrangements with suppliers in writing.

In the week running up to the event re-confirm arrangements.

Collect on the day contact details for all third parties and ensure they are included in your event plan. These should be mobile not office numbers.

If the no show is confirmed in the days prior to the event then there may be time to arrange another supplier.

If a third party that is key to the event e.g. first aid has not arrived on site by the agreed time and they either confirm they are not attending or are un-contactable advise the On Call Manager.

Use the specific scenarios listed below to decide what impact this will have on the overall event and what further actions may be required. Medical Provider

Contact the on call manager immediately if the medical provider does not show up on the day

Where no suitable alternative arrangements can be made and there is specific concern of the safety of participants and supporters the event may have to be cancelled. PA Supplier

The lack of a PA system would not automatically require the event to be cancelled but other ways of communicating to the participants and supporters must be established.

Check whether the venue has an existing PA system that may be available.

Try to source another local supplier via venue contacts.

For small events a hand held megaphone may be sufficient to communicate to the crowd.

If none of these are available consider using several volunteers to communicate key messages verbally.

Contact the On Call Manager for support and advice if you are unable to find a solution Caterers

Consider if there is another source of drinks and food such as on-site drinking water taps or local shops.

Send someone to a shop to get some emergency supplies of water.

Inform participants that there is no caterer allowing them to preserve the refreshments that they have. Communication

Consider borrowing some radios from other suppliers e.g. medical providers or stewards on the day if available.

Exchange mobile phone numbers with volunteers on site and ensure they know how to communicate in an emergency.

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Index of Documents

The following documents referenced in this manual can be found on the Event Management Area:

Risk Assessment Template

Event Plan Template

Free of Charge Letter

Supplier Appendix Letter

Accident Forms

Incident Form

Lost Child Form

Temporary Event Notice Factsheet

Catering at home leaflet

Caterers Database

Caterers H&S Questionnaire

Animal Rights Statement

Event Day Documents Checklist You should at a minimum have the following documents with you on event day:

Risk Assessment

Event Plan

Accident Forms

Incident Forms

Supplier risk assessments

Catering at home leaflet

Lost Child Form

Animal Rights Statement