A GUIDE FOR EVENT ORGANISERS, IN CHARNWOOD

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Content: A GUIDE FOR EVENT ORGANISERS IN CHARNWOOD On Behalf of Charnwood Borough Council 1
INTRODUCTION There are many different types of public events that take place in Charnwood every year. These can range from sporting events to musical concerts; some taking place indoors; some outdoors; some are large and some small. If you're an event organiser this guidance will help you reduce the risk of harm to people attending or working at the event, including yourself. If something does happen then following this advice as you plan your event can aid you to keep control, ensure help is quickly to hand and avoid panic. It is important to remember that when large groups of people gather together a wide range of dangerous situations can occur. There are also many different factors that can influence crowds. As an event organiser you are responsible for and have a legal duty to ensure the health, safety and welfare of the people attending your event, as well as that of the employees, contractors, sub-contractors and volunteers working there. Many public events are not covered by the strict controls that govern sporting events and often take place without consultation with the local authority or emergency services where safety expertise could have been obtained. The aims and objectives of Charnwood Events Forum are to provide the above information to event organisers and to foster good working relationships with them; to compile a comprehensive list of events occurring within Charnwood and to promote best practice and encourage co-operation between members and to make sure that public safety is always in the minds of event organisers. The information given by Charnwood Events Forum is free and is often in addition to any legal requirements or statutory guidance that may apply. If the members of Charnwood Events Forum identify public events that are likely to take place that might compromise the safety of the people attending them, then clearly the appropriate member organisation may have to take action to prevent such events from taking place, unless the necessary safety improvements are implemented. As well as offering guidance to anyone organising a public event, Charnwood Events Forum will endeavour to ensure that such assistance is consistent and will encourage a minimum standard of safety at all events held throughout Charnwood. This booklet is a brief guide explaining what to do if you are organising a public event ­ the guidance is applicable to a wide range of events including fairs, shows, galas, pop concerts, motor sports, firework displays and religious events, all of which take place in Charnwood every year. The guidance can be applied equally to both licensed and nonlicensed events. It is not a substitute for existing technical guidance documents. It should, however, be read alongside them and a list can be found on pages 19, 20 & 21. 2
This booklet also contains safety checklists that can be used to guide you when organising general events or more specifically those held on the highway. The information contained in this booklet is designed to guide you towards the safe planning of a wide range of events. In addition you should contact Charnwood Events Forum where you will be able to take advantage of the expertise available and obtain more detailed specific advice on any outstanding issues that you may have. 3
What does Charnwood events forum do? As well as producing guidance for event organisers, Charnwood events forum meet and discuss those public events that are considered to have the potential to present a significant risk to public safety. The group will also produce an annual list of known events taking place within Charnwood. This will be of particular interest if you are planning a new event and want to check that it will not conflict with events already taking place. Events can be brought to the attention of Charnwood Events Forum via a number of routes: · Direct contact by event organiser with Charnwood Events Forum or one of its members. · Direct contact by Charnwood Events Forum with the organiser or an event, e.g. when the event is advertised in the press has significant implications for public safety, but has not been notified to Charnwood events forum. · Notification to Leicestershire Police at Loughborough police stations. What do you need to do? We want to help event organisers to make their events as safe as possible. In order to assess the risk presented by your event and thereby determine the level of assistance that can be offered, it is important that you provide the following information: · The named organiser of the event and their contact details. · The date and timing of the event. · The type of event you are planning. · How many people are expected? · Details of any special or unusual activities. · The results of any risk assessments that you have carried out. · If your event is open to the general public. · If your event will take place on the highway. · If your event will take place in a public area, such as a park, town centre or open space. · If your event is in a private venue, but because of its size or type of activity planned, there may be some concern for the safety of those attending and those nearby. · Availability of alcohol. · If the event has been held in previous years. Ideally you should inform Charnwood Events Forum as soon as possible especially if you are intending to stage a major event, when planning is likely to take some time. 4
What happens next? Normally we will make note of your plans and possibly send you some safety advice but not take any further action. However, in some cases, the appropriate member organisation may ask you to change some of your plans to improve safety at the event. For larger or more complex events, Charnwood Events Forum may take a more active role. For example we may wish to meet you to discuss your plans and arrangements in more detail. Who is responsible for safety at public events? The organiser and/or landowner are responsible for safety at public events. We strongly recommend that you take out insurance to cover the event that you are organising. We would expect you to have a named person who is responsible for the safety at your event. For larger events this may be a dedicated safety officer with a support team. All events are different and it is impossible to provide specific guidance for every possible eventuality. However, there are minimum safety standards that must be met. 5
Your Event ­ Things to consider Licensing The Licensing Act 2003 came into force during 2005 and changed the existing laws relating to: · public entertainment, · indoor sporting events, · indoor or outdoor boxing or wrestling events and · the sale of alcohol. The following licences are now needed: · A "Premises Licence" will be required where any of the above activities are going to take place. The exception to this rule is for small events which last no more than 96 hours and have no more than 500 people attending at any one time. In these cases a Temporary Event Notice (TEN) can be given by the applicant to the Licensing Authority. There are limits on the number of TEN's that can be applied for. Where alcohol is to be sold in connection with a premises licence there must be a Designated Premises Supervisor (DPS) named on the licence. A TEN notice requires the naming of a Premises User, and supplies of alcohol must be made `by or under the authority of a premises user'. · A "Personal Licence" will be needed by anyone who wants to authorise the sale of alcohol as part of his or her business or event. The DPS must be a personal licence holder. If the event takes place under a TEN then a personal licence is not required. · Licence holders, the Licensing Authority and other agencies such as the police, fire service and health and safety enforcing authority must all act in a way that promotes the four Licensing Objectives required by the Act. · The Licensing Authority (District, City and Borough Councils) will deal with all of the licenses listed above. · The Act creates Responsible Bodies, who have a role in the application process and can make representations to secure conditions which relate to the Licensing Objectives. The Responsible Bodies are: o The Police o The Fire Service o The Area Child Protection Committee o Trading Standards o The health and safety enforcing authority for the land or premises concerned o The Environmental Protection team of the relevant District, City or Borough Council The four Licensing Objectives are the prevention of crime and disorder, prevention of public nuisance, public safety and prevention of harm to children. 6
Further information can be sought from the local Licensing Authority, however it should be noted that the Licensing Authority can only give information and advice regarding legal requirements and the licensing process. The Licensing Authority can not give specific legal advice to applicants regarding their specific proposals which might conflict with its role as the Licensing Authority. Where specific legal advice is required, applicants must seek independent legal advice, or information should be sought from the relevant responsible body. The following are exempt from licensing under the Act: · Genuinely private functions · Live television and radio broadcasts. · Garden fetes and similar "not for profit" activities. · Music or plays associated with religious services or meetings. · Morris dancing or similar and entertainment on a moving vehicle. For more detailed licensing information you should contact your Licensing Authority which is the relevant District, City or Borough Council. Please see contact details at the back of this booklet. Insurance Issues/Public Liability Insurance If you are organising an event it is advisable to have insurance. The extent to which you will need it will depend upon its size and nature. If you are organising a public event you will need to have public liability insurance. Details of insurance brokers can be found in your local Yellow Pages. You will need to ensure that the policy is sufficient to cover the type of event being planned. For large events a minimum of Ј5 million is recommended. It is also advisable to insure against eventualities such as bad weather and cancellation. If you are employing outside contractors always check their insurance cover. It is also advisable to check the health and safety policy statements of any contractor you employ (businesses with 5 or more employees are required to have one by law), their risk assessments for the tasks to be carried out and the systems of work or method statements that have been put in place as a result of these assessments to ensure they will be working safely. If your event is going to be a large public event consideration should also be given to special security measures necessary for the attendance of VIP's or celebrities. special measures should also be implemented should large amounts of cash be accumulated at the event. Leicestershire Police will be able to advise upon such issues (see contacts section). Risk Assessment You should carry out and provide a written risk assessment as the first step in planning your event. This will ensure that adequate health and safety measures are put in place. Employers and the staff employed, this includes volunteers, have a responsibility under the Management of Health & Safety at Work Regulations 1999 to carry out risk assessments. If five or more persons are employed there is a legal requirement to record the significant findings of the risk assessment. 7
This has clear legal implications for large staged events where several staff are employed on its handling and management. Notwithstanding the legal implications, we recommend that all event organisers should carry out and record a risk assessment for all events. An essential part of preparing your overall risk assessment is to ask those third party trader/exhibitors etc who will be participating/attending your event for their risk assessment. This will help you identify the hazard that others will be importing into the event. You need this information to ensure that your overall risk assessment includes all hazards present. Once completed you should share your assessment with participating traders/exhibitors etc to alert them to other hazards of which they may not be aware, and of the measures that you intend to take, and with which you expect them to comply, to minimise any resulting risks. Evacuation In all cases where a crowd is placed in a confined space, either indoors or outdoors, an evacuation procedure should be part of the risk assessment appraisal and plan. Indoor events will probably have A Plan as part of their public entertainments licence. However, this is far less likely for outdoor events. Specialist advice can be sought from various members of Charnwood Events Forum on this issue. Stewards The primary task of a steward is to minimise the risk of injury to the public and event personnel. It is essential that organisers ensure that their stewards do not exceed their lawful powers and stress that they are not immune from prosecution for their actions. Organisers will be expected to provide enough stewards to cater for the size and nature of the event. Staffing levels may differ if the event is staged inside or where children are involved. The findings of any risk assessment will have a bearing when deciding upon numbers of staff. Where statutory limits for the number of stewards are laid down, each task must be listed and evaluated according to its own risk. There will be an increased need for supervision during the hours of darkness or if there are unsound surfaces, adverse weather, alcohol, entertainers or crucial times of an event likely to attract large crowd surges or the presence of vulnerable persons. Stewards should only act on instructions given by the organisers or on the instructions of the Police. It is also important that stewards are readily identifiable by the use of high visibility jackets, tabards or armbands. Training/Briefing The principle of training and briefing of stewards is central to the core of event safety. Whether stewards are provided by volunteers for small community and sporting events or professional stewards are being used for large events, they should all have received training and briefing for their role. The organiser must be aware that the stewards are acting on their behalf to ensure safety. 8
At large events it is good practice for the Police to be invited to play a role in the briefing, especially where officers are to assist in the policing of the event. environmental issues Organisers should have regard for environmental issues. Consideration should be given to whether the venue or highway is environmentally suitable for the type of event proposed. Attention should be given to the concerns of local residents in respect of noise, litter and traffic. Consideration should be given to toilets, hot/cold drinks, communication systems, lighting, tents and any other environmental issues. Organisers should at all times comply with statutory requirements. Fire Arrangements Consultation with Leicestershire Fire & Rescue Service (LFRS) should take place. They can advise on any fire safety, detection and control arrangements necessary for your event. Bonfires or other fire risks at your event IMPORTANT: LFRS fire appliances will not attend your event except for emergency response. It is your responsibility to safely manage and extinguish any fires (such as bonfires) planned at your event. Safety for bonfires: 1. Find safe, firm ground that is well away from buildings, vehicles, large bushes and trees. 2. Build up carefully and be sure to exclude hazardous materials such as rubber tyres, paint tins or aerosols. If building up in advance, check the structure again before lighting for hazardous materials, animals or small children. 3. Light the bonfire from a safe distance. A suitable torch can be made by wrapping rags around one end of a length of metal conduit, soaked in paraffin and then lit with a match. Flammable liquids should not be used to assist in lighting the bonfire. 4. Ensure an adequate safety zone can be provided, for larger bonfires we recommend 15 metres. Simple barriers or ropes can help to prevent unauthorised access. Make sure the safety zone does not compromise the free movement of people at wellattended events and have stewards/marshals at key locations around the fire while it is burning. 5. Make sure you have fire extinguishers on hand in case any burning material is ejected or blown away from the fire towards people of other objects. 6. Make sure you have the means (water, sand, other medium and sufficient competent people) to completely extinguish the fire at the end of the event. Before finally leaving the site, make sure the fire is completely out with no hot embers remaining that might ignite anything. 7. Record a risk assessment for the specific bonfire you have planned to account for the above and any site or event-specific concerns. 9
Communications A sound reliable system of communication should be in place prior to the commencement of an event. Stewards and organisers must be able to communicate effectively. A jointly staffed office should be established to provide joint communications between all participating organisations. In the event of an evacuation, an effective means of communication to the public is vital. Temporary Structures Any marquee, tent or temporary structure erected as part of an event should be suitable for the purpose intended, in good condition and erected by competent persons. All tents, marquees and any other temporary structure made of materials that may be flammable should be treated to ensure they are flame resistant. Ask the contractor for the certificates to confirm this. Any temporary structure that is load bearing should be erected in strict compliance with Health & Safety legislation. Where there is a fire safety implication i.e. outdoor cooking using LPG bottles, Leicestershire Fire & Rescue Service should be consulted. Where electricity is required within the event this should be provided by generators. If any mains electricity is used it should be installed by a competent electrical contractor. All electrical systems should be protected by a suitable Residual Current Device (RCD) with a rating of 30mA. Barriers and Stands There are many types of barriers available, please contact LESAG for more information and guidance. The erection of barriers on roads is subject to Highway Authority approval. Raised `concert style' barriers should not be used unless in conjunction with trained experienced stewards familiar with their operation. Any temporary structure that is load bearing should be erected in strict compliance with Health and Safety legislation. First Aid An agreed level of first aid, paramedic and medical facilities should be provided at the organiser's expense. You should consult with East Midlands Ambulance Service NHS Trust who can advise on this issue; they will also provide contact details for voluntary medical services such as British Red Cross and St. John Ambulance. To check your health professionals are registered, the website address is www.hpcheck.org, this is for Paramedics and other health professionals but does not include first aiders or technicians, it is part of the health professional's website www.hpc-uk.org. Information/Signs 10
Organisers should provide sufficient signage to be available around the venue. This should take into account lost/found children; lost/founD Property; toilets and exits. Consideration should be given to multi-lingual notices. Any temporary signs on the highway will need to be approved by the Highways Authority. PROVISION OF TEMPORARY TRAFFIC SIGNS TO EVENTS Regulation 27 of the Traffic Signs Regulations and General Directions provides for temporary signs to be erected to guide traffic to events which are expected to attract a considerable volume of traffic. It is an offence under the Highways Act 1980 (Section 132) for any person to place any sign anywhere within the highway without the prior consent of the Highway Authority. Signing proposals must be sent to the Highways Authority 12 weeks prior to the event so approval can be granted. Proposals should include information about the nature of the event, the expected number of visitors, the provisions for parking and proposed locations of signs. - The signs must be black on white, black on yellow or white on blue. - Under Direction 32 they may only be displayed for the period of an event and not longer than 6 months on a Trunk Road or Principle Road without special permission. - Signs should not normally be erected more than 48 hours before an event or retained more than 48 hours after it has ended. - Signs must comply with the provisions of the Traffic Signs Regulations and General Directions and must give clear information about the route to be followed. - The badge of the road user organisation erecting the sign may be included on the sign, however, commercial names of sponsors on signs are not allowed. - Dates and times of the event should not be included on the signs (unless approval has been granted by the Highways Authority). - Signing for up to 5 miles or from the nearest A or B road should usually be adequate, however more extensive signing may be approved for larger events (for example, major Air Shows) - Erection of temporary signs must only be undertaken by persons suitably qualified under the New Roads and Street Works Act to work within the Highway and are suitably insured against third party risks up to a claim value of Ј5 million. - Event Organisers are recommended to utilise the services of specialist sign erection companies. (The Highway Authority is the final arbiter of the signing appropriate for any event and may remove or re site any signs which have not been approved at the cost of the body which erected them) Regulation 4(6) of the Health and Safety (Safety Signs and Signals) Regulations 1996 require that any `on-site' signs provided to control the movement of vehicles, identified via the risk assessment, need to conform to the Road Traffic Regulations Act 1984. For more guidance and approval, please contact Leicestershire County Council, Highways Department on 0116 305 0001. 11
People with Disabilities You should ensure that all arrangements made, including emergency procedures, meet the needs of disabled people. Food Hygiene Food poisoning is at best unpleasant and at worst extremely hazardous to health, particularly for older people or young children. It is preventable by following some simple rules and planning ahead. When using professional caterers, ensure they are registered under the Food Safety Act 1990 and ask for written evidence. Your caterers must have received some training in food hygiene that should ensure that they are providing and preparing food that is safe. This applies even if food is being given away. An outline of the type of catering and facilities should be provided to your local authority EnvironMental Health Department in advance of the event, they will also be able to provide you with more detailed information. Animals There are special requirements laid down by Defra in respect of agricultural shows where farm and show animals are present. Specialist advice is available from Leicestershire County Council, Trading Standards Department. Impact of Events on the Public Highway Any event will have an impact on the public highway whether it is conducted on the highway or on private land. The phrase `Public Highway' includes; the carriageway; the footway and the verge. Organisers must ensure that their event is safely managed and this includes traffic and pedestrians. Arrangements should be initially discussed with the police, although sometimes it is necessary to obtain Road Closures and/or Temporary Traffic Regulation Orders to minimise congestion, in which case it is necessary to contact the Highway Authority. When approaching the police or Highway Authority, they will require detailed plans of the event, with times of access and exit in order to respond constructively. At least twelve weeks notice is required if any Traffic Regulation Order is necessary and organisers will be required to provide all necessary signage at their cost. 12
If your event is taking place on the highway, please see the Safety Checklist on page 18 of this publication. 13
Organising a public firework display Before the event... · Think about who will operate the display. Remember that certain types of firework may only be used by professional firework display operators. In untrained hands these fireworks can be lethal · If the display is to be provided by a professional firework display operator make sure that you are clear on who does what especially in the event of an emergency. · Consider whether the site is suitable and large enough for your display, including a bonfire if you are having one. Is there space for the fireworks to land well away from spectators? Remember to check in daylight for overhead power lines and other obstructions. What is the direction of the prevailing wind? What would happen if it changed? · Plan and mark out the areas for spectators, firing fireworks (and a safety zone around it) as well as an area where the fireworks will fall. · Think about how people will get into and out of the site. Keep pedestrian and vehicle routes apart if possible. Mark exit routes clearly and ensure they are well lit. Ensure emergency vehicles can get access to the site. · Appoint enough stewards/marshals. Make sure they understand what they are to do on the night and what they should do in the event of an emergency. · Signpost the first aid facilities. · Think about what you would do if things go wrong. Make sure there is someone who will be responsible for calling the emergency services. · Contact the emergency services and local authority. If your site is near an airport you may need to contact them. · Ensure you have a suitable place to store the fireworks. Your firework supplier or local authority should be able to advise. · If you plan on selling alcohol the bar should be well away from the display site. 14
On the day of the event... · Recheck the site, weather conditions and wind direction. · Don't let anyone into the zone where the fireworks will fall and anyone other than the display operator or firing team into the firing zone or the safety zone around it. · Discourage spectators from bringing drink onto the site. · Don't let spectators bring their own fireworks onto the site. · If you will also have a bonfire at the display then you should: o Check the structure is sound and does not have small children or animals inside it before lighting it. o Not use petrol or paraffin to light the fire. o Have only one person responsible for lighting the fire. That person, and any helpers, should wear suitable clothing eg a substantial outer garment made of wool or other low-flammable material.. o Make sure that the person lighting the fire and any helpers know what to do in the event of a burn injury or clothing catching fire. · Never attempt to relight fireworks. Keep well clear of fireworks that have failed to go off. The morning after... · Carefully check and clear the site. Dispose of fireworks safely. They should never be burnt in a confined space (eg a boiler) Further guidance Detailed guidance publications on putting on firework displays are available from HSE Books. · HSE Guide HS(G) 123 - Working together on firework displays · HSE Guide HS(G) 124 - Giving your own firework display 15
What to do if things go wrong Remember as the event organiser, you are responsible for the safety of everyone at the event. If anyone is hurt or injured because of your negligence, legal action will almost certainly follow. If an incident does occur at your event, here are some questions that you will be asked: · Was there a safety plan for this event? · Were the emergency services and other agencies consulted? · Were risk assessments completed? · Had appropriate licences been obtained? · Did you keep detailed logs as event organiser? · Were evacuation routes clearly signed? · Were emergency procedures properly explained and practised? · Was there a clear chain of command and control? · Were communications between key personnel and the crowd adequate? · Had stewards and event organisers received the appropriate training? You should also make sure that all notes are kept, as they will become legal documents in any future public enquiry or inquest in the Coroner's Court. Remember careful planning and organisation will help to ensure that your event is successful and above all safe. 16
Event Safety Plan Checklist 1. Clear identification that the plan is either part of a continuous process or is time limited. 2. Evidence that the plan has been endorsed for use. 3. Reference is made to legislation/guidance. 4. Validation period is clearly stated. 5. Aim and objectives are clearly stated in the plan. 6. Background of the event explained. 7. Evidence of a hazard identification and risk assessment. 8. Evidence of a clear management structure. 9. Clear provision for the strategic management of an incident. 10. Clear provision for emergency services or other agencies to manage an incident with event organisers? 11. Clear action lists/sheets referencing the hazard identification. 12. Plan of the resources available with a map identifying key areas on and around the site for use in an incident (e.g. rendezvous points) 13. Plan is clear and unambiguous. 14. A statement of other key organisations and their roles. 15. An indication of the liaison required between all parties/agencies involved and associated procedures. 16. Plan is brief and concise, containing only key information. 17. An issue and expiry date. 18. Clear arrangements for alerting the emergency services, local authorities, volunteer organisations etc. 19. Plan conforms to Data Protection legislation. (Information of a personal nature or useful to criminals is not circulated outside controlled group) 20. Plan conforms to Freedom of Information legislation. 21. Plan should link in and make reference to other related safety or emergency plans. 17
22. An exercise should be held to test the plan and any lessons learnt should be incorporated into future issues. 18
Event Safety Checklist 1. Have key personnel been identified i.e. Event Organiser, Safety Officer, Chief Steward? 2. Do you need any special permission or licenses? 3. Is the site suitable for your event? 4. Have you carried out a risk assessment to make sure all necessary health and safety measures are in place? 5. Have you provided the necessary information i.e. maps, site plans, details of gas/electricity installations and an outline programme for the event? 6. Do you know the type of crowd and how many will be attending the event? 7. Do you know where the entrances and exits are on your site and are they controlled, suitable for wheelchairs and pushchairs and appropriately signed? 8. Do you have trained, briefed and clearly identifiable stewards? 9. Have you met the needs of people with disabilities? 10. Have you established a reliable communications system between key people? 11. Have you established a reliable communications system with the audience/crowd? 12. Has a control point been identified, call signs predetermined and public announcements prepared? 13. Are crowd barriers necessary and if so what type? 14. Are emergency procedures in place and been agreed with the emergency services? 15. Have rendezvous points and emergency access and egress routes been agreed? 16. Do you have effective fire safety measures in place? 17. Do you have adequate first aid provision? 18. Do you require any other special arrangements i.e. lost children, lost property, drinking water, toilets, noise control or vehicle parking? 19. Have you completed an event safety plan and have LESAG seen it? 20. Have you obtained adequate insurance cover for your event? 21. Apart from emergencies, the emergency services and other agencies may charge you if you require them to be present at your event. 19
Events on the Highway ­ Safety Checklist In addition to the general safety checklist items, the following issues should be considered when organising events on the highway. Timing. It is preferable that the event is held in daylight. If not then temporary lighting of access points may be required, and the police and the Highway Authority should both be contacted. Planning your route. Whenever possible your event should be held in a park, sports ground or on country footpaths away from the road. Don't use roads without proper footpaths or verges. Don't use roads where there are road works as these can be dangerous. Signposting your route. Leicestershire Police cannot provide signs for your event. If you want to erect signs you must discuss this with Leicestershire County Council Highways Department to ensure that they are safe and comply with regulations. Organisation on the day. Try to start and finish your event off the road. Mass starts can be dangerous and should be avoided. Enter and leave the highway without causing inconvenience to other road users. Don't obstruct the highway. Never allow cars to follow closely behind groups of participants. Support vehicles should not travel slowly, causing obstruction or inconvenience to other traffic. Ensure that there are enough stewards to supervise the whole route. Make proper arrangements to look after people who drop out. Use crossing places on the route. Remember only police officers have the power to stop traffic. Stewards can only advise people when it is safe to cross. If there are no footpaths, face oncoming traffic, no more than two abreast. Always use the proper crossing points on busy roads. Changes in the route. Make sure that all relevant agencies are advised of any changes to your route and are satisfied that suitable safety measures are in place. Make sure that everyone taking part knows about the changes through the stewards or signs. Animals. If you take animals, keep them under control when on the highway. Traffic Signals. Comply with traffic signals and the advice given in the Highway Code. Level Crossings. Your event should be planned to avoid crossing any level crossing or taking access from the highway in the vicinity of a level crossing. Experience shows that traffic build-up can affect a level crossing up to one mile away from the event. Planning Your Points of Access. Significant changes of use to any access for a different purpose, other than that which it is generally used necessitate need discussion with the Highway Authority. Where there is any likelihood of traffic queuing over a junction consultation with the Highways Authority should also take place. Car Parking. Adequate facilities should be provided off the highway and where there is likely to be significant delays on entry and exit, the police and Highways Authority should be consulted. Remember, approximately 300 cars are equivalent to one mile of queue. 20
Further Reading Cabinet Office Dealing with Disaster Revised Third Edition, Brodie Publishing 2001, ISBN 187444742X. The Event Safety Guide, A guide to Health, Safety and Welfare at Pop Concerts and Similar Events, Second Edition, HSE 1999, ISBN 0717624536. "The Local Authority Guidance Package for the Management of Safety at Events," produced by Zurich Municipal, Southwood Crescent, Farnborough, Hampshire, GU14 ONJ. Managing Crowds Safely HSG 154. HSE Books 2000, ISBN 071761834X. Protecting the public: Your next move HSG 151, HSE Books 1997, ISBN 0717611485. Code of practice for outdoor events, National Outdoor Events Association 1993 plus amendments 1997. A Guide to Safety at Sports Grounds, Fourth Edition, The Stationery Office 1999, ISBN 0113000952. Rules for competition, British Athletic Association, ISBN 0851341373. The amusement devices inspection procedures scheme (ADIPS). Health & Safety Executive. Guidelines for good practice at dance events, Scottish Drugs Forum 1995, ISBN 0951976125. Stating Your Business ­ Guidance on preparing a health and safety policy document for small businesses. INDG 324 HSE Books. A Guide to Risk Assessment Requirements, INDG 218, HSE Books. 5 Steps to Risk Assessment, INDG 163 (Rev 1), HSE Books 1998 disability discrimination Act 1995 ­ Code of Practice 1995, The Stationery Office, ISBN 0105450952. Need help on Health and Safety? INDG322. HSE Books 2000. Managing health & safety: Five steps to success, INDG 275, HSE Books 1998. Successful health & safety management, HSG 65, HSE Books 1997, ISBN 0717612767. 21
A guide to Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995, HSE Books, ISBN 0717624315. A step-by-step guide to COSHH assessment, HSG 97, HSE Books 2004, ISBN 0717627853. COSSH and peripatetic workers, HSG 77, HSE Books 1992, ISBN 0118857339. Guide to fire precautions to existing places of entertainment and like premises, The Stationery Office 1993, ISBN 0113410794. Fire Safety: An employer's guide, HSE Books 1999, ISBN 011341229. Working Together on Firework Displays, HSG 123, HSE Books 1999, ISBN 0717624781. Giving your own Fireworks Display, HSG 124, HSE Books 1995, ISBN 0717608360. A short guide to the Personal Protective Equipment at Work Regulations 1992, INDG 174, HSE Books 1995, ISBN 0717608891. Personal Protective Equipment at Work Regulations 1992 Guidance on Regulations L25, HSE Books 1992, ISBN 0717604152. Safe erection of structures Part 2 site management and procedures, GS28/2, HSE Books 1985, ISBN 0118836056. Safe erection of structures Part 3 working places and access, GS38/3, HSE Books 1986, ISBN 0118835300. technical standards for marquees and large tents, DOC14, Home Office 1995. Safety Signs and Signals Regulations 1996, HSE Books, ISBN 0717608700. Managing vehicle safety at the workplace: Leaflet for employers, INDG 199, HSE Books 1999, ISBN 0717609820. Electricity at work: Safe working practices, HSG85 2003, ISBN 0717621642. Electrical safety and you, INDG 231, HSE Books 1996, ISBN 0717612074. Charity and Voluntary Workers: A guide to Health and Safety at Work, HSG192, ISBN 9780 7176 6185 5 22
An index of health and safety guidance for the catering industry, CAI 57, HSE Books 1996. Assured safe catering: A management system for hazard analysis 1993, Department of Health, ISBN 0113216882. Use of LPG cylinders in mobile catering vehicles and similar commercial units, LG Gas Association Code of Practice 24 Part 3 1996, ISBN 187391180. Code of practice for mobile and outside caterers, Second Edition, The Mobile Outdoor Caterer Association 1999. HSE Guide HS(G) 123 - Working together on firework displays HSE Guide HS(G) 124 - Giving your own firework display The Health and Safety Executive (HSE) and The Stationery Office (formerly HMSO) produce many free or priced publications. HSE Website: WWW.HSE.GSI.GOV.UK HSE Nottingham Tel: 0115 971 2800. HSE books are available from: HSE Books PO Box 1999 Sudbury Suffolk CO10 2WA Telephone: 01787 881165 Stationery Office publications are available from: WWW.HSEBOOKS.CO.UK The Publications Centre PO Box 276 London SW8 5DT Telephone: 0870 6005522 While every effort has been made to ensure the accuracy of the references listed in this publication, their future availability cannot be guaranteed. 23
Useful Contacts Leicestershire Police HQ Leicestershire Constabulary Force Headquarters St Johns Enderby Leicester LE19 2BX Tel: 0116 222 2222 Leicestershire Fire & Rescue HQ Leicestershire Fire and Rescue Service Anstey Frith Leicester Road Glenfield Leicester LE3 8HD Tel: 0116 287 2241 East Midlands Ambulance Service NHS Trust Beechdale Road Nottingham Nottinghamshire NG8 3LL Tel: 0115 929 6151 Fax: 0115 919 3460 Emergency Planning Office Resources Department Wellington House 29 Wellington Street Leicester LE1 6HL Tel: 0116 238 5001 / 0116 252 5002 Fax: 0116 238 5005 Leicestershire County Council County Hall Glenfield Leicester LE3 8RA Tel: 0116 232 3232 24
Trading Standards Leicestershire County Council Community services Department Trading Standards Services County Hall Glenfield Leicester LE3 8RA Tel: 08454 040506 consumer direct for consumer advice 0116 305 8000 business and commercial advice Fax: 0116 305 7353 Charnwood Borough council Council Offices Southfield Road Loughborough LE11 2TX Tel: 01509 263151 (Switchboard) Fax: 01509 219723 Tel: 01509 634623 (Licensing) Tel: 01509 634636 (Environmental Protection Act Authorisations) Health & Safety Executive City Gate West Level 6 (First Floor) Toll House Hill Nottingham NG1 5AT Tel: 0845 345 0055 Fax: 0115 971 2802 Environment Agency Trentside Offices Scarrington Road West Bridgford Nottingham NG2 5FA Tel: 08708 506 506 general enquiries 0800 807 060 incident hotline Fax: 0115 981 7743 25
Severn Trent Water Severn Trent Water Limited 2297 Coventry Road Birmingham B26 3PU Tel: 0121 722 4000 Main switchboard East Midlands Electricity Herald Way Pegasus Business Park Nottingham East Midlands Airport Castle Donnington DE74 2TU Tel: 0845 6030618 Fax: 0247 6425805 Transco North Trent District Lime Tree Place Mansfield NG18 2HZ Tel: 01623 413500 26
This document is intended to disseminate general guidance and good practice. No responsibility can be accepted by the author or its contributors for any inaccuracies or omissions. Organisers of events should always seek their own appropriate advice and take full responsibility for all their undertakings. For further advice you should contact Charnwood Borough Council or any of the organisations listed above. 27

IN CHARNWOOD

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