Health and Safety Guidance Notes for Local Societies
and Organisations taking part in the Festival of Chichester
These notes have been prepared for organisers of events advertised in the Festival of
Chichester brochure.
The purpose of these notes is to provide advice and guidance upon Health and Safety
matters for those managing such events.
Liability Insurance
It is important that all event organisers have separate liability insurance for their activities.
This may be provided by your venue, but it is your responsibility to check that proper
insurance is in place. The Festival of Chichester cannot provide such cover for you.
Health and Safety Legislation
The scope of the application of Health and Safety legislation to external events depends
upon the employment status of event organisers in particular whether events are
organised on a totally voluntary basis or whether the organisers are employed by some
other body. These notes assume that UK Health and Safety legislation applies in full to all
external events but if there is some doubt with this regard the organisers should take
appropriate professional advice. External event organisers are responsible for ensuring
the events they manage comply with Health and Safety legislation.
Health and Safety at Work Act
This requires that event organisers take responsibility for the health & safety of
employees, volunteers, contractors, audiences and the general public affected by their
activities.
Risk Assessment
Health and Safety legislation requires that all activities within the scope of the legislation
should be assessed according to their risks. A risk assessment is nothing more than a
careful examination of what could cause harm to people, so that they can be weighed up
according to whether sufficient precautions have been taken to prevent harm. The
remaining part of these notes contain a risk assessment guide and an assessment form
which should be completed for each event advertised in the Festival. External Event
organisers need to be able to show that a proper check was made and that reasonable
steps were taken to ensure any remaining risk to participants is low.
PLEASE NOTE THERE IS NO NEED TO RETURN THE ENCLOSED FORM TO US.
HOWEVER WE STRONGLY RECOMMEND YOU COMPLETE IT FOR YOUR OWN
BENEFIT.
The ‘golden rule’ when completing the form is to decide whether a hazard is significant,
and whether satisfactory precautions have been taken to ensure that the risk is small.
Don’t be overcomplicated. Hazards occurring during the external events run during the
Festival are likely to be few and simple. Checking them is common sense, but necessary.
Five Step Risk Assessment
Look afresh at the event what could reasonably be expected to cause
harm? Ignore the trivial and concentrate on significant hazards which
could result in serious harm or affect several people. Hazards may arise
from activities involving for example:
 Everyday Hazards. If crossing busy roads it can be more difficult to
manage groups of people. Can the route be varied to make maximum
use of pedestrian crossings? Does the route go near deep water?
 Premises. Most venue premises are likely to be certificated by the
Step
1
Look for the
hazards
Fire Authority, but do check with your hirer; it is important that
numbers involved do not exceed the maximum permitted.
 Electrical Hazards. Little electrical equipment is used but there may
be PA equipment etc. Is the wiring suitable, will the equipment be
used outside in wet conditions?
 Tripping and slipping. Loose carpets, uneven pavements, trailing
wires etc. – have all reasonable precautions been taken?
 Fire escapes. Do any premises used have sufficient means of
escape in case of fire? Are fire exits and gangways kept clear?
 Young people. What age are the participants in the event? Who has
Step
2
Decide who
might be
harmed and
how
the responsibility to supervise them? As a general rule parents/
guardians should be present and responsible for their children.
Particular care should be taken where road traffic or deep water is
present.
 Elderly and infirm. May find it difficult to gain access to events and
need particular help if an emergency evacuation is necessary.
Step
3
Evaluate the
risks
Evaluate the risks and decide whether existing precautions are adequate
or more should be done. Consider how likely it is that each hazard could
cause harm. This will determine whether or not you need to do more to
reduce the risk. Even after all precautions have been taken, some risks
usually remain. What has to be decided for each significant hazard is
whether this remaining risk is high, medium or low. The real aim is to
make all risks small by adding to precautions as necessary.
Step
4
Record your
findings
A note should be made of the risks considered and any measures taken
to reduce them. Unless some special risks exist this does not need to be
anything more than a brief sentence summarising the hazard and
measures taken.
Step
5
Review your
assessment
and revise it
if necessary
If any changes are made to plans do they make any significant change to
the position?
Festival of Chichester Risk Assessment Form
Step 1
List Significant Hazards
Here
Step 2
List Group of People Who
Are At Risk From The
Significant Hazards
Location
Assessment Undertaken:
Signed
Date
Step 3
List Existing Controls Or
Where Additional Controls
Are Necessary