SUPPLEMENT TO EXISTING COLEG POWYS
HEALTH & SAFETY POLICY FOR HAFREN
(formerly Theatr Hafren)
Superseding Theatr Hafren H&S documents:
30/10/86
23/3/87
13/2/92
21/7/94
Last review: 06/09/2005
09/10/2009
29/09/2010
01/06/2012
19/08/2013
LLANIDLOES ROAD, NEWTOWN, POWYS, SY16 4HU
Box Office: (01686) 614555 Admin: 614565 Marketing: 614556 Tech: 614558
Theatr Hafren H&S Supplement 18/02/16 1 of 18
COLEG POWYS -THEATR HAFREN
SUPPLEMENT TO EXISTING COLLEGE HEALTH AND SAFETY POLICY
(superseding H&S documents 30/10/86 – 23/3/87 – 13/2/92 – 21/7/94 )
Theatr Hafren as part of Coleg Powys has identified a need to supplement the existing Health and
Safety policy currently effective within the College. This supplement does not detract from the
existing policy or the obligations and responsibilities allocated within it. This is an addition, required to
formalise and permit practices critical to the operation of Theatr Hafren. The Theatre is managed by
Coleg Powys on behalf of Powys County Council, governed by a Service Level Agreement.
ORGANISATION
Assistant Principal
Coleg Powys
Theatre Administrator
Box Office Manager
Box Office Assistants
Technical Manager
Assistant Technicians
Casual Technicians
Marketing Manager
Marketing Assistant
Front of House Manager
Bar Staff & Stewards
Health and Safety Responsibilities
Theatr Hafren and Coleg Powys have allocated responsibilities for Health and Safety to individuals
within the organisation depending on their degree of authority, expertise, normal duties and
workplace.
a.
Administrator
Responsible to the College Principal for the implementation of all Health and Safety
policy together with the compliance with all statutory duties, regulations and approved
practices.
b.
Front of House Manager
Responsible to the Theatre Administrator. Specific responsibility for the front of house
management, training and safety. The safety of the general public and users of the
facility including all emergency procedures.
c.
Technical Manager
Responsible to the Theatre Administrator for the technical running of the theatre.
Specific responsibilities for the supervision and training of technical staff. Directing
and supervising the safe use of theatre stage and technical facilities, including those
introduced to the premises. Implementation of emergency procedures. Conducting
Health and Safety checks, including the maintenance and inspection of equipment.
d.
Assistant Technicians
Responsible to the Technical Manager, deputising in their absence.
e.
Marketing Manager
Responsible to the Theatre Administrator for all marketing and marketing-related
activities in the theatre
f.
Marketing assistant
Responsible to the Marketing Manager, deputising in their absence.
Theatr Hafren H&S Supplement 18/02/16 2 of 18
g.
Box Office Manager
Responsible to the Administrator for all box office and administration duties.
h.
Box Office Assistants
Responsible to Box Office Manager, deputising in their absence
i.
All Members of Staff
Responsible for the Health and Safety of the general public, users, visitors and staff
together with the reporting all accidents in accordance with college Health and Safety
policy.
Monitoring
a.
b.
As required: Theatre Administrator\deputy will ensure that the College HS1 and HS2
are completed and submitted as and when required.
Daily: All staff will maintain a day to day awareness of Health and Safety matters,
reporting their concerns to their line manager.
Consultation
a.
b.
Working Group: Theatre Adimistrator\deputy will attend meetings of the College
Health and Safety Working Group.
Staff Meetings: Health and Safety will be a permanent agenda feature.
ARRANGEMENTS
General
a.
This document provides the Health and Safety instructions required to undertake a
number of working practices unique to Theatr Hafren. All members of staff are to be
familiar with its content.
b.
Health and Safety will be enhanced by the provision of Health and Safety instructions
and advice for all clients and users.
c.
All clients and users must declare any high risk activity they may wish to undertake on
the premises.
Public Safety
When members of the public are admitted to the auditorium the following precautions must be taken:a.
The Technical Duty Manager must ensure that all rigging and fitting up is complete and
safe, and that the lighting bridge access points are secure, before opening house.
b.
A member of the Theatre technical staff must be present, preferably within the control
room, during performances
c.
Secondary (emergency) lighting must be switched on.
d.
Smoke alarms in stage & auditorium areas may be over-ridden using the keyswitch
provided. The heat detectors remain active at all times.
Theatr Hafren H&S Supplement 18/02/16 3 of 18
e.
Any non-standard format for theatre, i.e audience sat at tables, performance on
auditorium floor, must be risk assessed and agreed to by the Theatre Technical
Manager.
f.
All Organisations providing their own stewards must be correctly advised and trained in
the theatre's emergency procedures.
g.
The Technical Duty Manager or Front of House Manager must advise staff and the
visiting company when the Theatre is open.
h.
The Front of House Manager is to conduct an inspection of all fire exits and routes to
ensure free and unhindered egress from the building, they will also ensure stewards
are in place and sufficient in number.
i.
Sufficient stewards must be appointed and trained.
The quantity and competency will be approved by the Theatre Administrator. Steward
training evenings should be held at least twice a year and every voluntary steward
must attend at least one per annum.
j.
The public must not be allowed into the auditorium until all obstructions have been
removed or made safe to the satisfaction of the Technical Duty Manager.
Theatr Hafren H&S Supplement 18/02/16 4 of 18
SAFETY INSTRUCTIONS & PROCEDURES
Smoking
Like all Public buildings, Coleg Powys & Theatr Hafren forbids smoking except outside
in designated areas.
Smoking is no longer permitted on stage as part of a performance in Wales & Scotland
Flying Machinery
a.
Only trained and nominated persons may use the motorised flying equipment. All those
nominated must be deemed competent by the Technical Manager.
b.
The new (2011) motorised flying equipment is inherently safer than the old manual
system. The winder is fitted with double brakes & the bars move in a steady and
predictable manner. A clear view of the stage is necessary. During amateur productions
it is preferable to have a clear stage while bars are moving but a Risk Assessment will
indicate this.
c.
The permissible bar weight is 425Kg SWL distributed
Personnel flying is not permitted. The equipment is not rated for this.
Orchestra Lift
a.
Only trained and nominated persons may operate the Orchestra Lift.
b.
The operator must have a clear view of the complete forestage.
c.
The operator must give a clear verbal warning prior to the operation of the lift,
especially when going down to basement level.
e.
The lift must not be operated when the house is open or during a performance.
f.
Pit rails must be in position as soon as possible if the lift has been set for a
performance lower than the auditorium floor.
g
The pit access door must be locked with the key and the lift switch key retained in a
safe place. No duplication of either key is permitted.
h.
If the lift is used while others are in the theatre, the operator must make certain they
are aware of the hazard.
Stage Lighting (Temporary)
a.
The Technical Manager must ensure that all portable electrical equipment in the
theatre has been PAT tested. Periods will depend on use of that appliance.
b.
All lanterns and cables must be rigged in a safe fashion and have safety bonds in use.
c.
Cables rated 15amps must not carry more than 3 kilowatt. Circuits loaded 5 kilowatt
should employ ‘C-Form' plugs.
d.
Lanterns fitted with 'Barn Doors' must have them securely fitted to the lantern. Ie. On
CCT Starlettes the top flap must be clipped shut.
f.
Rigging or de-rigging, colour changing and focusing is not permitted in the auditorium
when the house is open to the public.
Theatr Hafren H&S Supplement 18/02/16 5 of 18
Rigging\Fitting
a.
All rigging and de-rigging will be supervised and approved directly by a competent
Theatre Technician.
b.
The Technical Duty Manager must ensure compliance with all statutory legislation.
c.
During the process of rigging\fitting or de-rigging\striking of sets access to any danger
areas must be strictly controlled.
d.
All lighting & other stands must be securely positioned & marked. No passageway in
the auditorium should be obstructed without prior arrangement and at any rate should
never be less than 1100mm.
House Bridges
a.
The access panels must be in place when the bridge is not in use.
b.
Access to the bridge is not permitted when the house is open to the public.
c.
Staff must ensure that all are aware of the hazards and that they are not permitted in
the immediate area below the place of work.
d.
Under no circumstances can loose lamps remain on the bridge.
e.
The Technical Duty Manager is to ensure that visiting companies are informed of the
following:(i)
(ii)
(iii)
(iv)
Limited headroom on all bridges.
Different electrical phases exist on the bridges
Lighting bars do not extend to the ends of the bridges.
Use of restraint harness recommended.
f.
Bridge working lights must be on during work on the bridges.
g.
No equipment can be lowered from the bridge unless a clear view of the point of drop
exists. A clear audible warning must proceed this work practice.
h.
Moving and rigging of lamps on the bridges should be avoided. Visiting companies are
not to move theatre lamps or rig their own.
Seating Unit
a.
The seating unit will only be operated by those approved by the Technical Manager.
d.
Prior to retracting the unit the following precautions must be taken:(i)
(ii)
(iii)
(iv)
(v)
The area beneath the unit must be clear of persons and obstructions.
The auditorium must be clear of individuals not involved in the operation.
The safety gates at the top of the unit must be secured in place.
Side rails must be removed and safely stacked.
A clear verbal warning that the unit is to move must be given.
Theatr Hafren H&S Supplement 18/02/16 6 of 18
Use of Stage
a.
No unnecessary hazards should be introduced onto stage.
b.
Vehicles brought on must preferably have no fuel in them. This need not apply to rally
cars with Class I fuel systems & extinguishers.
c.
Risk assessments must allow for the fact that the theatre does not have a safety
curtain or iron.
d.
Written risk assessments are required for potentially dangerous activities such as circus
acts.
e.
No audience member is allowed up on stage unless closely supervised and the numbers
limited.
f.
Children are not to be invited out of their seats in an uncontrolled manner and in any
case only in numbers of ten or less at a time.
g.
All scenery must be fire resistant unless otherwise agreed and the dangers mitigated.
The Tallescope
The theatre has now adopted a Best Working Practice for the use of Tallescopes in theatre described
in Appendix C
Theatr Hafren H&S Supplement 18/02/16 7 of 18
Emergency Evacuation Procedures
If the fire alarm is activated or a bomb threat received an evacuation of the premises must be effected
unless otherwise advised by The Authorities.
Responsibilities will change depending on whether the College is in use or just the Theatre (such as at
weekends).
When the College is operating normally the person on box office duties will act as Fire Marshal for the
Theatre. They will report to the college marshal at the campus entrance.
When the college is closed then responsibility moves to the Front of House Manager and or Duty
Technician and ultimately the Fire Service Fire Officer should they attend.
Allocated responsibilities for this procedure are detailed below. Each department has a relevant page
to be printed off and displayed:
Box Office Staff
Front of House Manager
Duty Technician \ Control Room Operator
Bar Staff
Stewards
Theatr Hafren H&S Supplement 18/02/16 8 of 18
Emergency Evacuation Procedures

Box Office Staff
Dress: Hi vis vest
Because of the different working practices of the Box Office depending on the time of day or
week the following is suggested :
During normal Box Office Hours:
a. Ask any customers you are serving to leave and tell any College
staff that you will be doing the following:
b. Evacuate any members of the public (and students) from the Bar &
Gallery areas
c. If safe to do so, through the auditorium making sure it is clear.
Check the lower dressing rooms and leave by the stage door,
closing it behind you
d. Go to the assembly point 2 for the theatre (tarmac football pitch
behind the dressing rooms) and report to Coleg Powys Fire Marshal
When House open:
a. Ask any customers you are serving to leave and make sure Foyer is
empty, if safe to do so.
b. Ring Fire Brigade if asked to by Front of House Manager
c. Evacuate any members of the public that you are serving and leave
by front doors. Help guide public to assembly point 2
When only Box Office is open: (ie. Saturday mornings)
a.
b.
c.
d.
Ask any customers you are serving to leave.
Ring Fire Brigade
Evacuate any other members of the public and leave by front doors
Wait by campus entrance for Services to arrive
e. Do not re-enter without the Fire Officer

General
a.
b.
c.
Patrons should not be allowed to move from the assemble point or be permitted to
turn to their cars until authorised to do so by the Front of House Manager.
Once the emergency services have arrived the Technical Manager will Liaise with them
conveying information to Front of House Manager.
Once emergency services have arrived, the Front of House Manager should return to
the Fire Assembly point and advise patrons and staff of situation.
Theatr Hafren H&S Supplement 18/02/16 9 of 18
Emergency Evacuation Procedures


Front of House Manager
Dress: Hi vis vest
a.
Assess the need for evacuation and advise the Technical Manager\Control room
operator.
b.
Instruct a member of staff to ring for the emergency services and stewards to go to
their emergency exits. This may involve interrupting a noisy performance.
c.
Instruct audience to leave the building and assemble at the Fire Assembly Point No.2,
the tarmac to the left of the building when addressing the audience.
d.
Control the stage and back stage evacuation, searching dressing room and toilets and
report to the Fire Assembly Point unless Technical Staff available to nominate.
e.
With the aide of stewards, establish control. Once control established, nominate a
steward in charge and move to the Fire Control Point to meet the Duty Technical
Manager and receive emergency services.
f.
Return to Fire Assembly Point, advise patrons and staff of situation.
General
a.
Patrons should not be allowed to move from the assemble point or be permitted to
turn to their cars until authorised to do so by the Front of House Manager.
b.
Once the emergency services have arrived the Technical Manager will Liaise with them
conveying information to Front of House Manager.
c.
Once emergency services have arrived, the Front of House Manager should return to
the Fire Assembly point and advise patrons and staff of situation.
Theatr Hafren H&S Supplement 18/02/16 10 of 18
Emergency Evacuation Procedures


Duty Technician \ Control Room Operator
Dress: Hi vis vest
a.
On hearing the alarm (or when instructed to do so) turn up the house lights and put on
all workers. Be prepared to switch off sound, if necessary, and if not being used for
emergency announcement.
b.
If necessary ring the emergency services.
c.
Control the evacuation of the upper part of the auditorium. Search upper level toilets,
passageways and foyer.
d.
Report to Fire Control Point at the entrance of the College to receive emergency
services.
e.
Check that backstage has been evacuated
General
a.
Patrons should not be allowed to move from the assemble point or be permitted to
turn to their cars until authorised to do so by the Front of House Manager.
b.
Once the emergency services have arrived the Technical Manager will Liaise with them
conveying information to Front of House Manager.
c.
Once emergency services have arrived, the Front of House Manager should return to
the Fire Assembly point and advise patrons and staff of situation.
Theatr Hafren H&S Supplement 18/02/16 11 of 18
Emergency Evacuation Procedures
 Bar Staff


a.
On hearing the alarm ( or when instructed to do so) control the evacuation from the
bar & Gallery areas to Fire Assembly Point No. 2, the tarmac area immediately outside
the bar.
b.
If safe to do so, additional steward(s) exit through the main Hafren/College Foyer
Area. Check the lower toilets including disabled toilet. Help guide public to Fire
Assembly Point No. 2
c.
If using the Coffee Shop, ensure that the fire doors (including serving hatch) are closed
before helping to control and evacuate the Foyer.
Stewards
Dress: Hi vis vest
a.
Will be stationed as directed by Theatre management. Any change or handover must
be controlled by the Front of House Manager.
b.
When instructed to do so they are to prepare to open their allocated exit. Stewards on
the upper level will take their cue from other stewards or from on-stage
announcements. They may be advised to prevent their exit being used. If so direct
patrons to alternative exit.
c.
All patrons should be directed\escorted to Fire Assembly Point No. 2, the tarmac area
on the Llanidloes side of the theatre.
General
a.
b.
Patrons should not be allowed to move from the assemble point or be permitted to
turn to their cars until authorised to do so by the Front of House Manager.
Once the emergency services have arrived the Technical Manager will Liaise with them
conveying information to Front of House Manager.
c.
Once emergency services have arrived, the Front of House Manager should return to
the Fire Assembly point and advise patrons and staff of situation.
d.
The Theatre Administrator will be responsible for the practicing of this procedure, with
and without audience participation, to ensure the capability of the safe evacuation of
the premises, at any time, is maintained. All such practices must be recorded.
Theatr Hafren H&S Supplement 18/02/16 12 of 18
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INSTRUCTIONS AND ADVICE TO HIRERS
Client Instruction
a.
All persons entering Coleg Powys property must comply with the current Health &
Safety policy, plus supplements, copies of which are available on request.
b.
Details of the equipment and tools, requested for the Theatre to supply, must be
provided to the Technical Manager prior to the event. Details of equipment or tools to
be introduced to the Theatre must also be provided to the Technical Manager prior to
the event. If appropriate, a pre-production meeting with the Technical Manager should
be sought.
c.
Performances including the use of pyrotechnics, flames, smoke or projectiles can only
be undertaken by prior arrangement & a Risk Assessment provided to the Theatre.
d.
Fire doors and escape routes must be kept clear at all times.
e.
Loose cables should be taped down and checked by the Duty Technician.
f.
If you are involved in an accident or detect what you consider a hazard you are to
report the details to Theatre Management. Details of all accidents must be reported in
accordance with college H&S policy.
g.
Subject to the type of booking\hiring, the Theatre may request a declaration
acknowledging these instructions and confirming that no designated high risk activity
will take place without the necessary consultation. Declaration as per Annex B
Client Advice
Hirer\Users of Theatr Hafren should be made aware of hazards in order to allow them
to instigate measures to eliminate or control the risk to their satisfaction.
Information is provided as per Annex A
Theatr Hafren H&S Supplement 18/02/16 14 of 18
Annex A Theatr Hafren Sup H&S
CLIENT/USER HEALTH & SAFETY ADVICE
Introduction
The following are hazards identified on the premises which all users of the premises should be aware
of. The Theatre can be an exciting place, particularly for youngsters, but it can also be a dangerous
place. Common sense and correct supervision can avoid most hazards, which is the responsibility of
the Hirer\User. If controlling your own event and being responsible for the safety of others you should
consider the following points:The Stage
a.
b.
c.
d.
e.
f.
g.
h.
Access ladders
Electrical equipment with sockets and outlets
Burns from hot lamps
Walking in to things.
Flying scenery and equipment.
Slipping
Introduction of high risk practice
Introduction of unproved equipment or tools
Technicians only to use
Always ask prior to use
Do not touch equipment
Dark areas
Stage access controlled
No talc or water on stage
Check with Technical Manager
Check with Technical Manager
Dressing Rooms
a.
Electric shock if light fittings are interfered with.
b.
Misuse of electrical appliances.
c.
Young children on stairs.
Auditorium
a.
b.
c.
d.
e.
Small children on side stairs
Entering the area under the seating unit
Leaning over balcony
Climbing the orchestra pit barrier.
Trips on side stairs.
College Foyer Area
a.
Hazard on first floor balcony with low wall and rail protecting substantial drop.
It is strongly advised that children should not be permitted into this area
without supervision.
b.
Items may also be dropped or thrown from this elevated balcony position.
c.
Children on stairs.
Box Office, Bar and Entrance
a.
No unusual hazards.
We trust your event is successful and above all safe. Theatr Hafren endeavours to cater for every need
and aims to provide an exemplary service. If you require any further assistance or advice, regarding
your booking or the use of the Theatre, please do not hesitate to contact the booking office.
Theatr Hafren H&S Supplement 18/02/16 15 of 18
Annex B Theatr Hafren Sup H&S
COMPANY/AGENT HEALTH AND SAFETY INSTRUCTION
Introduction
Subject to the type of booking\hiring, the Theatre may request this declaration to be completed &
signed.
In order to allow the Theatre to comply with current Health & Safety legislation you are requested to
complete this declaration and return it prior to your event.
Instructions
a.
Safety Briefing
Companies should make themselves aware of Health & Safety procedures on the
premises. They should be aware of evacuation procedures and the position of
emergency exits. If necessary, or on request, the Theatre Duty Technician will provide
a safety briefing.
b.
Pre Production Meeting
Companies are to arrange a pre-production meeting with the Theatre Duty Technician
if it is considered either appropriate or when deemed mandatory.
c.
Flying Machinery and Lighting Bridges
The Theatre Duty Technician must authorise all persons using these facilities.
d.
Orchestra Lift , Seating Unit and Tallescope
The Theatre Duty Technician must authorise all persons operating this equipment.
e.
Lighting, Rigging and De-Rigging
The Theatre Duty Technician will supervise and approve all such activity. They must
also be made aware of all equipment brought into the Theatre and be shown test
certificates when asked for.
Declaration
A pre-production meeting/discussion is advised but if your production involves any of
the following it is considered mandatory:Pyrotechnics
Flames
Explosions
Projectiles
Please state any other activity you may consider appropriate on a separate sheet
I have read the above and accept the conditions and will arrange a pre-production meeting to discuss
any variation or concerns stated. I declare that during the get-in, production, performance, striking &
get-out of
.................................................................................
I have listed all the activities which I foresee as a risk to the Health and Safety of either the general
public, performers or production staff including those staff belonging to Theatr Hafren.
Theatr Hafren H&S Supplement 18/02/16 16 of 18
Signed..........................................................Date................................
Appointment:......................................................................................
Theatr Hafren H&S Supplement 18/02/16 17 of 18
Annex C Theatr Hafren Sup H&S
Safe use of Tallescopes in Theatre
1. Description:

A Tallescope (often called a ‘Scope) is a piece of mobile access equipment. It was designed for
outside & site use as well as theatre use. It consists of an adjustable vertical ladder with an
operative’s safety cage at the top made mobile on four castor wheels. Outriggers are provided for
stability.
2. Need:


Normally used to access lanterns for focussing but also general maintenance
Is a Tallescope the most suitable equipment for the job?
3. Operator Training:



The operator should be trained in the use of Tallescopes & be confident to work at heights
Any helpers at the base of the Tallescope should also be trained in its use.
Complacency & tight time schedules should not be allowed to interfere with safety
4. General safety precautions:






The Tallescope should be kept level.
Outriggers should be used wherever necessary.
The operator should check that all clips & catches are effective before climbing.
Lifting of equipment should be done within the wheelbase of the Tallescope unless outriggers are
in use.
The operator should not lean sideways from the cage & must not stand on kickboards or rails to
gain height
The operator should check that adjustable legs are secure.
5. Mobile use:






Tallescopes are often moved with a technician up in the cage. The risks involved in doing this must
outweigh the risk of fatigue & missed steps while climbing the ‘Scope.
The floor should be smooth and free of unnecessary obstructions.
The Tallescope must only be moved along its long axis (except on raked stage; see below)
On a raked stage the long axis of the Tallescope should be up and down the slope, outriggers must
be used and the Tallescope made level using its adjustable legs.
The Tallescope should be in verbal contact at all times & nothing done without the knowledge &
consent of the person in the cage. They should be knowledgeable in stage terminology
The Tallescope should be pulled not pushed.
6. Solo use:



It is recommended that working at heights is never alone.
Fatigue from climbing up & down the Tallescope ladder can significantly increase the risk of a fall.
The operator must not be tempted to lean further than is safe to reach a lamp rather than move
the Tallescope again.
7. Maintenance & Inspection:



The Tallescope should be regularly inspected for damage & loose clips & fixings.
The bag should be emptied regularly & nothing left on the cage platform, particularly when
tipping.
Do not expose to corrosive substances and avoid keeping out of doors
The above is considered to be a good working practice in the use of Tallescopes in theatre. Drawn up by
the following Participating Venues within The Circuit
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