Carnival Risk Management System The following policy, risk assessments and method statements constitute the elements of Dunmow Carnival Risk Management System and demonstrates due diligence on the part of Great Dunmow Procession Committee, Events Committee and Dunmow Round Table (the organisers). 1 2 3 4 5 6 HEALTH AND SAFETY POLICY .............................................................. 4 1.1 EVENT GENERAL DESCRIPTION ............................................................... 4 1.2 POLICY STATEMENT ................................................................................ 4 GENERAL RISK ASSESSMENT .............................................................. 4 2.1 NOTES ................................................................................................... 4 2.2 EVENT RISK AFTER ALL CONTROL MEASURES APPLIED ............................. 5 FAIRGROUND ATTRACTIONS RISK ASSESSMENT ............................. 5 3.1 TASK ..................................................................................................... 5 3.2 HAZARDS ............................................................................................... 5 3.3 CONTROL MEASURES ............................................................................. 5 3.4 RISK AFTER ALL CONTROL MEASURES APPLIED ........................................ 5 FIREWORKS RISK ASSESSMENT .......................................................... 6 4.1 TASK ..................................................................................................... 6 4.2 HAZARDS ............................................................................................... 6 4.3 CONTROL MEASURES ............................................................................. 6 4.4 RISK AFTER ALL CONTROL MEASURES APPLIED ........................................ 6 PROVISION OF ALCOHOL ...................................................................... 6 5.1 TASK ..................................................................................................... 6 5.2 HAZARDS ............................................................................................... 6 5.3 CONTROL MEASURES ............................................................................. 7 5.4 RISK AFTER ALL CONTROL MEASURES APPLIED ........................................ 7 PROVISION OF ENTERTAINMENT ......................................................... 7 6.1 TASK ..................................................................................................... 7 6.2 HAZARDS ............................................................................................... 7 6.3 CONTROL MEASURES ............................................................................. 7 6.4 RISK AFTER ALL CONTROL MEASURES APPLIED ........................................ 8 1 7 LARGER ATTRACTIONS & PARTICIPANTS .......................................... 8 7.1 TASK ..................................................................................................... 8 7.2 HAZARDS ............................................................................................... 8 7.3 CONTROL MEASURES ............................................................................. 8 7.4 RISK AFTER ALL CONTROL MEASURES APPLIED ........................................ 8 8 BUNTING ERECTION ............................................................................... 8 8.1 TASK ..................................................................................................... 8 8.2 HAZARDS ............................................................................................... 8 8.3 CONTROL MEASURES ............................................................................. 8 8.4 RISK AFTER ALL CONTROL MEASURES APPLIED ........................................ 9 9 TRAFFIC MANAGEMENT AND CAR PARK SIGNAGE RISK ASSESSMENT ................................................................................................ 9 9.1 TASK ..................................................................................................... 9 9.2 HAZARDS ............................................................................................... 9 9.3 CONTROL MEASURES ............................................................................. 9 9.4 TASK ..................................................................................................... 9 9.5 HAZARDS ............................................................................................... 9 9.6 CONTROL MEASURES ............................................................................. 9 9.7 TASK ..................................................................................................... 9 9.8 HAZARDS ............................................................................................... 9 9.9 CONTROL MEASURES ........................................................................... 10 9.10 NO PARKING CONES / NOTICES .......................................................... 10 9.11 SIGHTING OF NO PARKING CONES ..................................................... 10 9.12 SIGNAGE .......................................................................................... 10 9.13 CAR PARK MANAGEMENT AND SIGNAGE .............................................. 11 9.14 RISK AFTER ALL CONTROL MEASURES APPLIED ................................... 11 10 CROWD CONTROL AND EVENT SAFETY RISK ASSESSMENT. .... 11 10.1 TASK ................................................................................................ 11 10.2 HAZARDS .......................................................................................... 11 10.3 CONTROL MEASURES ........................................................................ 11 10.4 RISK AFTER ALL CONTROL MEASURES APPLIED ................................... 12 11 PUBLIC HEALTH & SAFETY RISK ASSESSMENT. .......................... 12 11.1 HAZARD ............................................................................................ 12 2 11.2 CONTROL MEASURES ........................................................................ 12 11.3 RISK AFTER ALL CONTROL MEASURES APPLIED ................................... 12 12 PROVISION OF FOOD RISK ASSESSMENT. ..................................... 12 12.1 HAZARD ............................................................................................ 13 12.2 CONTROL MEASURES ........................................................................ 13 12.3 RISK AFTER ALL CONTROL MEASURES APPLIED ................................... 13 13 PROVISION OF PUBLIC ADDRESS SYSTEM RISK ASSESSMENT. 13 13.1 HAZARD ............................................................................................ 13 13.2 CONTROL MEASURES ........................................................................ 13 13.3 RISK AFTER ALL CONTROL MEASURES APPLIED ................................... 14 14 METHOD STATEMENT FOR EVACUATION OF EVENT.................... 14 14.1 15 EMERGENCY ON THE PROCESSIONAL ROUTE ....................................... 15 ROLES AND RESPONSIBILITIES ....................................................... 15 15.1 CO-ORDINATORS ............................................................................... 15 15.2 STEWARDS & COMMUNICATION .......................................................... 15 15.3 DUNMOW CARNIVAL RISK MANAGEMENT SYSTEM CONTACT SHEET ...... 17 ATTACHMENT 1: DRAWING OF THE RECREATION GROUND RT02 12 Assessment Dated 22/06/04 Revised 12/09/05 Revised 13/09/06 Revised 09/09/07 Revised September 2008 Revised September 2009 Revised 21/07/2010 Revised 09/08/11, Revised 13/09/12, Revised 12/09/2013 Revised 03/09/2014. Event Date: 20/09/14 Status: Approved Author P Noble / K Wheatcroft For Approval on behalf of the organisers. D Beedle, Chair Events Committee, Approved ............................................. K Wheatcroft, Chair, Procession Committee, Approved .................................... 3 1 Health and Safety Policy 1.1 Event General Description Great Dunmow Carnival consists of a motorised and pedestrian procession through the town of Great Dunmow culminating at the Recreation Ground where a fairground, arena, various events, shows and attractions take place together with outlets where food and alcohol is on sale. 1.2 Policy Statement All members of the organising committees and the marshals are acting in a voluntary capacity, as such there is no legal requirement for a Policy (Under the H&SA Work Etc. Act 1974. However, it is the aim of the organisers that both the participants and spectators enjoy the Great Dunmow Carnival in complete safety and with no adverse impact to the environment. It is the organiser’s policy to liaise with all relevant authorities and stakeholders including local residents, local businesses, contractors the local town and district councils, fire and police authorities. The organisers shall take reasonable steps to ensure that appropriate action is taken to comply with health and safety, fire and other statutory requirements to prevent injury to individuals and damage to property, including advising third parties and contractors of their responsibilities in this respect. The organisers take reasonable steps to accommodate all ages and persons with disabilities. 2 General Risk Assessment 2.1 Notes All hazards are assumed to apply to the organisers, Carnival volunteers and the general public. Where applicable the risks to property have been assessed. Where applicable the risks to the environment have been assessed. The number of attendees is to be less than 10,000. Dunmow Round Table is insured in respect of public liability for the event by the National Association of Round Tables of Great Britain & Ireland, Marchesi House, 4 Embassy Drive, Edgebaston, Birmingham B15 1TP. The Carnival Committee have arranged insurance for the event through Saffron Insurance Group, Saffron House, 67 High Street, Saffron Walden, Essex, CB10 1AA T: 01799 522293 F: 01799 521479 E: insure@saffroninsurance.co.uk 4 The organisers will provide all identified Personal Protective Equipment (PPE) to its volunteers. 2.2 Event Risk After all Control Measures Applied The overall risk to persons, the environment and property for the event is assessed as low. 3 Fairground Attractions Risk Assessment 3.1 Task Entertainment machinery 3.2 Hazards Physical injury Electric shock Slips trips & falls Noise (environmental) 3.3 Control Measures Placement of equipment in the area shown on plan RT02. Task / flood lighting Reputable contractor with longstanding relationship with the Carnival. Placing of generators away from residents in Counting House Lane. Equipment to be under the direct supervision at all times by the appointed contractor. Contractors to make available risk assessments and method statements a minimum of 24 hours prior to the event. Documentation to include: a) Agreement of safety barriers and distances. b) Safety (LOLER) certificates. c) Electrical safety inspection regime d) Reference to public liability insurance. e) Control of substances (COSHH). f) Portable fire control appliances. g) Provisions of first aid. h) Controls for trailing cables i) Site clearance 3.4 Risk After all Control Measures Applied Low 5 4 Fireworks Risk Assessment 4.1 Task Letting off fireworks for public display 4.2 Hazards Ignition of property Burns to persons Unauthorised pre-ignition 4.3 Control Measures Placement of fireworks in safe (display) zone No.2 as indicated on plan RT02 as agreed by Dunmow Town Council representative. Orange plastic fencing placed at a safe distance from edge of display zone. Distance to be stipulated by the firework contractor. Fireworks to be under the direct supervision at all times by the appointed qualified fireworks contractor. Firework Contractors to make available risk assessments and method statements a minimum of 24 hours prior to the event. Method statement to include: a) Explosive safety precautions and control of substances (COSHH); b) Firework construction; c) Agreement of safety barriers and distances; d) Trajectory of projectiles; e) Portable fire control appliances; f) First aid; g) Site clearance. 4.4 Risk After all Control Measures Applied Low 5 Provision of Alcohol 5.1 Task Providing bar. 5.2 Hazards Public order; Fire; Under age drinking; Secure erection of marquee; 6 5.3 Control Measures Appointment of two personal licence holders. Permission from the designated Premises Supervisor. Observation of all rules identified by the Town Council within the licensed area. Sufficient numbers to run this size bar. Police presence. Portable fire appliances to be present. Provision of communication via mobile phones. Proof of age required for all persons suspected of being under age. Marquee to be fit for purpose and have two full hold-down kits fitted. 5.4 Risk After all Control Measures Applied Low 6 Provision of Entertainment 6.1 Task Providing entertainment 6.2 Hazards Crowd safety (arena) Crowd safety (stage) Crowd safety (crushing) Sanitary facilities (normal and special needs) Waste facilities Noise and nuisance Drug abuse 6.3 Control Measures Barriers around arena. Orange safety fencing and straw bales. Barriers 1.4m (metal) in front of stage and speakers. Crushing – Evacuation procedures in force. Marshals at entrances, provision of radios. Portaloo’s provided in addition to existing toilet facilities. Notices for wheelchair users to contact bar to be escorted into disabled toilet in Pavilion. Skips as shown on drawing RT02. 30No. wheelie bins to be on the field. Noise to be monitored hourly by the organisers. 7 General observation by organisers for drug abusers. Any to be identified to the police. Risk assessment by PA Provider (examined by Chairman of Procession Committee at time of writing this assessment). 6.4 Risk After all Control Measures Applied Low 7 Larger Attractions & Participants 7.1 Task Entertainment whether for hire or general observation. Note smaller charities stalls will not be reviewed only those where a perception of risk exists, such as go-karting, jousting etc. 7.2 Hazards To be identified by participants own risk assessments 7.3 Control Measures Review (but not acceptance, only rejection) by the Committee. 7.4 Risk After all Control Measures Applied Low based on previous experience. 8 Bunting Erection This task is carried out one week prior to Carnival. 8.1 Task Erecting bunting (flags) between Braintree Rd and Market Place 8.2 Hazards See separate written Scheme of maintenance and examination and risk assessment. 8.3 Control Measures See separate written Scheme of maintenance and examination and risk assessment, main controls are: Licence from Local Authority not now required (from 2012). Tested fixings. Erected during a quiet period (Sunday). Erected utilising a mobile elevated work platform (MEWP) with toe boards and rails. MEWP to have suitable insurance and current LOLER safety certificate. Barriers and signage to be employed to ensure safety of driver, operative and general public (pedestrians and vehicles) 8 PPE - All personnel to wear high vis jackets to help ensure public awareness. 8.4 Risk After all Control Measures Applied Low 9 Traffic Management and Car Park Signage Risk Assessment 9.1 Task Control of pedestrian safety in the town. Note from 2011 the route will be reversed. The procession will leave from the Angel & Harp, proceed via Market Place, High St, Braintree Rd, St Edmunds Lane returning it's starting point. 9.2 Hazards Road traffic accident injury or death whilst watching, participating or travelling to or from the procession. Bridge at Church End with 7.5 Ton weight restriction. 9.3 Control Measures & Consultation Road Closures to be employed in conjunction with and as agreed by Essex Police 10 minutes before the procession sets off. Temporary Road Closure Order under the Town Police Clauses Act 1847 issued by Uttlesford District Council. Essex County Council (Highways) consulted. Street Collection Permit SC433, issued by Uttlesford District Council Vehicles in excess of 7.5 Ton to be diverted via Bigods Lane. 9.4 Task Admittance of emergency services during procession 9.5 Hazards Person requiring ambulance, Police or fire services whilst Procession is in progress. 9.6 Control Measures Bollards situated at the bottom of Mill Lane and Top of New St to be removed by Essex County Council Highways dept for duration of the procession. 9.7 Task Placement of road traffic signage, advertising signage and no parking cones. Control of cars via Marshals and signage within the car park on the Recreation Ground. 9.8 Hazards Road traffic accident injury or death whilst placing cones or road signage. 9 Insufficient public pedestrian accesses through car park for functional and escapes purposes. 9.9 Control Measures Method statement identifying placement of signage Appointment of dedicated individuals (Traffic Management Co-ordinators). Sign (1219 x 914 banner) indicating car park closed whilst procession reenters the field at the Angel & Harp entrance. Essex Police in conjunction with the Committee placing road closure signs. Notices, notifying the public of road closures have been displayed. Agreed drawing / plan of recreation ground RT02. Agreed drawing / plan of procession route RT03. PPE - high visibility safety jackets on conforming to EN 471 Class 3Hi-Viz Jackets. 9.10 No Parking Cones / Notices No parking cones will be considered on the procession route (subject to a site assessment) along Lime Tree Hill, Church End, Station Rd and North St adjacent to Doctors Pond. Vehicles excluded from the car park adjacent to Dourdan Pavilion for pedestrian safety. Vehicles excluded from Porters Yard residents car park adjacent to Lime Tree Hill entrance to recreation ground for pedestrian safety. Local residents are notified by leaflet 1 week before of parking and access restrictions. 9.11 Sighting Of No Parking Cones Where required, the organisers will supervise the placing of all no parking cones in their correct location that has been previously agreed with Dunmow Town Council, the Committee and Essex Police. Cones will be delivered by vehicle with hazard lights on driving at c10 miles per hour. All personnel with the vehicle will have high visibility safety jackets on conforming to EN 471 Class 3. All no parking cones will be removed by the same method on the close of the day. 9.12 Signage All highway signage will be in accordance with the Traffic Signs Regulations and manufactured to chapter 8 of the regulations and faced with Scotchlite reflective sheeting complying with BS. 873 (Part 6 Class2) on 22 Gauge Zintex Plate. 10 All highway signage will be supported in metal frames with supporting folding legs weighted with sandbags as necessary or firmly affixed to street furniture via non-destructive tags. Other signs within the car park will be designed to be appropriate for their use. 9.13 Car Park Management and Signage The Traffic Management Co-ordinator will supervise the placing of all car park signage that has been previously agreed with the Events Committee. The Marshals will have Hi Visibility safety jackets on conforming to EN 471 Class 3. All positioning of car parking signs will be erected at least two hours prior to the event and removed by 10.00 the following morning. An emergency access route of not less than 3.25 meters for emergency vehicular access will be will be laid out throughout the car park. 9.14 Risk After all Control Measures Applied Low 10 Crowd Control and Event Safety Risk Assessment. 10.1 Task Allow the carnival Procession to proceed through the town, allowing maximum visibility to the general public. Control members of the general public accessing and attending the Recreation Ground Keeping members of the public in designated areas as shown on plan RT02 10.2 Hazards Young persons running out in front of / to vehicles. Large numbers of people lining the pavement – surges into the road. Coins being thrown to floats and hitting a spectator or a participant. Vehicles hitting the crowd due to defective vehicle or driver. Overcrowding of event causing risk of personnel injury. Unauthorised access at inappropriate points by members of the public. Slips trips and falls due to darkness. Vehicle borne displays hitting the crowd. 10.3 Control Measures Route changed in 2011 to reduce bottleneck in Market Place. Vehicle speed restricted to a maximum of 5 MPH. Police Community Support Officers and Committee members placed on procession route. 11 Letter in Programme requesting spectators do not engage in coin throwing. Letter to vehicle owners / participants highlighting that they take care with regard to the safety of the construction of the float. Guidance to participants published on website www.dunmowcarnival.com PA Announcers in town to remind crowd not to throw coins. Dedicated pedestrian access to events ground via “car park”. Letters given to local residents who use car park. Restriction of entry to maximum capacity of event (10,000 persons) through the use of marshals at the entrances. Orange safety fencing and metal barriers in accordance with plan RT02. Two persons shall be appointed as safety co-ordinators to provide safety briefings in line with this risk assessment to marshals immediately prior to the event. Any additional Hazards identified will be addressed controlled at this time. a) Procession co-ordinator – Covers activity of procession. b) Events co-ordinator – Covers activities on Recreation Ground. 10.4 Risk After all Control Measures Applied Low 11 Public Health & Safety Risk Assessment. For the treatment of minor injuries or illness to public or participants of the event. 11.1 Hazard Person sustaining unspecified injury or illness not being able to access suitable immediate health care. 11.2 Control Measures St. Johns Ambulance in attendance in the procession and on the Recreation Ground with staff identified in uniform with phone contact between base and Marshals. Suitably equipped ambulance based on standby at event for treatment or evacuation of injured party. 11.3 Risk After all Control Measures Applied Low 12 Provision of Food Risk Assessment. For the provision of hot and cold drinks and food sited on the Recreation ground as shown on plan RT02. 12 12.1 Hazard Food poisoning. Burns (non-commercial barbecue) 12.2 Control Measures Basic food hygiene and public liability insurance certificates to be held by commercial concerns for viewing and acceptance by Co-ordinator on the day. Failure to provide certification to lead to exclusion. Non-commercial food provision to abide by basic hygiene standards. Food to be procured from reputable source, within sell by date thoroughly cooked to acceptable standard. No re-heating permissible. Portable fire appliances / fire blanket to be kept available. Water dispenser for flame control. First aid kit. Task lighting and emergency light source (torches) 12.3 Risk After all Control Measures Applied Low 13 Provision of Public Address System Risk Assessment. For the provision of a public address system sited as shown on plan RT02 and in the High St, North St, Market Place and up to the Drill Hall roundabout. The principal use is as a control measure for crowd control and information. 13.1 Hazard Electric shock Trip hazard (cables) Interference by minors Falling from stage (1500mm approximately) 13.2 Control Measures Electrical equipment to be housed in rain proof tent / enclosure. All equipment to be inspected and tested by fully electrically competent person before use. Cables to be laid away from public walkways / protected and cable tied where necessary. Residual current devices to be used. Electrical connectors suitable for outdoor use (16A BS 4343) for mains supplies outside of the enclosure. Equipment constructed to CE and EN 60065 standards. Task lighting and emergency light source (torches). 13 Lighting and sound to be from separate electrical sources where possible. PA System to be attended by competent persons at all times. Steps from Foakes Hall to be the only access on and off the stage. All minors to be personally supervised at all times whilst on stage. PA Engineer to advise persons in charge of minors of Hazard. Risk Assessment carried out by PA Provider. Additional Risk Assessment for provision of PA in Town. 13.3 Risk After all Control Measures Applied Low 14 Method Statement for Evacuation of Event. In the unlikely event of incident or fire requiring the evacuation of the event on the Recreation Ground the following method statement will be followed: RV Point – PA System Evacuation Areas – Main and Pavilion Car Parks Evacuation Code - Mr. Green please report to the stage 400M Exclusion Areas - Area adjacent to Angel & Harp car park and The Downs. On a Marshal being aware, or being made aware, by a member of the public of an incident that may necessitate in the evacuation of the event. The Marshal will contact the Co-ordinator via mobile phone. The Co-ordinator will make an initial assessment of the incident (either by visual inspection or by advice over the mobile phone. If the Co-ordinator believes that an evacuation is likely to be justified then he will: a) Direct all Marshals in the immediate vicinity not immediately involved in crowd control to their pre arranged points. b) Contact the deputy Co-ordinator in charge of the PA system and order an orderly evacuation. c) Phone through to the emergency services as appropriate (if required). The emergency Co-ordinator together with the emergency services (as appropriate) would then make an assessment of the incident. A coded announcement over the public address system will be used . (Mr. Green please report to the stage) On hearing this message Marshals at their pre arranged points will stop further entrance to the event and further cars from exiting the car park. Marshals not immediately involved in crowd control should make their way to their pre arranged points as detailed on the plan RT02. The gates will be opened to the rear of the gravel car park adjacent to the pavilion by the second deputy co-ordinator. 14 Following a short delay (dependant on the nature of the emergency) an evacuation announcement will be made over the public address system directing the public to follow the directions of the Marshals to the emergency exits at the car park areas. After the incident has been contained, or the area made safe, the Marshals will be advised over the public address announcement if re-admission is feasible. All stewards and the emergency services will report back to the PA system R.V. Point for debriefing. If necessary, for example for a bomb scare or other significant issue such as air ambulance landing, where a 400m exclusion zone is required, further public address announcements will direct the public to follow the directions of the Marshals. To execute a controlled evacuation away from the car park areas: a) For the car park by Pavilion, cross the road and along Rosemary Lane to the Downs grassy area. b) For the main car park, to the area adjacent to the Angel and Harp Car Park. Marshals will stay at the 400m assembly points and take directions from the emergency services. 14.1 Emergency on the Processional Route Should an incident occur on the Procession route within sight of the PA announcer in the town, a coded announcement over the public address system will be used. (Mr. Green please contact the announcer) On hearing this message Marshals at their pre arranged points will stop the procession until it can be ascertained what the problem is. Marshals not immediately involved in crowd control should make their way to the PA announcers position and await instruction. 15 Roles and Responsibilities 15.1 Co-ordinators Due to the nature of the event there will be two nominated co-ordinators. The procession Chair shall be the nominated co-ordinator for the procession through the town. The Chair for the events committee shall be the nominated co-ordinator for the Recreation Ground, assisted by the Procession chair when the procession terminates. 15.2 Stewards & Communication Marshals will be appointed no later than 24 hours before the event from the attached Contact Sheet. 15 On the day stewards will be required to accept the evacuation method statement and PPE (Hi Viz Jacket). Copies of the Contact Sheet will be produced prior to the day and one supplied to each Marshal. 16 15.3 Dunmow Carnival Risk Management System Contact Sheet Procession Committee Name Tel e-mail Notes Mobile Keith Wheatcroft (Val) 01371 875300 07831 779975 wheaters@talktalk.net Risk Assessment / Chair Jan Moller (Ron) 01376 320573 07976 203353 jan.moller@orange.net Press David Perry 01371 872601 07973 545121 dperry12@btinternet.com Steve Baines (Denise) 01371 874631 07897 671712 chahut1@msn.com Lol Gilby (Ann) 01279 870112 07836 527586 laurencegilby@mypostoffice.co.uk David Beedle (Patsy) 873 673 07946 424143 beedleindunmow@aol.com Chair Maz Miller (Michael) 872 641 miller@mallardsdunmow.co.uk Programme Louise Eccles (Steve) 871957 0787 9657790 louise.a.eccles@hotmail.co.uk Programme Richard Harris (Margaret) 873 786 0781 4961186 Richardharris237@gmail.com Fireworks / town Crier Claire Reeve (Lawrence) 873 768 07759 219605 clairereeve@aol.com Stalls & Accounts Peter Noble (Tracy) 876 174 07971 152710 / 07875 112710 peter.e.noble@btopenworld.com PA / Artists / Risk Assessments Michael Smith (Brenda) 870 335 07803 178190 Sans interweby thing PA In Town / Radios / Stage / Bales Peter Watson (Fiona) 07976 243599 peter@watsonic.co.uk PA In Town Peter Toms 07966 884852 peter442t@googlemail.com Petersfield Events / Parking Treasurer Events Committee Liza Davies (Paul) 875433 07870 217899 lizadavies@gmail.com Richard Wilcox (Grace) 874744 07714 214902 rwilcox@aol.com Oliver Rogers 07799 542902 PA In Causeway PA in Town 17 18 19