THE MANAGEMENT OF PERFORMANCE & EVENT SAFETY
DOCUMENT No: HS-032
Prepared by:
Technical and Production Manager
Document Owner:
Technical and Production Manager
Authorised for use by:
Health and Safety Committee
Authorised for Standard of Content:
Health and Safety Advisor
DOCUMENT HS-032
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TITLE: THE MANAGEMENT OF PERFORMANCE & EVENT SAFETY.
VALID FOR TODAY ONLY 22/03/16
DATE PRODUCED: JAN 2004
AMENDMENTS SINCE PUBLICATION
ISSUE PAGE
No
1
All
DETAILS
DATE
ISSUED BY
Update and Review
Sep 14
N Ware
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PURPOSE
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To define the procedure for the health and safety management of performances and
events at the RNCM, to establish best practice in the industry, to improve
communications and ultimately reduce accidents and near misses.
This document and the associated attachments have been prepared using ABTT and
HSE guidelines and therefore represent best practice.
SCOPE
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Applies to all performances and events at the RNCM
DEFINITIONS & RESPONSIBILITIES
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ABTT = Association of British Theatre Technicians.
CDM = Construction (Design and Management) Regulations.
Producer refers to whoever is ultimately responsible for the production and the
engagement of the Designer.
Director refers to the person responsible for the overall concept of the production.
Designer refers to the set designer who may also be the production, costume and/or
lighting designer.
The designer is responsible for the implementation of the design to everyone who
may reasonably be expected to come into contact with the set; this responsibility may
be shared with the various members of the team but should be co-ordinated by the
Production Manager.
Production Manager is the person in charge of planning and the execution of the
technical aspects of the production.
Contractor is the person responsible for making the set.
Production File is the file containing the risk assessments and all other safety
information connected with the production. It may also include any other technical
information related to the production. (Consider standard production file index)
RELATED DOCUMENTS
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The Health and Safety at Work Act.
Technical Standards for Places of Entertainment
Relevant ABTT Codes of practice.
HSE Entertainment Information Sheets.
HS-032-A1 Risk Assessment Form.
HS-032-A2 RNCM Technical Rider.
HS-032-A3 Induction Checklist and Training Record for Venue Staff and Performers.
The Construction Regulations.
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The Construction Design and Management Regulations.
HS-007 Risk Assessment.
HS-019 Contractor Induction.
HS-025 The Management of Fire and Other Emergencies.
HS-022 Design and Work on Electrical Systems.
HS-028-A1 Health and Safety Method Statement Form.
HS-028-A3 Code of Conduct for Contractors.
HS-028-A4 Contractor Selection Form.
HS-029 Permit to Work System.
HS-030 Control of Asbestos.
HS-034 Working At Height.
PROCEDURE
1) A risk assessment must be completed for each event/performance, although some risk
assessments may become generic for example orchestral performances.
2) A risk assessment must be completed on the design, set up and breakdown of any
scenery or significant changes to existing to that scenery. (See attachments 2 &3 for
guidance)
3) Visiting performances that require significant amounts of scenery/set management as
part of their general theatre activity should provide a completed Technical Rider and
risk assessment. (HS-032-01 Risk Assessment Form can be used)
4) Design risks that cannot be eliminated must be brought to the attention of the
Production Manager and appropriate control measures agreed.
5) Risk assessment documentation should be made available to performers, before the
first rehearsal on the stage set.
6) There must be a health and safety training session of the set by the technical
representative of management at the first rehearsal on the stage set, before any
rehearsal activity takes place. All performers and stage management should attend
and be asked to identify any concerns they may have either individually or
collectively
7) The content of the health and safety training session should be based on the findings
and control measures identified by the associated risk assessments.
8) If there are any changes to the set or performance between the rehearsal and the first
performance then a further health and safety-training session must take place before
any work on the set gets underway.
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9) There should be a further health and safety training session of the set when the
performers are in costume, the risk assessment should identify whether this is extra
session is necessary.
10) All health and safety training sessions will form part of the scheduled working time.
11) If the show transfers from one venue to another and there is a substantive change to
the set or performance a further health and safety-training session should take place
before the first rehearsal or performance using the set.
12) In the event of any changes to the performers of venue staff the health and safety
training sessions associated with the current set and performance should form part of
their induction programme.
13) General tasks that Venue Staff perform on a day to day basis will be risk assessed and
the findings and control measures implemented.
14) Any contractors employed to do work by Venues Staff should comply with the
relevant RNCM procedure for the control of contractors (see Related Documents)
RECORDS
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A Production File will be produced for each show it will contain the following health
and safety information:
a) Technical Rider (incoming performances only)
b) Scenery design risk assessment findings.
c) Production risk assessment.
d) Health and safety training session records.
e) Induction training sessions.
f) Other health and safety information.
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A Venues Health and Safety Manual is in place and should contain the following:
a) General Risk assessments.
b) Manual Handling Assessments.
c) Coshh Assessments.
d) Health and Safety training records (copies)
ATTACHMENTS
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Attachment 1 General Venue Safety Arrangements.
Attachment 2 Checklist of health and safety issues for designers.
Attachment 3 Potential set design hazards to avoid.
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Attachment 4 Application of the CDM Regulations to Theatre Scenery.
Attachment 1
GENERAL VENUE SAFETY ARRANGEMENTS.
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Fire arrangements and procedures are in place for each auditorium area.
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All portable and fixed electrical systems are maintained and tested.
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All lifting equipment is maintained and tested in accordance with the LOLER
regulations.
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Only competent staff are employed at the College.
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Equipment such as safety curtains, flying system, stage pit lift, trap doors, ladders and
tallescopes are maintained and tested.
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All areas will be regularly inspected.
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All areas will be kept clean and tidy.
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All substances hazardous to health will be used stored and disposed of safely.
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Articles and materials will be used stored transported and disposed of safely.
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Personal Protective Equipment (PPE) will be provided and used.
Attachment 2
CHECKLIST OF HEALTH AND SAFETY ISSUES FOR DESIGNERS
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Ensure that the designs obviate risks as far as reasonably possible to everyone who
will work on the setting: this includes actors and stage management as well as the
technicians constructing, installing, operating and removing the scenery. The setting
should not be a hazard to the audience or to other users of the theatre.

Take care not to introduce additional or more serious hazards when designing out a
particular hazard. Solutions that protect everyone are far better than relying upon
protective measures which depend solely on rehearsal or the use of personal
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protection equipment. A barrier is a far better safeguard when working at height than
reliance on a fall arrest system.
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Ensure that a full risk assessment is carried out at the design stage. This will usually
be done by or in consultation with the Production Manager; the Contractor may also
be involved. This risk assessment is often the start of the Production File.
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Make sure that all the risks identified have been eliminated. Where this is not
reasonably practical, appropriate controls should be agreed, and implemented, to
reduce any residual risk to an acceptable level.
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Ensure that the outcome of the risk assessment including information regarding any
hazards remaining in the designs and any identified residual risks are recorded in the
Production File.
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Have good reason to believe that all foreseeable risks have been eliminated or
reduced to a reasonable level or else withdrawn from the production. The Designer
should in any case ensure the Producer is informed of any residual risks that remain.
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Be certain that it is clearly identified who is responsible for deciding the method of
construction and any necessary structural calculations - if this is not agreed it may be
assumed that the Designer is responsible, even though the Designer may lack the
experience or qualifications.
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Ensure that adequate information and appropriate instructions are provided to enable
the scenery to be built, rigged and operated safely. These are usually conveyed by
providing sufficient and proper working drawings; the Production Manager or the
Contractor may undertake these. However, the Designer must understand how the
design can be built in order to identify any significant hazards. Designers do not need
to point out every hazard but should indicate any unusual risks that may not be
obvious to point out every hazard but should indicate any unusual risks that may not
be obvious to the Contractor(s). The Designer should ensure that the Production
Manager is made aware of any assumptions about construction methods or the
sequence of assembly and removal.
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Take care not to instruct the Contractor directly unless the Designer has the necessary
competence - it is often better to leave this to the Production Manager.
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Where necessary have the scenery tested before use, and also, if necessary, during
construction, setting and striking.
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Ensure that appropriate markings or warnings are provided and displayed on scenery,
props etc where there is residual risk, e.g. weight or stability for manual handling
during rigging or de-rigging.
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
If the Designer has reason to suspect there is a problem with the in-house equipment
or with the competency of the builders, riggers or operators the Designer should
advise the Production Manager of these concerns. It is sensible to keep a note of any
such discussion.

Any modifications of the designs are properly assessed. Design modifications should
never be hurriedly produced without proper consideration. Last minute changes are
often expensive and can have tragic consequences.
Attachment 3
POTENTIAL SET DESIGN HAZARDS TO AVOID
Hazards may arise directly from the concept or because of the requirements of the script
or the Director. The Designer should evaluate hazards at an early stage of the design
process. Any hazards so identified should, where possible without totally compromising
the concept, be eliminated or controlled. The requirements of the script or the Director
should be redressed if serious hazards arise unless the Designer is reasonably confident,
after taking any necessary advice, that the hazards can be adequately controlled.
Potential hazards to consider include:
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Site hazards - the settings should be easily accessible; get-offs should not lead straight
into a brick wall or unprotected drop or sharp object; awkward changes of level
should be eliminated.
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Health hazards - the use of solvents should be avoided; water-based paints are to be
preferred.
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Environment - avoid processes that create dust, hazardous fumes, noise and vibration.
Any construction work that involves, for example, sanding, routing or grinding
should be carried out in the workshop and not on stage. This may involve rethinking
how assemblies are to be completed.
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Safe construction - design to simplify safe construction. Use prefabrication so that
the fit up involves assembly, not construction work on stage. Provide lifting points
where scenery has to be suspended during erection, not only when flown. Consider
how joints may be made, for example loose pins should not have to be inserted at
height. The need to work at height when fitting up on stage should be eliminated
where possible.
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Manual handling - ensure that lightweight materials are used wherever possible.
Design so that the individual parts before assembly are easily handled.
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Falls - design in means of reducing the risk of falling, for example by the early
installation of access steps and edge protection / barriers / handrails. The construction
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sequence might be planned so that lower levels are installed to provide safe access to
upper parts, thereby reducing the need to use access equipment.
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Work at height - consideration must be given to obviating the need to work at height
and to enabling safe access where this cannot be avoided. For instance the designer
needs to ensure that the setting does not prevent lighting technicians from achieving
safe access to luminaries for the purposes of focussing or re-lamping. Working from
ladders should be avoided. Consider how the painters are to reach the set when
touching up.
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Fire hazards - the materials selected and the processes involved in construction should
not present significant fire risks. Satisfactory means of escape should exist from all
parts of the setting throughout its fit up and use.
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Attachment 4
Is construction
work on the
structure
involved?
APPLICATION OF THE CDM REGULATIONS TO THEATRE SCENERY.
YES
Is the set
loadbearing or
involve work on
the theatre
building?
YES
Is the local
authority the
health & safety
enforcer?
NO
NO
Is the work light
weight and not
load bearing?
NO
YES
CDM REGS do not apply
CDM REGS do
not apply - except
if the work is
notifiable
YES
CONSIDER IF
Will the work on
stage last more
than 30 days?
YES
CDM REGS apply Production
Manager must notify the HSE
YES
CDM REGS apply Production
Manager must notify the HSE
NO
Will the work on
stage last more
than 500 person
days?
NO
Will 5 or more
people work on
the set on stage at
any time?
YES
CDM REGS apply but HSE need
not to be notified
NO
Only the duties of the designers under CDM REGS apply
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