SM12 EVENT PLAN

June 29th -July 3rd 2012 Glenarm Castle Estate

Event Management Plan Overview 05.06.12

Prepared by:

217 Holywood Road, Belfast. BT4 2DH Tel: +44 (0) 28 90 67 33 79 office@summermadness.co.uk

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1.

INTRODUCTION AND BACKGROUND

2.

EVENT PLANNING MEETINGS

3.

DESIGNATION OF KEY PERSONNEL

4.

MAIN CONTRACTORS

5.

EVENT SITE

6.

BUILD UP TIMES AND SCHEDULE

7.

SITE STRUCTURES

8.

SITE CONTROL ROOM

9.

SITE CAPACITY

10.

CROWD MANAGEMENT ARRANGEMENTS

11.

FIRST AID/MEDICAL ARRANGEMENTS

12.

STEWARDING ARRANGEMENTS

13.

TRAFFIC MANAGEMENT

14.

COMMUNICATION ARRANGEMENTS

15.

CATERING

16.

SANITARY FACILITIES

17.

CLEANING AND WASTE

18.

ELECTRICAL SAFETY

19.

FIRE SAFETY

20.

ACCOMMODATION ARRANGEMENTS/CAMPING

21.

SOUND LEVELS

22.

INSURANCE

23.

EMERGENCY PROCEDURES

24.

APPENDICES

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1.

INTRODUCTION & BACKGROUND

Summer Madness is one of Ireland's largest Christian festivals and in 2012 it will be taking place between Friday 29th June and July and Tuesday 3rd July at the Glenarm Castle Estate, Glenarm Co. Antrim, Northern Ireland.

The Festival was started by the Church of Ireland Youth Department, twenty five years ago and now attracts around 3000 visitors, most of whom camp on site for the duration of the event. The programme is primarily aimed at the 15 - 24 age group although Summer Madness attracts a considerable number of families. The focal point of the camp are the main worship and teaching meetings which take place in the Big Top twice a day. There is also a strong emphasis on the musical arts with a number of venues showcasing international and more local Christian bands throughout the day and into the evening. Music styles include dance, rock, acoustic and jazz! In addition to these programme areas there is also a very diverse seminar and debates programme; a large sports and activities programme both on and off site; a venue just for clergy and youth leaders; outdoor cinema; an exhibition to introduce opportunities and resources for a wide range of Christian service; cafĂŠs; merchandising areas, etc.

A full programme of events is to be found at www.summermadness.co.uk

A scaled map outlining the event site is available in Appendix 1.

2.

EVENT PLANNING MEETINGS

Event Planning Meetings have taken place, involving representatives of the PSNI, St John Ambulance, local council (parks, Waste,etc) and the Glenarm Castle Estate staff to consider event management and Health and Safety issues. These meetings are designed to consider the requirements of each organisation and to ensure that the Event is conducted in a safe and efficient manner and without imparting a negative impact on neighbouring properties.

3.

DESIGNATION OF KEY PERSONNEL

EVENT CONTROLLER / COORDINATOR The Event Controller (and Coordinator) is John Kee. He will be responsible for approving the Event Management Plan, for the planning of the event, the site build and takedown and the implementation of the Event Management Plan. He will ensure that competent contractors and personnel are appointed and ensure that all phases of the event are conducted in a safe and efficient manner with minimal disruption to 3

the public or to neighbouring premises. He will designate a team of deputies, who between them will form the Event Control Team. A member of the Event Control Team will maintain radio contact with the Control Room at all times during the event. The Event Controller, or one of his deputies, will be in control of the event throughout the day and evening and will oversee crowd management arrangements.

He, one of his deputies, or designated Duty Officer, will remain in the Control Room during the event and will remain in radio contact with the Operations Team at all times. In the event of an emergency situation the Event Control Team will pass control to a Senior Police Officer.

DEPUTY EVENT CONTROLLERS The list of Deputy Event Controllers is as follows: Mike McCann, Tim Haslett, Myles Christie, Nigel Gilbert, Stevie Semple, Mike Taylor and Jasper Rutherford. They will operate on a rotation basis. They will be in contact with the Control Room when the Event Controller leaves to monitor the site. They will take decisions on management and safety issues in the absence of the Event Controller.

EVENT HEALTH & SAFETY MANAGEMENT The Event Health and Safety Consultant is Becky Morris. She will assist the Summer Madness Team in preparing a Management Plan for the event including a Risk Assessment and Contingency Arrangements.

She will advise the Event Coordinator, the Event Controller and their Deputies on safety and related matters. She will visit the site during the build and takedown and will be present during the event. She will liaise with the Health and Safety Executive as appropriate and with the Police and Emergency Services.

The Event Health and Safety Supervisor is Matt Minford. He will assist with the preparation of the Management Plan and he will be the Summer Madness representative for ensuring on-site safety and related matters. He will be on site during the event.

EMERGENCY CONTROLLER The Emergency Controller takes control of the event in the event of an emergency or serious incident.

This would normally be the senior PSNI officer on site. As the nature of the event precludes the need for a permanent PSNI representative, the Event Controller will assume this role until a PSNI representative arrives on site.

LOGISTICS MANAGERS The Logistics Manager is Richard Thompson. He will coordinate the site build and takedown, and technical aspects of the event. He will liaise with the Event Coordinator on technical matters and with 4

the Safety Advisor regarding safety and related matters. He will ensure that appropriate numbers of trained staff are engaged and suitable equipment is available to enable all phases of the event to proceed in a safe and efficient manner. In conjunction with the Production Team Leader (Matt Minford) he will ensure that safety documentation and certificates are obtained from contractors as appropriate.

FIRST AID MANAGER The First Aid Manager is Dr Emma Totten who will work in conjunction with St John Ambulance and will manage the implementation of first aid provision for the event. William Bradley from St John Ambulance is responsible for providing a Risk Assessment regarding first aid provision required for the event, agreeing the level of provision with the Event Coordinator and providing the level of resources as agreed at the event. Under her direction the staff and other resources may be deployed as appropriate.

She will ensure that incident records are kept and that a copy is forwarded to the Event Controller after the event. She will keep in radio contact with the Event Controller of his Deputy during the Event.

SECURITY MANAGERS The Security Manager is Michael Walters. They will be responsible in conjunction with the Event Controller for providing supervisors and stewards in accordance with the Event Management Plan. They will ensure that all volunteer security personnel are properly trained and briefed in their responsibilities.

They will ensure that suitable communication arrangements are in place for their staff and that supervisors maintain incident records. They will take direction from the Event Controller or their Deputy, or from the Senior Police Officer in the event of an emergency situation. They will maintain a radio communications link with the Control Room who will relay all relevant radio messages and keep an incident log as appropriate. The Security Managers will monitor the site through the last phase of the build, the full event and the de-rig.

The Organisational Structure is available in Appendix 2.

4.

MAIN CONTRACTORS

The following is a list of the main contractors and sub-contractors who will be responsible for the achievement of appropriate standards in their respective areas of responsibility.

AUDIO

PHG/ Forfey Ltd

STAGE

PHG

SOUND SYSTEM

PHG/Tannoy by APT Entertainment & Event Solutions 5

SCREENS and Video

Box 42 A/V

LIGHTING SYSTEMS

PHG/ Forfey Ltd

RIGGING

PHG for own equipment, Big Top by Operations Director

LIVE MUSIC

Various

TOILETS/PORTACABINS

Greenline / Norspace

CROWD MANAGEMENT

Volunteer Stewards

FIRST AID

St John Ambulance

CATERING

Various Subcontractors

GENERATORS AND POWER

Speedy Hire and APT Entertainment & Event Solutions

5.

EVENT SITE

The stages and associated equipment will be sited in various locations throughout the Glenarm Castle Estate site but predominantly, as per site maps attached within Appendices in the venues labelled: Big Top, The Village Marquee, Exodus Marquee, Tearfund and the CIYD Barn.

Vehicular access to the site will be via the Munie Rd only. Pedestrian Access will be permitted to and from the Straidkilly Rd.

All Site Maps - available in Appendix 1.

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6.

BUILD-UP TIMES AND SCHEDULE

The site preparation will begin on Tuesday 19th June. The take-down will start immediately after the event and will be completed by Friday 6th July. Part of the infrastructure including the Big Top will remain until the Dalriada event is over and shall taken down on 16th July.

A basic summary of works will be as follows: Tuesday 19th June Summer Madness personnel arrive on site, compound build commences Initial Big Top planning commenced. Big Top raised by Sunday 24th June.

Tues 26th June

Rigging points established in ceiling of main venue Installation commences of audio, lighting, and video systems across site Barriers & fencing delivered Toilets / showers etc delivered

Weds 27th June

Completion of main audio, lighting and video systems

Thurs 28th June

Site is prepared for use by attendees All heavy plant either removed from site or secured and fenced-off from public

Tuesday 1st July

Takedown commences

Thursday 3rd July Site Cleared of rubbish and equipment Monday 16th July Big Top takedown

The full build schedule is available in Appendix 3.

7.

SITE STRUCTURES

All structures will be properly constructed by competent contractors and full specifications, risk assessment and insurance information will be supplied to the Health and Safety Supervisor. Production House (PHG) are responsible for the provision of the mixing position, stages (in all venues), and the PA system in Big Top. PHG are alsop responsible for the Stage Lighting. Box 42 A/V are responsible for the screens. Certificates confirming structural stability will be provided as appropriate. Forfey Ltd. are responsible for the provision of PA and Lighting Systems in secondary venues. Greenline / Norspace / Speedy Hire will provide both the portable WCs and shower units. There will be 1 male/female block of toilets for staff use and 3 shower units – 1 small and 2 large units. All will operate from a mains water connection installed by contract plumbers. In addition there will be 60 portable chemical toilets (not

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connected to mains water) that will provide toilet facilities including a number with disabled access. A full list of plumbing requirements can be found in Appendix 8.

Site Build Arrangements The stage, lights, screens, PA and associated equipment will be positioned prior to the opening day of the event. Unauthorised persons will be excluded from areas where work is being carried out.

8.

SITE CONTROL ROOM

“Comms” is in located in a temporary structure situated in the area between the ‘village area’ and the camp site and this will be the Control Room for the build, event and take-down periods. The Event Controller or one of his Deputies will remain in contact with the Control Room at all times during the event. Only authorised persons will be admitted to the room including the Event Controller, appointed Deputy, the Health and Safety Supervisor, the First Aid Manager, representatives of the Emergency Services and Statutory Bodies, the Security Manager and a radio operative. In the event of an emergency involving the Control Room alternative accommodation will be provided.

9.

SITE CAPACITY

Due to the nature of the event it is not practical to calculate the entrancing capacity.

It is however considered that the entrance arrangements and the available space will be appropriate for the number expected to attend at any of the venues. In the event of excessive numbers of patrons arriving, access may be temporarily suspended until density reduces. Entrance to the Big Top is limited to 2,700 people, although an additional ‘overflow’ tent adjacent to the venue will accommodate capacity for a further 200 as well as live A/V feeds to secondary venues in the 'Exodus and Tearfund cafes.

Exiting arrangements are considered appropriate for the numbers who could access the site. There will be a minimum of two exits to each venue and in the event of an emergency resulting in an exit being unusable; the patrons will be able to leave the site within a three minute period.

A site walk will be undertaken on the evening of Wednesday 27th June in order to ascertain the approved occupant capacity for each venue within the Glenarm Castle Estate. These figures will then be issued to the respective venue managers who will in turn monitor capacities within their venue by means of ‘clickering’ in and out.

Occupant Capacity.

Capacities will be set for each venue within the site relating to the nature of the event and its anticipated popularity and the physical entrancing and emergency exiting capacity of each venue.

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Based on previous experience the audience are anticipated to be transient in relation to the venues and stewards and supervisors have been briefed to advise Control in the event of any overcrowding scenarios.

Care has been taken during the programming of the festival to ensure that there are usually at least 3 different events happening simultaneously, except during the Big Top worship events, which will appeal to a similar audience to thus distribute the attendees evenly throughout the available venues on site.

Viewing for Persons with Disability All Summer Madness stewards have been briefed on disability awareness issues and the venue manager in each location will take responsibility for ensuring that Summer Madness fulfils the needs of persons with disabilities. All venues are considered generally accessible, and where assistance is required volunteers have been trained to offer assistance. If events have been identified as being likely to be very popular, a designated area will be marked out for persons with mobility problems.

10.

CROWD MANAGEMENT ARRANGEMENTS

Anticipated audience profile The nature of the entertainment being provided is expected to attract a family type audience with a targeted audience in the 12-28 age range. Previous events have led us to believe that there will not be any disorderly conduct. Alcohol is not permitted anywhere on site..

Entrancing Arrangements Patrons may enter the site from the Munie Road entrance. Pedestrians will be permitted via the Straidkilly Road. Almost all camping tickets are sold in advance and in contrast to previous years it is expected that most 'day visitors' will also book on line prior to arrival.

Exiting Patrons may leave the campus at any time but vehicles must use the Munie Rd gate. It is considered that the street lighting will be adequate to facilitate exiting at the close of the event.

Separation of Vehicular and Pedestrian Traffic.

Only ‘working vehicles’ have access to the site during the build and takedown periods. Working activities involving these vehicles will be completed prior to spectators being admitted. The vehicles will not return until all spectators have left the venue. The village area will become a pedestrian zone once the build is complete with only emergency vehicles permitted to enter or leave the village area when patrons are present.

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Car Parking There is on site car parking within the Glenarm Castle Estate grounds for 1,000 cars in the main car park, 500 cars in the overflow car park and 75 cars in the staff car park. There is also appropriate parking facility provision for visitors requiring disabled access. Both car parking for ‘public parking’ and parking for ‘Summer Madness staff’ will be managed by volunteer stewards operating on behalf of Summer Madness.

11.

MEDICAL/FIRST AID ARRANGEMENTS

Dr Emma Totten will coordinate Medical/First Aid arrangements. First Aid Points and ambulances will be located as per the Assessment. All equipment and personnel will be in place prior to the site opening.

See Appendix 4 for Risk Assessment and deployment of First Aid/Medical resources.

The permanent first aid posts will be located as per site plan in Appendix 1. The following medical resources will be available on site:

1 X Registered Doctor (Doctors will operate on a rota system controlled by the Medical Advisor, Dr Emma Totten) 1 X Ambulances (provided by St John Ambulance) 2 X First Aid Positions Positions located in the Village area and near the Sub Camps 2 X First Aiders / Ambulance Personnel

First Aid arrangements shall be in position at the First Aid Point (as identified on the site map). There will be a communications link between the First Aid posts and the Event Controller. All First Aid posts will have access to external mobile telephones and will be clearly signposted. All accidents will be recorded at the appropriate First Aid point and in the Control Room. The Event Controller will be provided with a report on persons that received first aid treatment during the event.

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12.

STEWARDING ARRANGEMENTS

Stewarding for the event will be supplied by event volunteers. The Event Crew (stewarding) Team Leaders will ensure that all stewards are properly trained, briefed and supervised. They will ensure that all stewards wear distinctive apparel and suitable communication arrangements are in place. Supervisors will keep incident reports and forward them to the Event Controller at the end of the event (see Appendix 6 for Stewarding Plan and Instructions for Stewards etc).

13.

TRAFFIC MANAGEMENT

Through routes’ in the site have been designated as traffic free where possible and external users of the site are encouraged to drive within safe limits. Due to a lack of car parking around the festival village, it is anticipated that the vehicular-pedestrian mix at this year’s event will be far less an issue than in previous years.

14.

COMMUNICATION ARRANGEMENTS

All Stewarding Supervisors, key Production Staff, the Event Coordinator, the Event Controller and their Deputy, senior First Aid personnel the Safety Advisor, and the Chief Steward will be issued with short wave radios. Details for operation of the short wave radios can be found in the Appendices. All messages will be relayed via the radio operator based in the Control Room. A record will be kept of all significant messages. Messages can be relayed to the audience using the PA system. In the event of an electrical problem messages can be relayed to the audience using megaphones that will be kept in the Control Room. Two mobile telephones will be available in the Control Room to facilitate communication with ‘external’ agencies.

Signage Signage will be provided to indicate; exits/emergency exits, sanitary facilities, first aid points, food outlets and a meeting point for persons who have become detached from friends or family groups. The meeting point will be located at Event Control/Comms.

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15.

CATERING

Hot food units as arranged through Summer Madness, who hold the catering concession for The Glenarm Castle Estate, will be located at various points around the site. LPG will be kept in an outside location with patrons excluded from the area. A NICIEC certified electrician (supplied by APT Entertainment and Event Solutions) will check the portable generators and associated circuitry prior to the Event. Outlets will be required to provide appropriate first aid and emergency fire fighting equipment as detailed in the Trader Terms and Conditions (see Appendices)

16.

SANITARY FACILITIES

Greenline / Norspace / KDM will provide both the portable WCs and shower units. There will be 1 male/female block of toilets for staff use and 3 shower units – 1 small and 2 large units. All will operate from a mains water connection installed by contract plumbers. In addition there will be 60 portable chemical toilets (not connected to mains water) that will provide toilet facilities including a number with disabled access.

17.

CLEANING AND WASTE

The site will be cleaned prior to the event. There will be 50 standard bins and 2 skips positioned throughout the site (including the entrance areas) for all wastage. These will be supplied by McNabb Bros and emptied on a regular basis throughout the festival. (Saturday, Monday, Tuesday, Wednesday.

18.

ELECTRICAL SAFETY

Power inside the venues will be operated from a combination of the mains and generators, which will be managed by a representative from the Glenarm Castle Estate electrical contractors. A NICIEC certified electrician (supplied by APT Entertainment & Event Solutions) will install all electrical systems and circuits and these will be properly protected and suitable for their respective locations. A competent person will provide a document certifying the safety of each circuit.

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19.

FIRE SAFETY

Fire extinguishers will be sited at points throughout the site. Stewards will be trained in their use. The Event Controller will advise the Fire authority of the event. In the event of a serious fire the Event Controller will contact the Fire Authority.

Fire Extinguishers will be provided in sufficient quantities to adequately protect the various venues around the site - this will include 1 CO2 on every stage and at every electrical distribution box. Whilst recognising that caterers are contracted directly and effectively responsible for their own fire precautions, Summer Madness hold a stock of CO2 dry powder extinguishers and will supplement where required.

Temporary marquee structures will have a combination of water and Co2 extinguishers provided In addition to extinguishers already in place within The Glenarm Castle Estate, Summer Madness will hire in an additional number of extinguishers to cover the various locations.

All hired extinguishers shall be certified by a competent person from FPSNI (for the Big Top) and Fire Defense NI (all other venues). Within some of the venues, marquees and/or temporary structures have been built which have blocked visibility of existing fire safety signage - where this is the case Summer Madness has employed additional signage and trained stewards accordingly.

20.

ACCOMMODATION / CAMPING

The majority of attendees at Summer Madness will camp for the duration of the event. Two main camp sites will house up to 3,500 delegates in a variety of personally owned tents. Delegates will be instructed (by Subcamp Leaders) to erect their tents within sub camps. Each subcamp is managed by a sub camp leader(s) who will take responsibility for the safety and security of the sub camp area. Campers are under the supervision of their own 'group leaders'. Campers are advised that personal belongings are left in their tents at their own risk. Each subcamp will have a designated cooking area and groups are advised to provide their own personal Fire blanket or extinguisher if using outdoor cooking equipment; no open fires are permitted on the site other than the official 'campfire' organised and controlled by the SM sub-camp leaders.. Each cooking area will have access to a fresh running water supply and fire extinguishers appropriate to the identified risk. Fire breaks will be positioned before the subcamp is open to the public.

The location and size of these will be determined by the Subcamp Leaders in consultation with the Event Controller and/or Health and Safety Supervisor. Fire breaks should be wide enough for the entire duration of the event to allow access to emergency vehicles. They should be kept clear and unobstructed for the 13

duration of the event. Tents should be spaced at least 2 metres from each other, allowing for adequate escape routes in the event of fire or emergency.

Event staff have their own designated camping area near to the 'Festival village area'.

21.

SOUND LEVELS

As there are dwellings in the area of the site and the event will finish by midnight each day, it is not anticipated that any noise disturbance will be caused by amplified music. The noise of talking amongst campers is not anticipated to be problematic due to the distance of the subcamp from the village. If deemed necessary by local licensing authorities, a decibel meter will be supplied for the event to the Production Manager.

22.

INSURANCE

Public Liability, Product Liability and Employer’s Liability are all in place and copies of all cover documents have been furnished to Summer Madness management. The PL policy level is for £10 million.

23.

EMERGENCY PROCEDURES

The emergency procedures, including emergency announcements are included in Appendix 9.

An emergency is defined as an incident that has or is likely to impact on the event that is likely to cause injury or damage to property or the environment that cannot be controlled or managed by the procedures detailed in the Event Management Plan.

In the event of an emergency situation or an anticipated emergency situation the Emergency Team consisting of; the Event Controller or their Deputy, the Medical/First Aid Manager, the Health and Safety Advisor, the Event Crew (stewarding) Team Leaders, the Production Manager, the Safety Advisor and the Senior Police Officer, who will meet in the Control Room to decide on appropriate actions. Advice may be taken from any other appropriate person. The Event Controller or one of his deputies will chair the Emergency Committee.

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Should the emergency situation relate to a civil matter, control of the event will pass to a Senior Police Officer. Should the emergency involve the Control Room the Emergency Committee should reconvene in the ‘backup’ Control Room –located at the first aid post in the village area. .

Entertainment may be cancelled, postponed or suspended. Information will be conveyed to the stewarding supervisors and others as appropriate using the radio system or by mobile phones. Information can then be cascaded to stewards and others. The ‘red, amber, green’ system used by the stewarding team will be deployed. Information can be conveyed to the audience using the screens or PA system. In the event of a break in power supply, supervisors will use loud hailers that will be issued from the Control Room. An outside telephone line or mobile phone will be available. A scribe appointed by the Event Controller will record records of decisions and actions taken. Plans of the site and associated documents will be kept in the Control Room.

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24.

APPENDICES

1.

SITE MAPS

2.

EVENT MANAGEMENT & COMMUNICATION STRUCTURES Appendix II (a) – Key Personnel and responsibilities Appendix II (b) – Organisational Structure Appendix II (c) – Draft new policy for Radio Communication Appendix II (d) – Radio handset allocation

3.

BUILD SCHEDULE

4.

FIRST AID RISK ASSESSMENT

5.

GENERAL EVENT RISK ASSESSMENT

6.

STEWARDING PLAN AND INFORMATION PACK

7.

TRAFFIC MANAGEMENT PLAN

8.

CONTRACTORS INSURANCE DOCUMENTS/RISK ASSESSMENTS/SPECIFICATION SHEETS ETC.

9.

EMERGENCY AND EVACUATION PROCEDURES

10.

TELEPHONE CONTACT LIST

11.

SUMMER MADNESS STAFF HEALTH & SAFETY POLICY

12.

TERMS AND CONDITIONS OF ENTRY

13.

CHILD PROTECTION POLICY

14.

SECURITY PLAN

Prepared by:

217 Holywood Road, Belfast. BT4 2DH Tel: +44 (0) 28 90 67 33 79 office@summermadness.co.uk

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Appendix 1

Site Maps

GRID MAP USED BY EVENT CONTROL AND SECURITY TO PINPOINT LOCATIONS.

PARKING AND AMENITIES

SUB-CAMP LAYOUT

FESTIVAL VILLAGE

ARIEL VIEW OF SITE LAYOUT

INTERNAL LAYOUT OF VENUES

APPENDIX TWO EVENT MANAGEMENT & COMMUNICATION STRUCTURES

Appendix 2 (a) – Key Personnel and responsibilities Appendix 2 (b) – Organisational Structure Appendix 2 (c) – Policy for Radio Communication Appendix 2 (d) – Radio handset allocation

Appendix II (a) – Key Personnel and responsibilities

KEY PERSONNEL Name Mike McCann

John Kee

Role preceeding event Role onsite during event Chair of Board of Directors Provides a ‘Quality Control’ function ● ensure both Programme and during the event – monitoring as many Logistics teams work together aspects of the programme (arts & for the benefit and worship) and site organisation to ensure development of the event. that the event is delivering the optimum experience for the delegates.

Festival Director ● development of the festival programme ● ensure cooperation and focus between all the Arts/Seminars/Partner Agencies Richard Logistics Team Leader Thompson ● coordination of the planning of the various on-site teams (site team, event crew, sub camp team) ● responsible for mains electrical supply, water supple, toilets, bins/refuse collection, venue capacities, phone lines, etc Carolyn Duty Officer Team leaders Glasgow ● coordination of the rota and /Ruth Elkin training of the duty officers. ● responsible for control and documentation of all communications on site through out the festival 24/7 Adrian Programme co-ordinator McCartney ● Liaising with all the various aspects of programme at the Festival

Festival Director / Event Controler

Logistics Team Leader

Duty Officer team leader

Programme team leader

Team Leaders – PRODUCTION (General) – John Willis, Matt Minford ● responsible for liaising between production contractors: ○ Audio: PHG (John Willis/Marty Clarke) / Forfey Ltd. (Ian Jordan) ○ Staging: PHG (John Willis/Marty Clarke) ○ Lighting: PHG (John Willis/Marty Clarke) / Forfey Ltd. (Ian Jordan) ○ A/V: Box 42 A/V (Andrew Ferguson) ● Aids the Programme Manager and Logistics/Site Team Managers in realising the venue requirements of the various committees for Arts, Seminars, Speakers, Activities, and external partner agencies.

LOGISTICS (Team Leaders – Richard Thompson) ● during the year, supervise and develop the planning procedures, committees and the individuals that help make SM happen in a practical way. Oversees and coordinates the work of admin, security, event crew, site crew, QM, etc. ● responsible for electrics, water plumbing, toilets, bins and refuse collection, liaises with sub-camp leaders in terms of sub-camp layout, capacity of venues, provides phone-lines in conjunction with RT ● controls plant moving on and off site PROGRAMME (Team Leader – Adrian McCartney) ● oversees the running/timetabling, of all aspects of the scheduled programme. ● liaises with rest of programme staff, committees for Arts, Seminars, Speakers, Activities, and external partner agencies.

SECURITY (Team Leaders – Michael Walters, Stephen Lewis) ● maintain a safe and secure environment within the site ● respond to any actions that would endanger the welfare / enjoyment of the other delegates ● oversee the access to/from site.

EVENT CREW / STEWARDING (Team Leaders – Susan Walters) ● event crew are the visible ‘SM Staff’ presence on site – they perform a variety of functions ranging from supervising car parks, venue hosting and security, hosts for speakers and artists, catering, site traffic, stage design (in the smaller venues) and site maintenance agencies.

SITE (Team Leaders – Geoff Flanagan) ● oversees the cleansing of the entire site (e.g. emptying of bins, litter collection, general cleanliness in conjunction with Event Crew / Logistics Team Leader etc.

SUBCAMPS (Team Leaders – Richard Nelson, Ashleigh Nelson) ● Oversees the layout and distribution of campers/tents throughout the camp field. ● Subcamp leaders provided point-of-contact with campers/delegates. ● Each subcamp leader will have access to a First Aid kit ● A team of subcamp leaders will allow for rotation of staff.

MEDICAL (Team Leader – Dr Emma Totten) ● Liaises with St John’s Ambulance to recruit a pool of qualified doctors that can provide additional support to the St John’s Ambulance on site staff throughout the event.

VENUE MANGERS (Team Leaders – Rick Scott) ● responsible for people and equipment moving in and out of all venues ● ensure that venues operate within their safe working capacities ● must ‘sign off’ a venue before the scheduled programme can begin QUARTER MASTER (Colin Irwin) ● control equipment moving on and off site ● holds a record of everything that comes on site ● ensures that all equipment is maintained, and returned to owner in a professional manner.

DUTY OFFICER (Carolyn Glasgow, Ruth Elkin) ● main point-of-contact for delegates with queries, or wishing to report an incident ● located in the Comms Room ADMINISTRATION (Nial Miller) ● responsible for all bookings of delegates and administering the entrance procedures ● ensuring the registration process is complete holds a record of everyone/everything that comes on/off site Chief Stewards – those in direct communication with volunteer stewards/audiences WORSHIP - John Alderdice and Barry Forde SPEAKERS/SEMINARS – Adrian McCartney, Adrian Dorrian PRAYER MINISTRY – Steve & Eleanor-Jane McCartney ARTS – Pete Kernoghan, Matt Minford Under 16’s VENUE (i.e. 11-14 programme) – Jonny Clarke, Wilson Beare, Jimmy Warbuton PARTNERS PROGRAMMES – John Kee ACTIVITIES – Jonny Clarke, Wilson Beare, Jimmy Warbuton CATERING – Nan O'Malley STAFF HOSPITALITY – Deborah Nelson HOSPITALITY – Deborah Nelson EXHIBITIONS – Matt Minford ACCOMMODATION – Deborah Nelson

Appendix 2 (c) – Radio Communication Policy For circulation to all radio holders Event Control/Comms operates a three radio system with access to all three channels at any one time. Radio users will be grouped into three distinct proposed channels with channel one becoming a dedicated channel for communication in the event of an emergency.

Channel 1. Event Management – EMERGENCY channel Channel 2. Security Channel 3. Production These channels will be clearly identified on your accreditation but if you do have any queries or are unable to raise the person you wish to speak to on their allocated channel, it is essential that you report the situation to the Event Control Room/Comms and your messages will be relayed.

The following radio allocations/personnel operate on the channels as below; Emergency & Management

Security

Production

Festival Management

Security

Speakers & Seminars

Festival Directors

Gate A Security

Activities

St Johns

Site Traffic

Exhibitor Management

Duty Doctor

Sub Camps

Admin

Event Control (comms)

Event Control (comms)

Site Team Event Crew Venue Managers Production House Stage Manager Big Top Event Control (comms)

It is also extremely important to observe correct radio protocol so that again, in the event of an incident occurring, the correct facilities and personnel can be deployed to the right place at the right time.

Radio Communication Policy For circulation to all radio holders

In ALL radio communication, please; ● State the name of the person or team that you require. ● Repeat the name of the person or team that you require. ● State your name ● End your transmission by using the word “over” and wait for a response. e.g. Comms, Comms, from John Smith, over.

Speak clearly, concisely and leave a suitable amount of time for the person you are calling to respond. If you re-call too quickly there is a good chance you’ll miss their response. If you are in any doubt about who you need to speak to, please direct all communication to the Comms where you will be advised of who you need to contact or your message will be relayed as appropriate.

Be aware that all radio communication is not secure and your message may be overheard by anybody in the vicinity of a radio on your channel. Please keep communication relevant, precise and brief.

Appendix 2 (d) – Radio Allocation Summer Madness 2011 - Handset Allocation Guide

Handset Allocations

Security Security - Site Traffic Security - Gate A Duty Doctor Subcamps Venue Managers Event Crew Activities Speakers / Seminars Festival Directors Festival Management St. John Admin Team Event Control / Comms Production House Big Top Stage Manager Exhibitors (Thurs & Friday) Site Team

Total

Ch. Morning Afternoon Evening

2 2 2 1 2 3 3 3 3 1 1 1 3 ALL 3 3 3 3

Over Night

(08:00 12:00)

(12:00 18:00)

(18:00 02:00)

(02:00 08:00)

4 2 1 1 3 4 3

4 2 1 1 3 5 3 1 1 2 5 1 2 3 1

12 2 1 1 3 7 3

10

2 5 1 2 3 1 1

2 5 1

1 5

4

1

41

48

27

1 2 5 1 2 3 1 1 1 5

40

1 1 3

3

Appendix 3 – Build Schedule SUMMER MADNESS 2012 BUILD PLAN

Day Monday Tuesday Wednesday Friday Saturday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Monday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Tuesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Wednesday Thursday Thursday Thursday Thursday Thursday Thursday Thursday

Date 17/06/2012 18/06/2012 19/06/2012 22/06/2012 23/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 25/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 26/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 27/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012

Event Run to SM Stores at Trevor Jordans and Richard Thompsons Big Top marked out Big Top delivered Big Top steel work erected Big Top canvas erected Arts/Catering tent delivered and erected Plant delivery Handwash unit delivery Tower light delivery Showers delivered for staff area Showers delivered for subcamps Toilets delivered for staff area Collect fire extiguishers from Gordon Agencies Big Top flooring in place Big Top Production Recce Staging Delivered QM store established

Radios delivered and enabled Tearfund, Exodus, Exhibitors, CIYD Marquees erected Big Top Stage Built Radios delivered and enabled Herris Fence erected Big Top Stage Lighting delivered & setup Arts stage built CIYD stage built Tearfund, Exodus stage built Arts/Catering Tent PA/Stage Lighting delivered & setup Arts/Catering Tent Visuals delivered & setup

Toilets delivered for staff area Toilets plumbed Herris Fence delivered Generators delivered for Big Top 1000 chairs to be delivered Tearfund, Exodus PA & Stage Lighting delivered & setup Generators delivered for village and sub camps Crates collected & delivered Planks delivered Comms truck delivered Comms room delivered Big Top PA delivered & setup Big Top Visuals delivered & setup Staff area generator deployed Bins delivered Bins delivered Bins deployed Potato crate bins deployed Mark out car park Mark out subcamps Portaloo delivery Portaloo placement Showers plumbed Fresh water standpipes plumbed Showers wired Admin tent delivered and erected Tent power distribution deployed Site power distribution deployed Catering van 1 delivered Catering van 2 delivered Catering van 3 delivered Catering van 4 delivered Lighting towers delivered Lighting towers deployed Tearfund, Exodus Visuals delivered & setup

Owner SM SM SM SM SM ARM SM SM SM Greenline Greenline Greenline SM SM PHG/PL/BOX PHG SM Andy Mclean ARM PHG Andy Thompson GCE/SM Powerlight PHG PHG PHG Forfey Box42

SM Contact Point RT/MM RN/JK RN/JK RN/JK RN/JK JK/NG NG/RT NG/RT NG/RT NG NG NG NG/RT JK MM MM RT RT JK/NG MM RT RT MM MM MM MM MM MM

Greenline SM / GCE

NG TK / HM NG MM RT MM NG NG NG RT RT MM MM RT RT/NG NG RT RT RT RT NG RT TK / HM TK / HM RT JK RT RT NG NG NG NG NG RT MM

KDM JK Forfey KDM SM SM Andy Thompson NG PHG Box42 Andy Thompson Wastebeater LBC SM GCE SM SM Greenline SM SM / GCE SM / GCE Andy Thompson ARM Andy Thompson Andy Thompson NG NG NG NG NG SM Box42

SUMMER MADNESS 2012 BUILD PLAN

Thursday Thursday Thursday Thursday Thursday Thursday Thursday Thursday Thursday Thursday Thursday Thursday Thursday Monday Wednesday

28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 28/06/2012 2/7/2012 4/7/2012

CofI Church & Other Church PA delivered & setup CofI Church & Other Church Visuals delivered & setup Chairs distributed and put out Big Top seating in place Seminar venues seated and signed Signage erected Picnic tables delivered Picnic tables deployed Caravan wiring deployed Festoon lighting wired Wiring installations checked and signed off Skip 2 delivered Skip 3 delivered Skip 1 replaced Skips cleared

Forfey Box42 SM SM SM SM LBC SM Andy Thompson SM Andy Thompson Wastebeater Wastebeater Wastebeater Wastebeater

MM MM RT RT RT RT NG RT RT RT RT NG/RT NG/RT NG/RT NG/RT

Appendix 4

Fi irst Aid R.A.

Duty Reference

Summad 12

Number:

Duty Manager’s Safety Check Sheet Venue/event Name of place Summer Madness Address Glenarm Castle

Description Christian festival camping of duty

Control of hazards Below is a list of typical controls expected for hazards that occur at events. Check if they are present or not.

If present but you think the control is not adequate use a  in place of a  and describe the problem in the “what further action…” section.

Control measure

Suitable risk assessment provided by event organiser Site map available Welfare facilities available – toilet, wash hand basin, potable water Refreshments available Sheltered or indoor area available for protection from weather conditions Where tents are on site, are guy ropes & pegs hazard taped Any slippery/muddy surfaces had matting/sand/chippings laid down Large tents/marquees have several, clear, wide, signed exits Vehicle movement restricted on site Areas with steep slopes or drops cordoned off At least 2 members on site (no lone working)



       

If event exceeds 8 hours are their sufficient staff to allow shifts



Building equipped with working fire alarm system

?  

Buildings fire procedure available Fire extinguishers next to risk areas, correct type, serviced in last 12



Suitable refuges or means of evacuating casualties who cannot move



No areas accessible only via climbing, ladders, stairs w/o banister etc



months

unaided

Electrical equipment in good visual order, records of test available No use of highly flammable liquids © St. John Ambulance 2005

N/A





All exits clearly signed & unlocked

No



Means of contacting emergency services available (mobile, phone box, etc)

Yes

 

SM12 Appendix 4 FirstAid Risk Assessment_AD800E3.doc

Duty Reference Number: Any equipment provided by the organiser in good condition

Summad 12  

Any equipment provided by SJA in good condition



All SJA staff have high visibility garment in good condition



All SJA staff issued with earplugs



All SJA staff issued with helmets



All SJA staff provided with nitrile disposable gloves



Clinical waste bags & clean up kits available



No smoking signs near First Aid post if medical gases available Artificial lighting or torches available if duty extends out of daylight Cadet supervisor appointed

  

All staff given duty briefing



Radios issued, fully charged, if duty over large area

Additional hazards spotted – with estimation of risk Look only for hazards which you could reasonably expect to result in harm under the conditions at the event. Although hazards with significant harm must not be overlooked, hazards that are less harmful, but more likely to occur, should be included.

Hazard

Harm

Likelihood Risk 1

LOW

Moving St John vehicles around

3

1

LOW

noise

2

1

LOW

Trips on guy ropes

2

2

LOW

Cooking

2

Are additional risks adequately controlled?

Have you (or where appropriate the event organiser or other agency) already taken precautions against the risks from the ADDITIONAL hazards listed? Do the precautions meet the standard set by a legal requirement, represent good practice and reduce the risk as far as is reasonably practicable. If so, the risks are adequately controlled but you must indicate the precautions you have in place here. You may refer to procedures, manuals, ops plans, etc. that give this information.

Existing controls

Only those cooking in the kitchen.

information

Ear plug to be worn in noise areas.

or where to find

Asses casualties where possible by foot before moving vehicle to scene.

Do not run around tents and use torch at night.

Summer madness duty officer can give all information

© St. John Ambulance 2005

SM12 Appendix 4 FirstAid Risk Assessment_AD800E3.doc

Duty Reference What further action is necessary to control the risk?

Number:

Summad 12

What could you reasonably do for those risks which you found where not adequately controlled? Priority goes to risks affecting large numbers of people, those very likely to occur or which could result in serious harm. Apply the principles of risk reduction in the following order: ELIMINATION, SUBSTITUTION, SEPARATION, PPE. Facilities & training should not be overlooked

List risks not adequately

controlled and the

All vehicles movement kept to a minimal and when moving to be driver slowly with hazard lights on. Use one way system.

action you will take where reasonably

practicable.

(Cost should only be taken into account where the risk is not high)

Risks requiring

action from other

Noise monitoring to be carried out by Summer madness

agencies or event organiser

Summary/comments Use this space for any background information, comments or other relevant information

Š St. John Ambulance 2005

SM12 Appendix 4 FirstAid Risk Assessment_AD800E3.doc

Duty Reference Personal protective equipment/Order of dress

Number:

Summad 12

Summarise the PPE required by personnel. This may differ according to role & location. PPE requirements will affect the Order of Dress. Under no circumstances should personal protection be compromised in order to utilise a higher Order of Dress where the risk is significant

Role

PPE/Order of Dress

All Staff

Black & White as order by duty officer. Ear plugs to be issused.

Is the event safe for SJA personnel to attend?

A decision must be made as to whether the risks are too high to expose our personnel to.

Three categories can be used: YES

No significant uncontrolled risks exist. Cover can go ahead.

YES

PROVISIONAL Additional controls have been identified as being required, but cover may go ahead on the understanding that these measures will be implemented.

NO

Significant risks remain that are not & cannot be adequately controlled. Cover should not be offered. N.B. this decision

should only be made in consultation with senior officers.

Assessor: William Bradley Role/Rank: Public Duty Officer Unit: Southern Area Signature:

Š St. John Ambulance 2005

Date: 31.5.12

SM12 Appendix 4 FirstAid Risk Assessment_AD800E3.doc

Additional part of Appendix 4 Medical Staff (Duty Doctors) only

Risk

Likelyhood

Severity

Prevention

1

Risk of personal harm during night time patient visits

Low

Significant

Doctor should be accompanied by st Johns staff or security; Doctor will request if necessary

2

Risk of complaint; Doctor and patient safety

Low

Significant

3

Risk of complaint; Doctor safety

Low

Significant

4

Indemnity required for Practicing

5

Excessive work/Major incident

Chaparone will be requested by doctor if deemed necessary Accuarate documentation which is retained for minimum of 3 years by St Johns ambulence Each doctor has responsibility to inform their insurance group e.g.

MDU/MPS of voluntary work to ensure adequate cover Dr Totten (Medical Team Colordinator) will be available on site for the entire event and is to be contacted in case of any significant event involving medical team (Available via comms)

APPENDIX FIVE

SUMMER MADNESS 2012 GENERAL EVENT RISK ASSESSMENT

Please find detailed below the risk assessment for the Summer Madness event to take place at Glenarm Castle Estate from Friday 29th June through until Tuesday 3rd July 2012.

All activities are listed, except those deemed acceptable in everyday life, with corresponding preventative measures. All safety measures, which have been put in place, are to be monitored by a competent person. Any work activity deemed to have a high-risk rating has been cancelled and re-evaluated. If a medium or low risk rating can be achieved through the implementation of safety protocols then that activity has been cleared to be carried out with strict adherence to said protocols. Summer Madness, in consultation with Smallworld Music where relevant, will evaluate all contractors’ safety procedures that have been submitted. Changes will be made where necessary to ensure that said procedures are comprehensive and will be followed.

Matt Minford, in consultation with Becky Morris, have been delegated to take responsibility for all Health and Safety issues on site and must be kept informed of any issues regarding this matter.

This risk assessment has been drawn up after consultation with the management team of Summer Madness and hope to highlight the concerns of all key personnel based on previous experience of the event, and to suggest appropriate pro-active preventative measures.

Scale Likelihood of Harm

Maximum Severity

Risk Rating

Very Unlikely

1

Trivial Injury

1

Unlikely

2

Minor Injury

2

50/50 Likelihood

3

Moderate Injury

3

Likely

4

Major Injury

4

Very Likely

5

Fatality

5

Low

1 to 8

Medium

9 to 17

High

18 to 25

EVENT BUILD UP Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

1

Using Site Vehicles Fork lift Truck FLT

Driver/ Event staff/ Passers by

Vehicle/ Pedestrian Collision.

2

5

10

Area secured - all unauthorized personnel to be excluded from work area by means of physical barriers/ area supervision.

Appropriate vehicle to be used for the terrain, with sufficient lifting capacity.

Vehicle certified and inspected as appropriate.

Activities planned and supervised.

Only trained and licensed drivers to use FLT. Driver to ensure load is stable.

Use of horn at blind junctions.

Persons not permitted to ‘ride’ on Forks.

Persons falling from Forks Falls of materials from Forks on persons in area.

Overturning of FLT

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

2

Unloading Vehicles

Event staff/ passers by

Impact injuries involving falls.

Injuries associated with manual handling.

2

3

6

Assess loads and use mechanical means to load/unload where appropriate (e.g. tailgate/ pallet trucks) Check stability of load before untying securing straps.

Ensure operatives are trained in manual handling techniques and are wearing appropriate PPE. Ensuring nonauthorized persons are excluded from loading & unloading areas.

Ensure that the work surfaces are suitable and do not present slip or trip hazards.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

3

General Manual Handling

Event staff

Strains, sprains, impact injuries, abrasions and cuts, repetitive strain injuries etc.

2

3

6

All operations to be assessed.

All staff to be trained in manual handling procedures and be appropriately supervised.

Only trained staff permitted to undertake manual handling operations.

Use of mechanical aids, and PPE as appropriate.

Area to be assessed and kept free from trip/ slip hazards etc.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

4

Installing electrical circuits

Electrical Contractor

Burns/ electrocution

2

5

10

Competent contractors to be engaged to assemble all electrical installations.

All circuits and installations to be properly protected from over current and shock in accordance with recognized guidance (all circuits will be protected by a 30mA trip).

All circuits to be tested and certified as safe by a competent person.

All flexes, cables etc. to be of suitable IP rating for the environment.

All electrical equipment to be tested under a PAT test regime and certified as safe by a competent person.

All flex and cable runs to be properly routed and suitably protected.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

5

Working at Height

Staff working at height/ staff working in area/ passers by

Impact injuries associated with a fall, impact injuries caused by being struck by falling person or equipment

2

5

10

Unauthorized persons to be excluded from the work areas by barriers and supervision.

All operations conducted at height to be properly assessed and controls introduced as appropriate.

Only trained and competent persons permitted to work at heights.

Provision and use of equipment such as ladders and steps, and specialized high access equipment assessed as appropriate for a given task.

The work areas to be assessed to ensure suitability for the equipment/ activity.

Persons authorized to work in the area to wear appropriate PPE. Person undertaking the activity to advise the site manager when the work is complete and confirm that structures/ equipment is properly secured.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

6

Performing Rigging Operations

Persons Performing Rigging Operations/ staff working in area/ passers-by

Impact injuries to persons falling or persons in area

2

5

10

Only trained and competent persons to perform rigging operations.

Procedures and area to be assessed and work permitted to proceed only if considered safe.

Persons performing rigging operations to wear PPE including securing body harnesses to structures as appropriate.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

7

Erecting structures.

Contractors/ Event staff working in area/ Passers by

Impact injuries caused by falling structures or equipment, persons falling from heights, electrocution/ burns, nips and traps.

2

4

8

Current Controls

Further Precautions necessary Unauthorized persons Provide excluded from work areas by appropriate barriers and supervision. lighting if Procedures and area to be operations are to assessed and work take place during permitted to proceed only if the hour of considered safe. darkness All structures to be erected by competent persons.

All structures to be erected in accordance with design specification and ‘signed off’ by a competent person.

Operatives to wear PPE as appropriate. Site manager to coordinate activities.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

8

Mechanical lifting of loads with hoists and the ‘flying’ of equipment.

Site operatives

Impact injuries caused by falling loads/ equipment

2

4

8

Assessment of lifting operation by a competent person.

Hoists to have a SWL appropriate for load to be lifted.

Hoist to be properly secured to a structural member of appropriate load bearing capacity.

All shackles, ‘o’ rings etc. to be properly inspected and certified by a competent person.

All loads to be properly secured prior to lift.

All loads to be affixed to structure using safety connector capable of withstanding the imposed/ dynamic load.

Unauthorized persons to be excluded from area until operation has been completed.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

9

Use of ladders/ step ladders

Event staff

Falls of personnel from ladders/ stepladders.

2

4

8

Assessment of suitability of ladders/step ladders, and location, by competent person.

Ladders/ stepladders for general access only, prolonged work activities to be undertaken from a working platform.

Ladders to be secured or footed as appropriate. Ladders/ stepladders to be suitably protected from dislodgement resulting from accidental collision.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

10

Using Power Tools

Staff using tools

Electrocution, abrasion and impact injuries.

2

4

8

Only trained and competent persons to use power tools on site. Assessment of task prior to use.

Tools only to be used for intended purpose and be in possession of current PAT testing certificate. Tools to be inspected prior to use.

Use of PPE.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

11

Using Hand tools

Staff using tools

Abrasion and impact injuries.

2

2

4

Only trained and competent persons to use power tools on site.

All tools to be used for intended purpose.

Tools to be appropriate for task. Tools to be inspected prior to use.

Use of PPE. Assessment of task prior to use.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

12

Working In Extreme Weather Conditions

Event staff

Wind moving objects unexpectedly.

Sunburn

2

2

4

Event to take place in summer. Appropriate clothing to be worn at all times.

Objects that could be blown away not to be left unattended in windy conditions.

Sun cream and water available for all staff.

Ref No

Activity

People at Risk

13

Management of external agencies operating on the site – building structures, decorating venues etc.

Subcontractors, Event Staff and delegates

Potential Hazard Slips, Trips and falls Flammable substances Structural collapse

Likelihood of Harm 2

Maximum severity 4

Risk Rating 8

Current Controls

Further Precautions necessary Suspend work in extreme wind conditions.

Further Precautions necessary All subcontractors to be submit individual risk assessments for activities to be undertake which are to be independent assessed and their implementation overseen by a competent member of SM staff. Full insurance documentation, staffing list and any additional relevant documentation e.g. flammability certificates to be received by SM at least two weeks prior to the event.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

14

Use of stage by audience e.g. communion

Delegates

Slips, trips and falls

2

2

4

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

15

Entrance queuing

Delegates, stewards, audience etc.

Crushing,

2

4

8

Slips, trips and falls,

2

4

2

4

Ensure area for queues is sufficient in size for expected audience. Good communication with persons in queues to advise of revised arrangements.

Disorder

Current Controls

Further Precautions necessary Audience to be Stage adequately marshalled. manager to Stage edges to be ensure that marked out with white stage does gaffer with directional not reach arrows pointing maximum towards stairs. capacity.

Stages to be as clear as possible of PA equipment prior to audience entering.

Queuing to take place in area with good surfaces.

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

16

Build-up of traffic at entrance to the site

Delegates/ stewards/ road users

Pedestrian/ Vehicular collision causing impact injuries abrasions etc.

2

4

8

Entrance queue assembly conducted in a traffic free area.

Signage and Police/ Traffic Warden presence in the approach routes to the assembly area.

Advance road signage in week prior to event advising of pedestrian activity in the area.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

17

Traffic management on site

All

Pedestrian vehicular collision

3

5

15

Only work vehicles permitted on site. All vehicles to be signed in at registration point at main entrance to site and instructed of clear access routes, relevant speed limits and potential hazards.

Non-essential vehicular access not permitted.

Further Precautions necessary

Further Precautions necessary Glenarm Castle Estate staff to be advised of increased pedestrian activity within their own vehicular routes.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

18

Inclement weather affecting ingress and egress conditions

Staff / Delegates

Slips, trips and falls

2

3

6

Access to be closed to general admission if conditions deemed dangerous

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

19

Concert

Delegates

Disorder

1

4

4

Family type event in neutral location with controlled professional stewarding

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

20

Timing of concerts and sound checks

Delegates

Disorder / panic

1

5

5

Further Precautions necessary

Further Precautions necessary

Further Precautions necessary Venues to be efficiently Queues to be managed by kept informed competent personnel. of any Stage Manager to potential ensure adherence to delays by pre-agreed sound regular check timetables. communication from stewards.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

21

Unauthorized access to power supply by noncompetent users and non-tested equipment

Delegates

Electric shock

2

4

8

Lockable electrical socket covers to be purchased and installed by SM/Venue managers

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

22

Weather

Staff / volunteers / delegates

Effects of excess weather e.g. sunburn / hypothermia

3

2

6

Delegates to be advised in advance publicity to bring appropriate clothing for the event. Medical operatives to be aware of potential and to be stocked with supplies accordingly.

23

Manual Labour e.g. emptying bins, erecting tents, unloading and siting deliveries of infrastructure

Staff / volunteers

Strains and sprains

3

2

6

All staff to be trained in correct lifting procedures and supervised by a competent person.

Further Precautions necessary

Further Precautions necessary

EVENT BUILD UP

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

1

Using Site Vehicles Fork lift Truck FLT

Driver/ Event staff/ Passers by

Vehicle/ Pedestrian Collision.

2

5

10

Area secured - all unauthorized personnel to be excluded from work area by means of physical barriers/ area supervision.

Appropriate vehicle to be used for the terrain, with sufficient lifting capacity.

Vehicle certified and inspected as appropriate.

Activities planned and supervised.

Only trained and licensed drivers to use FLT. Driver to ensure load is stable.

Use of horn at blind junctions.

Persons not permitted to ‘ride’ on Forks.

Persons falling from Forks Falls of materials from Forks on persons in area.

Overturning of FLT

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

2

Unloading Vehicles

Event staff/ passers by

Impact injuries involving falls.

Injuries associated with manual handling.

2

3

6

Assess loads and use mechanical means to load/unload where appropriate (e.g. tailgate/ pallet trucks) Check stability of load before untying securing straps.

Ensure operatives are trained in manual handling techniques and are wearing appropriate PPE. Ensuring nonauthorized persons are excluded from loading & unloading areas.

Ensure that the work surfaces are suitable and do not present slip or trip hazards.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

3

General Manual Handling

Event staff

Strains, sprains, impact injuries, abrasions and cuts, repetitive strain injuries etc

2

3

6

All operations to be assessed.

All staff to be trained in manual handling procedures and be appropriately supervised.

Only trained staff permitted to undertake manual handling operations.

Use of mechanical aids, and PPE as appropriate.

Area to be assessed and kept free from trip/ slip hazards etc.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

4

Installing electrical circuits

Electrical Contractor

Burns/ electrocution

2

5

10

Competent contractors to be engaged to assemble all electrical installations.

All circuits and installations to be properly protected from over current and shock in accordance with recognized guidance (all circuits will be protected by a 30mA trip).

All circuits to be tested and certified as safe by a competent person.

All flexes, cables etc to be of suitable IP rating for the environment.

All electrical equipment to be tested under a PAT test regime and certified as safe by a competent person.

All flex and cable runs to be properly routed and suitably protected.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

5

Working at Height

Staff working at height/ staff working in area/ passers by

Impact injuries associated with a fall, impact injuries caused by being struck by falling person or equipment

2

5

10

Unauthorized persons to be excluded from the work areas by barriers and supervision.

All operations conducted at height to be properly assessed and controls introduced as appropriate.

Only trained and competent persons permitted to work at heights.

Provision and use of equipment such as ladders and steps, and specialized high access equipment assessed as appropriate for a given task.

The work areas to be assessed to ensure suitability for the equipment/ activity.

Persons authorized to work in the area to wear appropriate PPE. Person undertaking the activity to advise the site manager when the work is complete and confirm that structures/ equipment is properly secured.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

6

Performing Rigging Operations

Persons Performing Rigging Operations/ staff working in area/ passers-by

Impact injuries to persons falling or persons in area

2

5

10

Only trained and competent persons to perform rigging operations.

Procedures and area to be assessed and work permitted to proceed only if considered safe.

Persons performing rigging operations to wear PPE including securing body harnesses to structures as appropriate.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

7

Erecting structures.

Contractors/ Event staff working in area/ Passers by

Impact injuries caused by falling structures or equipment, persons falling from heights, electrocution/ burns, nips and traps.

2

4

8

Unauthorized persons excluded from work areas by barriers and supervision.

Procedures and area to be assessed and work permitted to proceed only if considered safe.

All structures to be erected by competent persons.

All structures to be erected in accordance with design specification and ‘signed off’ by a competent person.

Operatives to wear PPE as appropriate.

Site manager to coordinate activities.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

8

Mechanical lifting of loads with hoists and the ‘flying’ of equipment.

Site operatives

Impact injuries caused by falling loads/ equipment

2

4

8

Assessment of lifting operation by a competent person.

Hoists to have a SWL appropriate for load to be lifted.

Hoist to be properly secured to a structural member of appropriate load bearing capacity.

All shackles, ‘o’ rings etc. to be properly inspected and certified by a competent person.

All loads to be properly secured prior to lift.

All loads to be affixed to structure using safety connector capable of withstanding the imposed/ dynamic load.

Unauthorized persons to be excluded from area until operation has been completed.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

9

Use of ladders/ step ladders

Event staff

Falls of personnel from ladders/ stepladders.

2

4

8

Assessment of suitability of ladders/step ladders, and location, by competent person.

Ladders/ stepladders for general access only, prolonged work activities to be undertaken from a working platform.

Ladders to be secured or footed as appropriate. Ladders/ stepladders to be suitably protected from dislodgement resulting from accidental collision.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

10

Using Power Tools

Staff using tools

Electrocution, abrasion and impact injuries.

2

4

8

Only trained and competent persons to use power tools on site. Assessment of task prior to use.

Tools only to be used for intended purpose and be in possession of current PAT testing certificate. Tools to be inspected prior to use.

Use of PPE.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

11

Using Hand tools

Staff using tools

Abrasion and impact injuries.

2

2

4

Only trained and competent persons to use power tools on site.

All tools to be used for intended purpose.

Tools to be appropriate for task. Tools to be inspected prior to use.

Use of PPE. Assessment of task prior to use.

ef No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

12

Working In Extreme Weather Conditions

Event staff

Wind moving objects unexpectedly.

Sunburn

2

2

4

Event to take place in summer. Appropriate clothing to be worn at all times.

Objects that could be blown away not to be left unattended in windy conditions.

Sun cream and water available for all staff.

Further Precautions necessary Provide appropriate lighting if operations are to take place during the hours of darkness.

Further Precautions necessary Suspend work in extreme wind conditions.

DURING EVENT Ref No

Activity

People at Risk

13

Management of external agencies operating on the site – building structures, decorating venues etc.

Subcontractors, Event Staff and delegates

Potential Hazard Slips, Trips and falls Flammable substances Structural collapse

Likelihood of Harm 2

Maximum severity 4

Risk Rating 8

Current Controls

Further Precautions necessary All subcontractors to be submit individual risk assessments for activities to be undertake which are to be independent assessed and their implementation overseen by a competent member of SM staff. Full insurance documentation, staffing list and any additional relevant documentation e.g. flammability certificates to be received by SM at least two weeks prior to the event.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

14

Use of stage by audience e.g. communion

Delegates

Slips, trips and falls

2

2

4

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

15

Entrance queuing

Delegates, stewards, audience etc.

Crushing,

2

4

8

Slips, trips and falls,

2

4

2

4

Ensure area for queues is sufficient in size for expected audience. Good communication with persons in queues to advise of revised arrangements.

Disorder

Current Controls

Further Precautions necessary Audience to be Stage adequately marshalled. manager to Stage edges to be ensure that marked out with white stage does gaffer with directional not reach arrows pointing maximum towards stairs. capacity.

Stages to be as clear as possible of PA equipment prior to audience entering.

Queuing to take place in area with good surfaces.

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

16

Build-up of traffic at entrance to the site

Delegates/ stewards/ road users

Pedestrian/ Vehicular collision causing impact injuries abrasions etc.

2

4

8

Entrance queue assembly conducted in a traffic free area.

Signage and Police/ Traffic Warden presence in the approach routes to the assembly area.

Advance road signage in week prior to event advising of pedestrian activity in the area.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

17

Traffic management on site

All

Pedestrian vehicular collision

3

5

15

Only work vehicles permitted on site. All vehicles to be signed in at registration point at main entrance to site and instructed of clear access routes, relevant speed limits and potential hazards.

Non-essential vehicular access not permitted.

Further Precautions necessary

Further Precautions necessary Glenarm Castle Estate staff to be advised of increased pedestrian activity within their own vehicular routes.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

18

Inclement weather affecting ingress and egress conditions Concert

Staff / Delegates

Slips, trips and falls

2

3

6

Delegates

Disorder

1

4

4

20

Timing of concerts and sound checks

Delegates

Disorder / panic

1

5

5

Access to be closed to general admission if conditions deemed dangerous Family type event in neutral location with controlled professional stewarding Venues to be efficiently managed by competent personnel.

Stage Manager to ensure adherence to pre-agreed sound check timetables.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

21

Unauthorized access to power supply by noncompetent users and non-tested equipment

Delegates

Electric shock

2

4

8

Lockable electrical socket covers to be purchased and installed by SM/Venue managers

19

Further Precautions necessary

Queues to be kept informed of any potential delays by regular communication from stewards.

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

22

Weather

Staff / volunteers / delegates

Effects of excess weather e.g. sunburn / hypothermia

3

2

6

Delegates to be advised in advance publicity to bring appropriate clothing for the event. Medical operatives to be aware of potential and to be stocked with supplies accordingly.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

23

Manual Labour e.g. emptying bins, erecting tents, unloading and siting deliveries of infrastructure

Staff / volunteers

Strains and sprains

3

2

6

All staff to be trained in correct lifting procedures and supervised by a competent person.

Further Precautions necessary

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

24

Structural Collapse

Staff / volunteers / delegates

Crushing injuries

1

5

5

All temporary structures to be erected in accordance with manufacturer’s instructions by competent personnel and signed off by same.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

25

Working with young people

Young attendees at event

Inappropriate behaviour

2

4

8

All staff working on behalf of SM to have undergone appropriate vetting and child protection training. All under 18’s to be supervised by adults in work undertaken.

Further Precautions necessary

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

26

Interaction with the public

Staff / volunteers / delegates

Physical/verbal 2 abuse

Ref No

Activity

People at Risk

Potential Hazard

27

Power failure within main venue

Staff / volunteers / delegates / artistes

Crushing, 1 slips, trips and falls caused by panic

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

2

4

All staff tasked with interaction with the public to be aware of conflict management techniques and internal communication structures for responding to such issues.

Maximum severity

Risk Rating

Current Controls

5

5

Production Manager to ensure emergency lighting available, fire exit signs fully illuminated and exit routes from venue kept clear. Door stewards to be issued with torches prior to evening events and conversant with command structures for issuing evacuation procedures.

Further Precautions necessary

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

28

Inaccurate fire alarms

Staff / volunteers / delegates / artistes

Ref No

Activity

People at Risk

29

Fatigue

Staff

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

Crushing, 1 slips, trips and falls caused by panic

5

5

All fire alarm testing to be completed prior to audience entering building and preceded by audible warning alerting delegates that alarm is for test purposes only.

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

Collapse / fainting

2

2

4

Staff should only work a maximum number of predetermined hours per day, regular breaks and rest periods should be built in to the day’s activities, food and drink should be easily available to staff members and all should be encouraged not to work beyond their individual capacities

Further Precautions necessary

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

30

Preparation of food for SM staff

Staff / volunteers / artistes

Food poisoning

2

4

8

All food to be prepared in pre-inspected and registered kitchens by competent personnel in accordance with relevant food hygiene legislation.

Further Precautions necessary

Event - Sub camps Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

31

Noise pollution

Staff / volunteers / artistes

Deafness Disquiet and discomfort to neighbouring residents

3

1

3

All venues to be subject to Council noise regulations and music monitored and turned down accordingly. Sub camps situated at significant distance from local residents.

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

32

B-B-Q’s and unauthorized fires

All

Fire burns, smoke inhalation, death

2

5

10

No unauthorized fires to be permitted on site.

Delegates to be advised of this in advance of the event, via visual signage and by verbal warnings from sub camp leaders. Areas to be monitored by sub camp stewards and fires safely extinguished where possible. All authorized BBQ’s to be in designated areas only with sufficient fire protection and safety distances from surrounding tents.

Further Precautions necessary SM staff to ensure sufficient training of competent persons in the use of fire fighting equipment and in the command chain leading to the use of such equipment.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

33

Pedestrian access around the campsite

Delegates

Slips, trips and falls on guide ropes

3

3

9

All tents to be sufficiently spaces so as to allow planned pedestrian and emergency vehicular access through the site. Infringements of the regulations will result in delegates being asked to relocate their tents. Sub camp stewards to monitor erections of tents within predesignated ‘address’ framework recording names/numbers of occupants.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

34

Accommodation for delegates – internal camping

Campers

Fire

2

5

10

No naked flames to be allowed within the building

Further Precautions necessary

Further Precautions necessary

POST EVENT LOAD OUT Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

35

Working In Extreme Weather

Event staff

See above

2

2

4

Event to take place in summer. Appropriate clothing to be worn at all times.

Objects that could be blown away not to be left unattended in windy conditions.

Sun cream and water available for all staff.

Further Precautions necessary Suspend work in extreme wind conditions.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

36

Staff – Manual Handling

Event staff

Strains, sprains, impact injuries, abrasions and cuts, repetitive strain injuries etc.

2

3

6

All operations to be assessed.

All staff to be trained in manual handling procedures and be appropriately supervised.

Only trained staff permitted to undertake manual handling operations.

Use of mechanical aids, and PPE as appropriate.

Area to be assessed and kept free from trip/ slip hazards etc.

Further Precautions necessary Heavy items over 50kg should be marked as such

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

37

Dismantling electrical circuits

Site Electrician

Burns, electrocution

2

5

10

Unauthorized persons excluded from area where generators and breakout boxes are located by barriers and supervision.

Competent contractors engaged to disassemble electrical circuitry.

Generators and associated equipment examined and certified as safe for use in the location by a competent person. Fire extinguishers to be available in the vicinity.

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

38

Working at Height

All

Impact injuries associated with a fall, impact injuries caused by being struck by falling person or equipment

2

5

10

Unauthorized persons to be excluded from the work areas by barriers and supervision.

All operations conducted at height to be properly assessed and controls introduced as appropriate. Only trained and competent persons permitted to work at heights.

Provision and use of equipment such as ladders and steps, and specialized high access equipment assessed as appropriate for a given task.

The work areas to be assessed to ensure suitability for the equipment/ activity.

Persons authorized to work in the area to wear appropriate PPE. Person undertaking the activity to advise the site manager when the work is complete and confirm that structures/ equipment is properly secured.

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

39

Using Power Tools

Staff using tools

Electrocution, abrasion and impact injuries.

2

4

8

Only trained and competent persons to use power tools on site. Assessment of task prior to use.

Tools only to be used for intended purpose and be in possession of current PAT testing certificate. Tools to be inspected prior to use.

Use of PPE.

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

40

The Dismantlement and Removal of Structures

Event Crew, passers by

Impact injuries involving falls from height.

Injuries associated with manual handling

2

4

8

Ensure all work is undertaken by competent contractors in a secure area and in accordance with contractors own health & safety policy and method statement.

Further Precautions necessary

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

41

Load using fork lift truck (FLT)

Event staff

Vehicle/ Pedestrian Collision.

2

5

10

Area secured - all unauthorized personnel to be excluded from work area by means of physical barriers/ area supervision.

Appropriate vehicle to be used for the terrain, with sufficient lifting capacity.

Vehicle certified and inspected as appropriate.

Activities planned and supervised.

Only trained and licensed drivers to use FLT. Driver to ensure load is stable.

Use of horn at blind junctions.

Persons not permitted to ‘ride’ on forks.

Falls of materials from forks on persons in area.

Overturning of FLT Persons falling from forks Falls of materials from Forks.

Overturning of FLT

Further Precautions necessary

Ref No

Activity

People at Risk

Potential Hazard

Likelihood of Harm

Maximum severity

Risk Rating

Current Controls

42

Loading Vehicles

Staff and public

Impact injuries involving spills. Injuries associated with manual handling.

2

5

10

. Assess loads and use mechanical means to load/unload where appropriate (e.g. tailgate/ pallet trucks) Check stability of load before lifting.

Ensure operatives are trained in manual handling techniques and are wearing appropriate PPE. Ensuring nonauthorized persons are excluded from loading & unloading areas.

Ensure that the work surfaces are suitable and do not present slip or trip hazards.

Further Precautions necessary Limit where possible the number of vehicles by correct scheduling & have extra staff to ensure public safety.

Provide appropriate lighting if operations are to take place during the hours of darkness.

In relation to fire precautions – it should be noted at this point that Summer Madness operates a No Smoking policy on site for the duration of the event.

EVENT CREW HANDBOOK 2012

EVENT CREW HANDBOOK 2012 Welcome to the Event Crew team at Summer Madness 2012! Thank you for volunteering to be part of this year’s team – we hope that you enjoy the experience and get a lot from it! Your personal contribution to Event Crew and the overall staff team at this year’s Festival is greatly appreciated.

This handbook is your guide to Event Crew at Summer Madness 2012 and provides you with all the essential information that you need. It will hopefully help you to get the most out of the experience!

INTRODUCTION What is the Event Crew?

Hopefully, having signed up already, you know a little bit about Event Crew!! But just to make sure – Event Crew is one of the largest staff teams at Summer Madness and being part of this means that you get to work with about 80 people to help make the festival happen. Event Crew work alongside other more specialised staff teams and do a little bit of everything to help make the festival run smoothly. Our jobs include: hosting venues and artists, venue security, helping out with site traffic and festival health and safety to name a few!! So being part of Event Crew means that not only do you get to see every part of the festival, you also get to make it happen!!!

Being part of Event Crew Event Crew is a large team and therefore each of you will be assigned to one of six teams, each with about 10 – 12 people, with your own Team Leaders. Each of these Team Leaders have been part of Event Crew at least once before so they will be able to help you out and guide you through the festival.

The Event Crew are looked after by two Event Crew Coordinators – Sarah and Susan.

Sarah has been part of the Event Crew for years (and years...) and Susan has staffed in other areas of the festival for many years and we are here to make sure you get the most from the festival and enjoy your experience so if have you have any queries or problems or just fancy a chat please come and speak to us.

Jobs and Rotas Each Event Crew team will follow its own rota of jobs throughout the festival. Your Team Leader will have a copy of this and these rotas will be on the notice board in the Staff Hospitality Venue – you will also be given a copy of your rota at Event Crew Training.

All the jobs are shared out as fairly as possible with every team expected to work about 8 hours a day. Your Team Leader will arrange with you when and where to meet to start each of your duties to ensure that you are in the right place at the right time. They will also give you times for breaks and meals should your duty take place over a meal time.

Please make sure that you know when and where to start your duty. You are a valuable and essential member of your team so make sure you turn up on time and in the right place! Remember that often you are taking over duty from others who may have been working for several hours and they are relying on you to relieve them.

Your duty to your team is most important and always comes first but we do encourage you to make the most of the festival and experience what else is going on at Summer Madness when you are off duty.

Event Crew are involved in a number of different jobs throughout the festival – here is some more information for you about what is involved: Hosting Venues Report with the appropriate number of team members, as directed by your team leader, to the appropriate venue for duty. Please report to the Venue Manager on arrival at the venue. The Venue Manager will give you a briefing of what you have to do and will share out the jobs required. This will include the following: 

Checking that all persons entering the venue (including those who look like staff or clergy!) have appropriate armbands, passes or tickets. A copy of the appropriate armband colours / tickets etc will be posted on the Event Crew Notice board. You also need to check that all tickets are for the correct day. Please remember to always be pleasant and if people do not have the correct pass politely redirect them to Admin. The Venue staff will always back you up for challenging someone politely.

If you have any problems with this talk to your Team Leader, Event Crew CoOrdinator or the Venue Manager on duty. 

Manning emergency access points in venues as directed by the Venue Manager.



Assist in ensuring that all aisles and fire exits are clear of obstructions and obstacles.



Check that all seating is secure and correctly spaced as directed.



Ensure that venues are tidy and free of rubbish especially before leaving duty! (Bin bags can be obtained from the Site Team / QM).



Clean toilets as directed.



Do not leave the venue until your team leader has checked with the Venue Manager that all tasks are completed.

Shower Duty There are two locations for showers on site – your team will be required to cover both of these locations when on shower duty. Please report with the appropriate members of your team to the showers as directed by your team leader. While on shower duty you will be required to carry out the following jobs: 

Collect keys and cash tin from Comms (if you are the first team on duty in the morning) and open the showers for use.



Collect cleaning materials from QM (again if you are the first team on duty in the morning).



Man shower blocks, collecting charge for showers from campers.



Remind campers that they only have 10 minutes in the shower!



Clean showers out at regular 30 minute intervals



Last team on duty should return keys and cash tin to Comms and cleaning materials to QM.



You may want to take a raincoat and some entertainment (such as a guitar!) with you.

Site Team When on Site duty your whole team should report to QM where your jobs for the day will be assigned! One tip: don’t wear your best clothes for this duty!!!

Entrance Gate & Car park You will be required to help out with Gate & Carpark duty on both Friday and Tuesday as the campers arrive and leave the site. Please report to members of the Security team, in appropriate numbers as directed by your team leader, at the entry to the carpark. It may be advisable to bring a raincoat with you for this duty. You will be required to carry out the following: 

Collect yellow bibs from Comms or from the team on duty before you. Yellow bibs should be worn at all times when on carpark duty.



Report to security at the carpark who will tell you where to stand and how to direct cars and help campers arriving on site.



Check passes of all persons entering the gate, escort those without a pass to the Registration tent.



Please remember to always be polite. If anyone tries to argue with you explain that you are following instructions.



If you have any problems please refer to the Security Team on duty or your Team Leader.

Admin You may be required to help out with the Admin team on Friday as the campers arrive on site. Your whole team should report to the Admin/Registration tent where jobs will be assigned.

Subcamps You may be required to help out with the Subcamp leaders on Friday as the campers arrive on site. Your whole team should report to Subcamp Leaders where jobs will be assigned.

OTHER SUMMER MADNESS STAFF Event Crew is not the only staff team at Summer Madness – there are many other teams making up approximately 250 volunteers that make Summer Madness happen every year.

We have listed some of the key staff members, team leaders and people that you may work with or come across during your time on Event Crew below. They are very busy

people during the festival and often don’t get much sleep or rest so please be kind to them!

Project Director

John Kee

Chairman of Board of Directors

Mike McCann

SM Administrator

Matt Minford

Logistics Manager

Richard Thompson

Site Co-ordinator

Geoff Flannagan

QM

Colin Irwin

Admin Co-ordinator

Nial Miller

Venue Manager Co-ordinators

Rick Scott / Dave McCracken

Sub-Camp Co-ordinators

Ashleigh Nelson / Richard Nelson

Security Co-ordinators

Stephen Lewis / Michael Walters

Catering Co-ordinator

Nan O'Malley

Hospitality Co-ordinator

Debz Nelson

Event Crew Co-ordinator

Susan Walters

OTHER IMPORTANT INFORMATION This section of the Event Crew Manual gives you information on some important details that will be useful to know throughout your time on Event Crew.

Staff Hospitality All Summer Madness Staff Members, including Event Crew, will have the use of their very own staffroom for chilling out in, meeting with your team, grabbing a coffee etc. This venue is beside the 'GrubHub'.

When you are off duty, please do use the venue. There will be tea, coffee and biscuits available at all times, so it makes a great place to hang out with your team and it makes Event Crew easier to find if they are needed urgently on-site. It is also a great place to

meet and chat to other staff members and to find out more about their roles at Summer Madness.

The Event Crew Notice board will also be located in Staff Hospitality and it will contain a copy of all Event Crew rotas, timetables and urgent messages. Please check this Notice Board regularly in case there have been any changes to your rota etc.

Staff Worship Every morning from Friday – Tuesday (except Sunday) during the Festival there will be a time of worship for all staff members in Staff Hospitality at 8.30 am. This is early but please try to make it along as it is a great way to start the day by focusing on God who is at the centre of all we do at Summer Madness. Our very own team of Event Crew Worship Leaders and our Event Crew Chaplain will lead this time.

Staff Passes and T-Shirts When you register as a member of the Staff Team at Summer Madness you will be issued with a staff pass with your name, team and a lovely photo of you on it! Please wear this at all times throughout the festival as you will need it to gain access to venues and worship! You will be able to collect your Staff Pass when you arrive on site, please ensure you have paid your staff contribution of £35.

As a member of Event Crew you will also be given an Event Crew team t-shirt. This year our team t-shirts are grey and you must wear this t-shirt while on duty so that campers and other staff members can easily identify you as a member of Event Crew. You can wear it at other times too but bear in mind that it might get a bit dirty as the weekend goes on!!! If you lose your t-shirt or can’t stand the smell any longer, it may be possible to buy a spare one from the Event Crew Co-ordinators (first come first served though!).

PRACTICAL STUFF This section of the Event Crew Manual gives you some important practical information on what you should bring with you, when meals are served and where Event Crew sleep!

Sleep Summer Madness is a very large event with around 3,000 people on the site each day and there is always something going on so it can be very easy to get caught up in the excitement of it all and forget to do important things like…..sleep! So we do suggest that you try and get as much sleep as possible every night - you will be kept very busy carrying out your team jobs so we suggest that you might want to use some of your spare time between jobs to catch ’40 winks’!

Event Crew have their own camping area set aside from the general camping field although those who wish to camp with their own 'group' may do so.

Summer Madness can provide you with a camp bed if required - you will need to provide us with a £5 deposit for the privilege of one of these beds. The £5 will be returned to you when the bed is returned at the end of the festival. Please note you will have to bring your own sleeping bag and pillow.

Lights Out Camp Curfew is 1am this year and there should be no talking around the stables after the Event Crew who are trying to get some beauty sleep before an early duty the next day! Be warned: Event Crew Coordinators woken unnecessarily, between the hours of 1am and 7am, are not a pretty sight!

Showers Event Crew has the privilege of FREE access to the staff showers (all the campers have to pay!). Event Crew can use these when they are not on duty between 7 am – 7 pm when they will be open, and can also use them outside these times when the key for the showers can be obtained from Comms. To make best use of this

privilege it is helpful if a group of you can arrange to borrow the key and all shower at the same time. Please ensure that you lock the showers and return the key immediately after use.

Meals All your meals will be catered for onsite during the event. Due to the increasing pressure placed on the kitchen, this year there will be a cost of £16 for all meals during the Festival. These will all be in the canteen at the side of the Kings Hall.

Meals will be served at the following times: Breakfast

7.30 – 9.00 am

Lunch

12noon – 2.00 pm

Dinner

5.00 – 7.00 pm

Your duties will determine what time you get to go for these meals. If your duty is over the duration of a meal time, your team leader will ensure that the team goes at staggered times. Obviously the whole team cannot go at the same time for meals in this case!!

Event Crew Team Times We would like each team to try and meet up together for a short time once a day to plan the day’s duties and spend some time praying together. Your team leader will arrange times that are most suitable for your team. Please try and attend these as it is important that your team leader knows how you are getting on and can then report this back to us as co-ordinators.

Leaving Site If you need to leave site for any reason during the Festival you must speak to both your team leader and one of the co-ordinators before you leave and immediately after you return – so as they know your whereabouts at all times. Obviously you should not be off site at a time when you should be on duty unless in an emergency. Please also make sure that your team leader knows when you are going off site. Unfortunately, due to Child Protection Regulations, those of you who are under the age of 18 are not permitted to leave site unless you have the relevant permission document signed before the event.

PACKING LIST Below is a Packing List of some things that we would suggest that you bring with you – although this list is not exclusive. Please note that you must bring a sleeping bag, pillow, blanket etc with you- these will not be provided by Summer Madness as in previous years.

Sleeping Bag Pillow Blanket (to make sure that you’re nice and cosy as it can sometimes get chilly in the stables!!!)

Towel Torch (+spare batteries) Padlock Watch (so as you know what time it is to report for your duties!)

Suntan Lotion Raincoat Sensible Shoes (!!!!) – trainers or hiking boots.

Wash kit Clothes (including sensible clothes for site duties!)

Money Bible Notebook & Pen Cuddly Teddy (!!!!)

SUMMER MADNESS - STAFF CODE OF CONDUCT UNDERTAKING As an organisation, Summer Madness is committed to the welfare and protection of Children and Young People and as such has put in place systems to ensure that Children, Young People and all working with them at Summer Madness are protected from any from of abuse or unwarranted accusation.

You are asked to confirm your assent to the following:1.

If you have any concerns regarding the welfare and protection of Children and Young People, or any concerns are expressed to you by any person, these should be passed immediately to the SM Safeguarding Trust Panel, who can be contacted via the Duty Officer, located in Comms. This person will upon your request, contact the Panel. The Panel are available 24 hours per day throughout Summer Madness to be sure that any concerns are appropriately addressed. The Panel can also be contacted after Summer Madness via the Summer Madness Office (Tel: - 90673379)

2.

We will reduce likely situations for abuse of children and help protect staff and volunteers by ensuring that all staff, and others on site NEVER: Allow children to use inappropriate language unchallenged  Spend time alone with children or young people away from others  Let allegations a child makes go unchallenged or unrecorded  Make sexually suggestive comments about or to a child even in fun  Engage in rough physical or sexually provocative games, including horseplay  Allow or engage in inappropriate touching of any form  Do things of a personal nature for children that they can do for themselves

3.

General code of conduct … team rules  During Festival we ask that no romantic attachments are pursued amongst the team.  No mixed sleeping arrangements are allowed on site other than married couples

4.

Health and Safety  No one should behave in such a manner or undertake any activity or operation that would put others or themselves in danger of injury or harm.  All team members must follow out the Health & Safety instructions given by their team members and comply with instructions in the SM Health and Safety Policy Guide  If anyone has particular concerns about Health & Safety on site they should immediately inform their team leader or go directly to Comms and ask them to contact the Health & Safety Officer.

As a member of staff at Summer Madness, I am happy to adhere to the above guidance.

Signed

__________________________________

Name

__________________________________

Address

__________________________________

____________________________________________ ____________________________________________ Date

__________________________________

(Signed copy to be retained by Admin Team)

Summer Madness 2012 Traffic Management Plan Traffic will enter the site via the gate on the Munie Road and be directed to the Main Car Park, where staff will provide further direction dependent on the entrant’s requirements. This is marked on the map by the blue arrows.

Parking will be split between staff / exhibitors, short stay, long stay and ‘drop off. A one way system will be maintained and staff will be positioned at junctions to ensure smooth traffic flow and low speeds are maintained.

Caravans and camper vans entering the site will be directed to the appropriate areas. This requires them to go against the one way system, and to manage this, staff will be positioned at the key junctions and will have both two-way radios and line of site visibility of the areas to be traversed. This is marked on the map by the orange arrows. This caravan access will primarily be used on the Friday of the event. Outside this, the expected traffic flow will be one way. Lighting will be provided at the gate area via a portable lighting tower to increase visibility for both drivers and staff during the hours of darkness, when the gate will be in operation.

Flow of traffic on Friday 29th June - 3rd July

Contractors Documentation June 2011

List of documentation from Production House 1.

2.

3.

4.

5.

6.

7.

8.

PHG 2011 Certificate of Insurance.pdf PHG 2011 Emergency Procedures.pdf PHG 2011 Environmental Policy.pdf PHG 2011 Health and Safety Policy Statement.pdf PHG 2011 Insurance Cover Letter.pdf PHG 2011 RIDDOR.pdf PHG 2011 Risk Assessment Matrix.pdf PHG 2011 Risk Assessment Summer Madness 2011.pdf

PHG 2011 Certificate of Insurance.pdf Adobe Acrobat Document

PHG 2011 Emergency Procedures.pdf Adobe Acrobat Document

PHG 2011 Environmental Policy.pdf Adobe Acrobat Document

PHG 2011 Health and Safety Policy Statement.pdf Adobe Acrobat Document

PHG 2011 Insurance Cover Letter.pdf Adobe Acrobat Document

PHG 2011 RIDDOR.pdf Adobe Acrobat Document

PHG 2011 Risk Assessment Matrix.pdf Adobe Acrobat Document

PHG 2011 Risk Assessment Summer Madness 2011.pdf Adobe Acrobat Document

Summer Madness Emergency Plan An Emergency is defined as an incident or situation that is or has the potential to cause injury or death, or damage to property or the environment that cannot be managed using existing procedures and resources.

There are three types of Emergency; Internal Situations that arise as a result of a systems failure within the premises, i.e. a structural collapse, or gross disorder at an Event.

External Situations that arise from a systems failure outside of the premises, i.e. a gas leakage in the area or a fire in neighbouring property that impacts on the Kings Hall site.

Generic Situations that arise as a result of widespread circumstances, i.e. prolonged rain resulting in widespread flooding, or high winds in the Belfast area.

It is not possible to predict every potential emergency situation, however a number of procedures have been implemented to respond to the threat of a major incident and to commence with the recovery process if required.

There are three stages to an Emergency Situation; Incubation Stage The period prior to the incident. The organisation should take steps to prevent the accident occurring or to reduce its impact, i.e. installing fire detection equipment or inspecting and strengthening structures as appropriate.

Response Stage Effectively addressing the damage/ injuries caused by the incident, i.e. suitable planning and communication systems.

Recovery Stage Resuming business with minimal disruption, i.e. suitable backup records, suitable equipment replacement strategies.

Key Personnel Emergency Controller The Emergency Controller is John Kee. He or his nominated deputy will remain in contact with the Event Control Room at all times during the Event.

Deputy Emergency Controllers The Deputy Emergency Controllers are listed below. He/She will remain in the Control Room when the Emergency Controller is monitoring the Site and will remain in radio contact with the Control Room at all other times during the Event. He/she will take decisions in an Emergency Situation in the absence of the Emergency Controller. (Mike McCann, Myles Christie, Stephen Semple, Keith Lockhart, Tim Haslett, Jasper Rutherford, Nigel Gilbert, Stephen Glasgow).

Radio Operative/Duty Officer The Radio Operative will convey information and keep a record of significant messages/ decisions either during the normal running of the Event or in an Emergency Situation.

Emergency Control Room The Event Control Room located in ‘Comms’ will act as the Emergency Control Room in an Emergency Situation. The room will be fitted with telephone, and email communication equipment, maps of the Event Site and the immediate area and have lists of the contact details of the Emergency Committee and Emergency Services readily available. An inventory of those individuals issued with radios, and of the mobile telephone numbers of key operatives will be maintained. In addition to the Emergency Controller (or his Deputy) the room will be manned by the Duty Officer/Radio Operative. Non-essential personnel will be excluded from the room particularly during an Emergency Situation.

Backup Emergency Control Room In the event of the Emergency Situation involving the Emergency Control Room a ‘backup’ Emergency Control Room situated in the ‘Cottage between courtyard 1 and 2' will be utilised. This will have similar facilities as the Emergency Control Room and will be used until the Emergency situation has been resolved or the Emergency Control Room becomes available. Again non-essential personnel will be excluded from this location.

Communication Arrangements Key personnel will be issued with short wave radios and trained in their use. A list of persons issued with radios will be issued to all staff and kept in the Control Room/ Emergency Control Room and the ‘backup’ Emergency Control Room. Channel 1 will be the Event/ Emergency Channel and all communications should be directed via the Control Room. All key personnel will also be issued with the telephone number of the Control Room. Stewards or others not in possession of a radio should report any incident etc to their supervisor.

Reporting a Major Incident Stewards, honorary stewards and other personnel should report any accident, incident or unusual occurrence that they observe or have been made aware of, discreetly to the Control Room using the radio network or by telephone. Messages should be concise and delivered in a calm manner. Information may also be conveyed directly to the Control Room by the public or via a telephone call. The Event Controller will deal with the situation accordingly.

Declaring an Emergency Incidents conveyed to the Control Room will generally be addressed using normal procedures. Should the normal procedures prove to be inadequate the Event Controller (or his Deputy) will assume the role of Emergency Controller and an Emergency Situation will be declared. All members of the Emergency Committee will be asked to report to the Control Room (now the Emergency Control Room). The Emergency Committee will be chaired by the Emergency Controller (or his Deputy) and the response to the situation will be discussed and determined. Should the Emergency Situation involve a Civil matter or in other appropriate circumstances, control will pass to the Senior Police Officer and the Emergency Committee and other staff will act in support of the Emergency Services as directed. The Radio Operative will record all significant messages and decisions.

Modes of Operation There are three modes of operation for Events at the Event.   

Green signifies that there is no particular problem and activities proceed as normal.

Amber signifies that there is a potential problem and staff should adopt a state of high alert.

Red signifies that a problem has been identified and specific instructions in response will be issued such as evacuating a particular area.

Communication Arrangements (from the Emergency Control Room) In an Emergency Situation information and instructions will be issued to stewards, honorary stewards and key staff from the Emergency Control Room. Information will be relayed via the radio network or mobile phone. Message recipients should behave in a discreet manner when receiving and acting upon the information. They should convey the information (as appropriate) to other staff under their control or in the vicinity. Specific instructions may be issued such as to monitor a particular area or open a particular exit gate in preparation for an evacuation.

It may also be appropriate to issue information to external organisations such as the Northern Ireland Fire Authority. This will be under the direction of the Emergency Controller.

In the event of the public address/tannoy system not being available for use information will be conveyed using loud hailers that will be stored in the Event Control Room and the ‘backup’ Emergency Control Room.

Actions to be taken on receiving an Emergency Communication On receiving a message relayed to a supervisor etc by radio or telephone or the coded message over the public address system, operatives will perform specific tasks as directed or monitor their area and convey their findings to the Control Room/ Emergency Control Room accordingly. They will also ensure that exits are available for use. Actions should be performed in a calm and discreet manner and unless specifically instructed non authorized persons should not be advised of the problem.

Should the potential incident not materialise staff should revert to their normal work mode.

Should however the Event Controller declare that an Emergency Situation has developed staff should follow instructions issued from the Emergency Control Room. They should not undertake any additional actions unless they receive authorisation from the Emergency Control Room as they may not have a comprehensive overview of the situation. Duties should be performed in a calm and efficient manner. Staff should remain at their post until specifically ‘stood down’ unless they are in personal danger. In the event of the Police assuming control of the situation they will act in support of the Emergency Services.

Personnel should participate in a debriefing session after the Emergency Situation has been addressed.

Media Communications All communications with the media will be handled by the Emergency Controller or someone who has been specifically authorised to undertake this duty. On no account should any person not specifically authorised by the Emergency Controller communicate with the media on matters relating to an incident.

TELEPHONE CONTACT LIST Name

Organisation

John Kee Adrian McCartney Emma Totten Angus Wilson Stephen Glasgow Nigel Gilbert Michael Walters Stephen Lewis Carolyn Glasgow Ruth Elkin Nial Miller Becky Turnock Richard Scott Colin Irwin Geoff Flanagan Richard Thompson

Event Controller Deputy Event Controller Medical Deputy Event Controller Deputy Event Controller Deputy Event Controller Security Security Duty Officers Duty Officers Admin Health & Safety Consultant Venue Manager Co-Ordinator Quarter Master Site Logistics Staff Environmental Health

Greenline John Willis Ashleigh Nelson Susan Walters Matt Minford PSNI Richard Nelson William Bradley Hugh Marcus

Production House Sub-Camps Event Crew Fire and Health & Safety

Tel. no. pre-event

Mobile Contact

07779 609867 07970626384 07872 649420 07770 655641 07850 151857 07736 046306 07920462727 07793805664 07736 046306 07736040571 07929628813 07815 486614 07713684703 07929 886454 07713642842 07718583711 028 9032 0202 xt 3396 0870 2408987 028 9079 8999

07787 150 606 07891040311 07792308701 07738515769

028 9065 0222 Sub-Camps St Johns Child Protection

07831697361 07837031123 07939136136

Staff

Health & Safety Policy Revised: 10.06.2012

Signed……………………..

John Kee Event Controller Date for review 01.02.12

Contents

Aim of Policy Statement Current Legislation Responsibilities General Conduct Training Reporting First Aid Fire Violence towards staff Bomb Threats PPE Manual Handling Forklift Truck Operation Working at Heights Driving Barrier Erection Truck Loading Safe Working Conditions (site office) RIDDOR

Health and Safety Policy Statement Aim of Policy Statement This statement is written by the management of Summer Madness as part of its commitment to the well being of our subcontractors and staff. It is the aim of this policy to identify; 

The areas of work carried out by staff, sub-contractors and event crew where hazards exist the likelihood of their occurrence To prevent accidents and cases of work-related ill health To maintain health and safety standards on site To ensure that members of the public and other contractors are not exposed to health and safety risks arising from the activities of crew employed by Summer Madness

   

Once the risks have been identified then the necessary actions to reduce them can be implemented.

Current legislation - Employees The responsibilities of employees as set out by section 7 & 8 of the “Health and Safety at Work Act, 1974” are that; 

Employees have a responsibility to take reasonable care to avoid injury to themselves or to others by their work activities To co-operate with employers (Summer Madness) and with others in meeting statutory requirements.

To use equipment correctly To use safety equipment provided To bring to the attention of the safety officer any matter that in their opinion could constitute a health risk or a danger at work.

   



Note to all self-employed sub-contractors, as a self-employed person, legal duties similar to those with which Summer Madness must comply, rest upon you to avoid danger or risk to health of yourself or others.

Current legislation – Employers “The Health and Safety at Work Act 1974” also provided that in so far as is reasonably practical, employers have a duty to safeguard the health, safety and welfare of all employees.

In particular relation to employees of Summer Madness, this covers;      

the provision of safe plant and systems of work the safe handling and transportation of articles the provision of information, instruction, training and supervision a safe place of work paying particular attention to access and egress a safe working environment with adequate welfare facilities a written safety policy

 

consultation with safety representatives as appropriate the provision of a competent co-workforce with the knowledge, ability, training and experience to successfully complete given tasks

The Management of Health and Safety at Work regulations 1992 came into force on 1st January 1993. In these regulations it states that; Every employer shall make a suitable and sufficient assessment of;  The risks to the health and safety of his employees to which they are exposed whilst they are at work and;  The risks to the health and safety of persons not in his employment arising out of or in connection with the conduct of his undertaking.

This policy statement is designed to conform to the above regulations. Other pieces of legislation relevant to this policy are;    

Management of Health and Safety at work regulations 1992 (Management Regulations) Manual Handling Operations Regulations 1992 (Manual Handling Regulations) Personal Protective Equipment at Work Regulations 1992 (PPE) Noise at Work Regulations 1989 (Noise Regulations)

Responsibilities This policy is for Summer Madness employees only (casual, temporary and permanent) it should form part of other risk assessments undertaken by;   

the venue where employees may be working the production companies for whom employees are sub-contracted to other companies involved with the production

It is the responsibility of the management to ensure that the policy statement is implemented and kept under review on a regular basis. This may involve conducting safety inspections on a regular basis, recording any findings and acting upon them.

It is the responsibility of the team leaders to ensure, where possible, that employees of Summer Madness adhere to this policy when on site.

Employees must also be aware of their own responsibility to ensure and follow this policy statement to the best of their ability.

All employees of Summer Madness have a duty to cooperate with this policy statement in order for it to be implemented successfully.

Any health and safety concerns must be reported to an appropriate person and all possible measures taken to ensure the safety of other contractors and members of the public.

Employees must not interfere with anything provided to safeguard their health and safety.

A designated employee will be tasked to report any accidents, incidents or near-miss occurrences during the course of an event, to the site production manager. An appropriate

incident written form will catalogue these occurrences and the results will be regularly reviewed and new procedures, policies implemented as a result.

No employee should be asked to undertake any task which may put themselves or others unnecessarily at risk, and achieving acceptable standards of safety should never be allowed to take second place to cost.

General Conduct To ensure a safe working environment, certain guidelines to staff conduct shall apply. 



  

Staff will not work whilst under the influence of drink or drugs. Any member of staff found at work under the influence of drink or drugs may be summarily dismissed, selfemployed contractors may be relived of their responsibilities and asked to leave the premises. Please note that Summer Madness operates a ‘No Smoking’ policy on site at all events.

Staff shall ensure that when lifting or handling equipment, that there are enough staff to assist thus preventing accident or strain. In the event of no additional personnel being available, staff will not attempt the procedure without first consulting the site production manager.

Staff with long hair should have it tied back at all times Children will not be permitted on the build site at any time It is considered part of every employees and sub-contractors duty to maintain as clean a work environment as possible. Casual disregard of consumables, empty food and drinks containers etc. are not acceptable. Apart from the fire risk and trip hazards such untidiness can present, it may also create additional unforeseen, dangers during the load out, often carried out overnight with poor visibility.

Training All event crew must complete a “Production crew profile sheet” and include copies of all qualifications. E.g. Rigging, electrical, forklift and cherry picker tickets plus standard driving licences.

Emergency Procedures - fire safety and evacuations - all site-specific information will be discussed with a full crew meeting prior to individual events.

Reporting Site Rules – are available from the Production Office at each event, please ensure that you are familiar with all the rules pertaining to each particular site, and sign as appropriate to confirming your understanding of them.

‘Idiot Checks’ – checklist are to be found within the Health and Safety file and are to be completed by a competent person daily during the build and de-rig of an event. Please highlight any recommendations to site production manager on completion of checks, unless immediate rectification is needed.

Plant – Checklists are provided for routine operational checks on all plant hired by Summer Madness. Copies are available within the Health & Safety file and must be completed daily by a competent person.

Procedures are in place to ensure that any accidents or incidents are reported and recorded in order that the management receives feedback from its employees and can therefore act upon them.

On site, incidents relating to Health and Safety should be notified to the site Production Manager and control/incident room.

An accident/incident book is located in the site production office at all times and all staff are made aware of its whereabouts, how to fill in and its importance in the success of the Health and Safety policy of Summer Madness.

The book contains information on; Date, client, venue, accident/incident, action taken by management in order to help avoid future occurrences.

It should be noted here that ALL incidents, including those were no injury occurred, should be listed in the incident book. It is the employee’s responsibility to bring this situation to the attention of the Production Manager.

First Aid In accordance with the HSENI Approved Code of Practise, “An employer shall provide, or ensure that there are provided, such equipment and facilities as are adequate and appropriate in the circumstances for enabling first aid to be rendered to his employees if they are injured at work.”

To this end, an assessment of first aid needs appropriate to the circumstances of each workplace will be made by the Health and Safety representative for Summer Madness prior to the start of each event. In assessing these needs, we will consider:     

workplace hazards and risks the number of event crew allocated to each project history of accidents specific risks e.g. working with hazardous substances, dangerous tools, dangerous machinery, dangerous loads locality of nearest Accident and Emergency Units

Regulation Five of the Approved Code of Practise for First Aid at Work Regulations (NI) 2000 states; “A self-employed person shall provide, or ensure that there is provided, such equipment, if any, as is adequate and appropriate in the circumstances to enable him to render first aid to himself while he is at work.”

In accordance with the above, a fully stocked First Aid kit will be located in the production office throughout any on-site build. On major events, a qualified First Aider/Emergency Medical Technician will be employed independent to any provisions made for the audience during the event.

In the event of an accident; ď‚&#x;

ď‚&#x;

Should an accident occur to you, immediately summon assistance. Should you be in the locality of an accident it is your first priority to render such first aid as you can, should the accident be sufficiently serious to warrant calling an ambulance DO IT, without reference to a higher authority.

Ensure that the safety officer is informed of all the details of the accident. (In the event of the absence of the safety officer, inform the senior member of staff and make an entry in the accident/incident book)

The following areas have been identified as areas where hazards exist that effect the Health and Safety of employees Fire Fire extinguishers will be provided capable of dealing with all types of fire. All staff will be rebriefed prior to each event in their safe usage. Only attempt to extinguish a fire if you are absolutely sure that it is safe to do so, and only use a fire extinguisher if you are confident that you can operate the equipment. The Summer Madness policy is only to use extinguishers in order to aid escape from a fire, priority at all times is to leave the area and raise the alarm. Personal risks should never be taken; the priority must always be evacuation from the scene after raising the alarm. The crew supervisor must always be informed if a fire extinguisher has been used.

REMEMBER: Always read the instruction of fire extinguisher before use and never use water extinguishers on electrical fires. Existing fire extinguishers are identifiable as outlined below;

Agent

Identification

Use

Water

Red cylinder or label fitted with hose

CO2 gas

Red cylinder with black band fitted with horn

Dry Powder

Red cylinder with blue band. Fitted with nozzle or hose

Foam

Red cylinder with cream band.

Fitted with nozzle or hose

Suitable for most fires but NOT those involving flammable liquids or live electrical appliances Suitable for fires involving flammable liquids or electrical apparatus.

Do not use in a confined space where fumes may be inhaled.

Suitable for fires involving flammable liquids or electrical apparatus Suitable for small liquid spills or oil fires. Only to be used by trained personnel.

Do not use on electrical fires

Violence to Staff No one is expected to experience violent or aggressive behaviour in the normal course of their work, nor should anyone be violent or aggressive toward others. If however, you should find yourself abused, threatened or assaulted in the course of your duties, you should move away to avoid confrontation, if possible to a safe place, and inform your immediate supervisor.

Bomb Threats If you see a suspicious object, or anyone acting suspiciously anywhere in the vicinity of the site, inform your supervisor immediately.

Do not touch a suspicious object.

Do not use a mobile telephone or walkie-talkie anywhere near a suspect bomb.

Do not leave vehicles unattended except in designated parking spaces.

Ensure your vehicle description/registration number is listed in Production Office on site.

Do not allow rubbish or other materials to accumulate in such a way that a bomb could be hidden.

Personal Protective Equipment     

Staff shall wear steel toe capped boots when on site if applicable to the task in hand – if in doubt, consult with Production Manager.

Hard hats worn on site as required and identified by signage/verbal instruction from Production Manager Ear protection to be worn as required and identified by signage/verbal instruction from Production Manager Gloves shall be worn when required for activities that may injure hands Any specialist equipment must be used with the appropriate safety equipment

If in doubt about any of the above, WEAR the equipment until clarification is sought from Production Manager.

Manual Handling         

All staff undertaking manual handling operations should ensure that safe lifting procedures are adhered to Before picking up a load, examine it so see if you can tell how heavy it is, identify the centre of gravity if possible Make sure you have a good firm footing and then position your feet either side of the load but with your feet not too far apart.

Bend from your knees keeping your back as straight as possible.

Lift in easy stages, floor to knee and then to carrying position.

Do not jerk and shove whilst lifting Hold weights close to body, lift with legs and keep back straight.

Grip loads with palms not finger tips. Never change grip whilst carrying items. Don’t let the load obscure your vision. Ensure the route is clear before setting off.

At all times during manual handling operations, staff must be aware of the danger to other people as well as injury to themselves, this includes members of the public and venue/arena staff.

Any crew physically incapable of lifting any object have a duty to report this fact to the Production Manager who will then reassign tasks as appropriate.

Forklift Truck Operation          

Only the designated trained personnel are allowed to use this equipment.

All fork drivers should wear a hard hat at all times, even when plant is fitted with roll bars.

Do not ride on forks when they are in use.

Do not travel with the load in the air.

Ensure the load is stable prior to moving.

At all times use due care and attention and be aware of other people operating within your workspace.

The operator should follow all safety procedures given during training and as per health and safety regulations.

When working outside the site – a minimum of one crew person in high visibility PPE should accompany the forklift at all times. At night a minimum of two persons should undertake this task.

No plant shall be allowed on the public path or highway without hazard lights and audible warning systems in operation. These should be checked by the individual driver prior to commencement of procedure.

Most serious accidents and incidents involving plant occur whilst reversing. Where possible, reversing should be avoided or only undertaken with directional assistance from a competent person.

Working at heights     

Never climb unless specifically requested to do so by Crew/Production Manager You have the right to refuse to climb Never climb alone - always have a ground support person Always use a harness, and clip it on, where appropriate.

Never climb if you have consumed alcohol or drugs. It is the employees, co-workers responsibility to make the Production Manager aware of the physical state of employees attempting such procedures.

Driving If asked to drive, deliver or collect goods on behalf of Summer Madness     

Always drive within the speed limit Never drive if you have consumed alcohol or taken drugs Observe road conditions and drive accordingly Park all vehicles safely and in a place allowed by law.

If transporting equipment, always ensure that the van is locked and backed up to a wall if left loaded and unattended.

Never drive if not licensed to do so as this is not only illegal but would invalidate any insurance policy Never drive a vehicle you are not licensed to drive (forklift, cherry-picker etc.)

If it is essential to drive on site, hazard lights should be used at all times, drivers will observe a maximum 10mph speed limit and must follow routes dictated by stewards or members of the site production team.

  

Key Policy 

All keys for all vehicles on site are to be left on the keyboard in the site production office or with the site production manager when not in use. Keys are not to be left in any unattended vehicle at any time.

Barrier Erection    

Wherever possible, barriers will be unloaded close to site of erection by forklift truck. If manual handling is necessary all staff should ensure that safe lifting procedures are adhered to.

Barriers will be erected by trained staff under supervision of Production Manager to avoid any danger to the public and staff involved.

Any trip hazard will be highlighted and / or eliminated as the situation dictates on site.

Equipment will be dismantled when audience have cleared and removed from site after event.

Truck loading 

When loading the truck, the load should be secure at all times to prevent injury during loading and ensure the safety of those having to unload it after transit.

The truck driver should have overall responsibility for the load and his requests, recommendations adhered to by Summer Madness event crew.

Safe working conditions      

Crew chief and staff should ensure that the site is safe and tidy to prevent injury and ensure it is possible to keep performance levels at a high standard within the safe procedures of the Summer Madness policy.

Employees should not intentionally or recklessly interfere with, or misuse anything provided in the interests of health, safety and welfare.

Within Production/Site office - ensure tidy working environment.

Make sure that trailing telephone lines, cables, flexes etc. from office equipment do not present a hazard.

Wherever possible, turn off electrical equipment when not in use.

Smoking is not permitted inside site production office at any time.

Procedures for Reporting and Recording of Accidents, Diseases of Dangerous Occurrences.

Only appropriately qualified staff should complete RIDDOR forms ( i.e. those who have undertaken appropriate training such as those having completed the NEBOSH certificate ).

In the absence of any such person on site, the site manager or event controller should undertake the filling in of such details.

In the absence of either of these personnel, procedures for the recording of incidents are listed on the front page of the Event Incident Book. Any serious or potentially serious incidents should be communicated to the Event Controller immediately

This policy has been put in place primarily to safeguard the health and safety of employees of and sub-contractors to Summer Madness. Please adhere to its recommendations at all times. If you see an area where tasks can be done differently / in a safer manner - please speak to the Safety Officer on site prior to implementing these ideas.

Many thanks John Kee Event Controller Summer Madness Date for Policy Review 11.01.13

Terms and conditions of Entry

Festival Ground Rules 

Please show care & consideration for the safety and enjoyment of everyone on site.



No Smoking anywhere within the Festival grounds



No alcohol or drugs on site (except prescribed drugs)



No one who is intoxicated will be permitted onto the site



Wristbands must be worn at all times



No mixed-sex tent sharing (unless married)



Tents must be at least two metres apart



No cooking inside tents



No campfires



No vehicles on camp site



Valuables left in tents or cars are left at the owners risk



Litter must not be left around the site but placed in the bins provided



PLEASE be quiet at night. If you want to stay up late, please respect those who are trying to sleep. Remember that noise carries across a campsite at night.



Youth Leaders are responsible for the young people they bring to Summer Madness at all times.



No rollerblading, skateboarding or cycling without lights after dark



No crossing into any area that has been marked out of bounds by red and white tape (This will constitute trespassing, punishable by law).



Summer Madness wishes to make it clear that it does not favour sectarian propaganda or proselytising within the Christian fellowship.

This means that any group or individual which uses the Summer Madness Festival and its facilities for such purposes does so against the spirit of the event.



The organisers reserve the right to cancel anyone’s or group’s booking and escort them off the premises if these ground rules are not observed.



Those attending the Festival will be required to submit to a voluntary bag search where this is deemed necessary by a member of the Summer Madness Security Team. The search will only be carried out

by SIA accredited personnel or a member of the PSNI.



The Festival grounds will me monitored by CCTV cameras for the safety and protection of all those attending. Their use will comply with current legislation and the required notice and provided to the public attending the event.

Child Protection Policy and Guidelines for working with children, young people and vulnerable adults.

CONTENTS

INTRODUCTION

3

Policy Statement Purpose of Policy Roles and definitions

4

PRINCIPLES OF GOOD PRACTICE

5

General Preventing Abuse Recruitment procedures Staff Conduct Training Recognising, responding and reporting abuse

5 5 6 6 7 8

RESOURCE PAPERS AND APPENDICES:

I II III IV V

DEFINITIONS AND INDICATORS CHILD ABUSE GUIDELINES FOR CONTACT WITH YOUNG PEPOLE AND CHILDREN SUMMARY OF REFERRAL PROCEDURE STAFF APPLICCATION FORM STAFF DECLARATION AND CODE OF CONDUCT

2

INTRODUCTION

Summer Madness Child Protection Policy Statement. “It is the policy of the Summer Madness Company to safeguard the well being of young people at all times; ensuring their protection from physical, sexual and emotional harm and promoting the best practice amongst leaders to provide a safe environment for all.�

Purpose of the Policy Summer Madness has adopted this Code of Practice to clarify our values and procedures and define our expectations of all staff and volunteers. This will serve to protect children and safeguard leaders working in positions of trust.

3

ROLES AND DEFINITIONS ‘Staff member’ refers to any person paid or volunteer who is involved in leadership of any way or on any of the SM organising teams.

Project Director’ refers to the principal staff manager and co-ordinator Child Abuse is defined in the appendix I of this document.

The Code is the Summer Madness Child Protection Code Worker will refer to any Summer Madness staff person or volunteer or those responsible for supervising or managing them.

A disclosure is when a child tells a staff member/ volunteer that they have or are being harmed or abused in some way. This may be physical, sexual or emotional abuse, neglect or bullying.

The Child Protection Panel comprises a group of people who oversee the implementation of the CP policy and deal directly with any issues arising at the Festival or other events. The group is chaired by the ‘Designated Person’ who steers the work of the group and leads the liaison with the Social Services and other agencies as appropriate.

Designated Person Hugh Marcus Deputy Designated Person John Kee Panel Members: Colin Taylor, Arlene Kee, Pamela Marcus.

Summary of role of Panel  Overseeing the implementation of the Code of Practice at all levels  Advising volunteers and staff on their responsibilities in respect of the Code.  Advising the Board of Directors in regard to their responsibilities  Being the immediate point of contact for staff and volunteers when there is a suspicion, complaint or allegation of child abuse at events or if there is a disclosure of recent or past abuse from individuals attending such.

Board of Directors: those who oversee the direction and operation of Summer Madness as a Limited Company (with Charitable status) They are ultimately responsible for all of the legal and financial liabilities.

Summary of role of Directors:  Ensuring that satisfactory insurance cover is in place.  Overseeing matters relating to Health and Safety  Encouraging and supporting training across all levels of staff  Overseeing the appointment of all staff and volunteers.  Ultimate responsibility for all contractual matters in respect of events and activities.

4

PRINCIPLES OF GOOD PRACTICE

Summary of general principles: All staff and volunteers working with children and youth should...  Promote the general welfare, health and personal development of children and protect them from harm of all kinds.  Recognise that children have rights as individuals and treat them with dignity and respect.  Raise awareness about what children are entitled to be protected from.  Adopt and consistently apply a thorough and clearly defined method of recruiting and selecting staff and volunteers  Plan the work of the organisation so as to minimise opportunities for children to suffer harm.  Plan an appropriate response procedure in relation to accidents and complaints and to alleged or suspected incidents of abuse.  Develop links with leaders and relevant organisations

Preventing abuse Summer Madness is committed to taking all reasonable steps to prevent any abuse of children involved in our programmes. This involves:  Excluding known abusers.  Remaining vigilante during youth events and preparing and executing adequate security arrangements.  Reporting to the child protection agencies any suspicious person or known offender attempting to make contact with children.  Training all staff and volunteers to be clearly aware of what constitutes the various forms of abuse.

5

RECRUITMENT PROCEDURES. Due to the numbers of children, young people and adults with learning difficulties at Summer Madness events all staff posts are designated as regulated and therefore all staff will be checked under POCVA regulations prior to appointment.

Anyone wishing to volunteer as staff at Summer Madness events whether in a temporary or permanent role, in a paid or voluntary capacity must:  sign a declaration to the effect that he/she has not been investigated charged or convicted of any offence relating to children before taking on a position of responsibility within Summer Madness and shall sign a consent form agreeing that a POCVA check may be undertaken on their details.  give a written commitment to abide by the Summer Madness Child Protection Code and undertake all the relevant training made available to him/her  be made fully aware of all duties and responsibilities pertaining to the appointment and the SM Child Protection Policy.  obtain two references, including at least one from the individual’s current pastor or priest.  each worker or volunteer will serve a probationary period following which the appropriate team leader will review their suitability for the post.  an inexperienced new worker may initially be required to assume an assisting role with a more experienced worker.  a member of the Child Protection Team will sanction all appointments.

Staff Undertaking All staff of Summer Madness are expected to adhere to our Code of Conduct and in particular will:  Report to the Panel any suspicion or misgivings he/she may have concerning inappropriate behaviour or circumstances affecting children and must co-operate in reporting the details to the appropriate civil agencies.  Should ensure as far as is reasonably practicable that he/she is not left alone with a child.  Shall have a basic knowledge of the nature and signs of child abuse  Should know how to respond should a child make a disclosure of abuse  Should understand the implications of insurance requirements involved in performing

Staff Code of Conduct Staff and volunteers who come into contact with children and young people have a legal duty to help protect them from abuse or the risk of abuse. All staff are directed to ensure that their conduct is beyond question and as such should never:

6

          

Spend excessive amounts of time alone with children away from others. A worker should ideally never be alone with a child unless they are in sight of others.

Travel alone with a child in a car or mini-bus, where this is unavoidable the child should sit in the back seat.

Engage in rough games with children.

Engage in sexually provocative games/contact/behaviour/discussion.

Allow or engage in any form of inappropriate touching.

Use corporal punishment Allow children to use inappropriate language unchallenged Make sexually suggestive comments about or to a child, even in fun Allow an allegation made by a child to go unchallenged or unrecorded Do things of a personal nature that they can do for themselves Sleep in a room with children. If this is unavoidable, a worker should never sleep alone in a room with children. At least one other worker should be present.

A broader outline defining issues of ‘contact’ with young people can be found in appendix II

Disciplinary actions Staff and volunteers have a responsibility to follow the Child Protection Guidelines as stated and where they do not do so, Summer Madness reserves the right to institute disciplinary action in regard to these not being followed.

Staff and Volunteers who are suspected or accused of abusive behaviours will in line with policy and procedure be suspended from work until the situation has been investigated and concluded satisfactorily. Payment of salary during this period will be subject to the requirements of employment law.

Staff or volunteers who are found to have breached child protection procedures and have been subject to disciplinary procedures will have their names forwarded to the POCVA Team at the DHSSPS in regard to having their name placed on the Disqualified from Working with Children List.

Training All staff are required to undergo basic Child Protection Training in advance of their involvement in activities at Summer Madness events. Usually three training evenings are provided throughout the year and are facilitated by members of the Child Protection Panel. Attendance at these events is recorded on the Staff files for effective monitoring of standards and updating individuals on new developments in this field.

The training covers all aspects of the Summer Madness Code and it’s implementation at events.

7

RECOGNISING, RESPONDING AND REPORTING ABUSE.

Those working with children should be aware of the range of abuse – sexual, emotional, physical and neglect – to which some children may be subject. Most abuse is committed by close relatives and friends. It often takes place in the home of the child or young person concerned. Workers should be assisted to recognise how such abuse may show itself in the actions and reactions of children. These are spelled out in more detail in the appendix I Responding to incidents of alleged or suspected child abuse must be based on clearly defined procedures. Knowing what to do, whom to contact, and who needs to know will ensure that all concerned are treated with respect and concern.

The workers should know what steps to take in response to a situation where they have reason to suspect that abuse may be occurring or where a child alleges that abuse is occurring. All such allegations must be treated seriously and dealt with according to the principles outlined in the Code.

DO’S AND DON’TS If you suspect that someone is being abused or have had a disclosure of such from an individual then the primary duty of the Summer Madness staff or volunteer is to inform the Child Protection Panel. They will then manage the issue from there and be responsible for informing the relevant authorities, etc.

The sooner this is done, the more likely it is that the abuse will stop and the child will recover from his or her experiences.

If a child makes a ‘disclosure’ to a Summer Madness staff or volunteer, (or is about to) the worker must make it clear that a member of the Panel will need to be told and they in turn may have to inform the appropriate agencies in order to help them further.

The worker must document the disclosure ‘allegations’ as soon afterwards as possible to maintain accuracy. Report immediately to the member of the Child Protection Panel.

DO      

Stay calm Listen and hear Reassure them that they have done the right thing in telling Record in writing (afterwards) what was said Keep a note of your report, giving the date, time, name of the individual on the Panel that you told.

REFER IMMEDIATELY TO SUMMER MADNESS PANEL MEMBER

8

RECOGNISING, RESPONDING AND REPORTING ABUSE. DON’T  Panic  Ask leading questions  Make the child repeat the story unnecessarily  Promise to keep secrets  Enquire into the details of abuse  Delay  Start to investigate  Communicate with any person directly accused REPORTING ARRANGEMENTS It is only members of the Panel that will report incidents or disclosures to the statutory authorities and standardised forms are illustrated in appendix III It is advisable in any case to remember to have the following available: 

The name and address of any child you are concerned about



Your reason for suspicion of abuse



What you have done already



Any practical information you may have, such as the name of the child’s GP, school etc.



Information as to whether or not the person, against whom a suspicion, complaint or allegation exists, has any children of his/her own.

Abuse of children often goes undetected because people who have pieces of information are reluctant to share them. This is why contact with social services is beneficial.

CONFIDENTIALITY TOWARDS FAMILIES When handling any matter of disclosure it is vital that we only pass on information where “the welfare of the child requires it and then only to those with a legitimate need to know”. This is how it will be treated within statutory agencies and it rests with them to deal with the relationship with the family of anyone involved in an abuse or alleged abuse case.

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APPENDIX I DEFINITION OF CHILD ABUSE AND POSSIBLE INDICATORS The term child abuse includes physical injury, neglect (including emotional neglect), continued ill treatment and sexual abuse.

The following outline demonstrates the range of matters that may be covered under the term ‘abuse’ the possible indicators that may give rise to concerns.

NEGLECT: persistent or severe neglect of a child (for example, by exposure to any kind of danger, including cold and starvation) which results in serious impairment of the child’s health or development including, non-organic failure to thrive.

Physical indicators Constant hunger Exposed to danger, lack of supervision Inadequate/inappropriate clothing Poor hygiene Untreated illness

Behavioural indicators Tiredness, listlessness Lack of peer relationships Low self-esteem Compulsive stealing/begging

PHYSICAL ABUSE: physical injury to a child, including, poisoning, where there is definite knowledge, or a reasonable suspicion, that the injury was deliberately inflicted or knowingly not prevented.

Physical indicators Scratches.

Bite marks.

Bruises in places difficult to mark eg. behind ears, groin.

Untreated injuries

Behavioural indicators Self mutilation tendencies Chronic runaway Aggressive or withdrawn Fear of returning home Undue fear of adults Fearful watchfulness

SEXUAL ABUSE: the involvement of children and adolescents in sexual activities they do not truly comprehend, to which they are Physical indicators Soreness, bleeding in genital or anal areas Stained or bloody underwear Stomach pains or headaches Pain on urination Difficulty in walking or sitting Bruises on inner thighs or buttocks Anorexic/bulimic

Behavioural indicators Chronic depression Substance/drug abuse Afraid of the dark Low self esteem Making sexual advances to adults or other children Inappropriate language, sexual knowledge for age group

10

EMOTIONAL ABUSE: the severe adverse effect on the behaviour and emotional development of a child caused by persistent or severe emotional ill treatment or rejection. All abuse involves some emotional ill treatment.

Physical indicators Sudden speech disorders Wetting and soiling Signs of mutilation Attention seeking behaviour Frequent vomiting

Behavioural indicators Rocking and thumb sucking Fear of change Chronic runaway Poor peer relationships

GRAVE CONCERN: Where a worker may be troubled about the condition of a child whose situation does not currently fit any of the four categories above but nevertheless feels that they could be at significant risk. These could include situations where another child in the household has been harmed or the household contains a known abuser.

Even for ‘experts’ it is often hard to decide if a child has been abused; it is simply our role to support and report.

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APPENDIX II CONTACT WITH CHILDREN AND YOUNG PEOPLE PRIVATE MEETINGS WITH MEMBERS a.

Parish workers should be aware of the dangers which may arise from private interviews with individual members. It is recognised that there will be occasions when confidential interviews must take place, but such interviews should be conducted in a room with visual access, or with the door open, or in a room or area which is likely to be frequented by other people.

b.

Where such conditions cannot apply parish workers are advised to ensure that another adult knows that the interview is taking place. The use of ‘engaged’ signs or lights is not advisable.

c.

Where possible another member or another adult should be present or nearby during the interview.

PHYSICAL CONTACT WITH MEMBERS a.

As a general principle workers are advised not to make unnecessary physical contact with children and young people. This is particularly the case with children of secondary school age and maturing children of primary school age.

b.

Physical contact which may be misconstrued by the young people or other casual observers should be avoided. Such contact can include well intentioned informal gestures such as putting a hand on the shoulder or arm, which if repeated with a particular young person, could be misconstrued, as well as more obvious and more intimate contact which should never occur.

c.

There may be occasions when a distressed child needs comfort and reassurance which may include physical comforting such as a caring parent would give, workers should use their discretion in such cases to ensure that what is, and what is seen by others present to be, normal and natural does not become unnecessary and unjustified contact, particularly with the same child over a period of time and never when alone with a child.

d.

Some workers are likely to come into physical contact with children from time to time in the course of their activities, for example when showing someone how to use a piece of apparatus or equipment while demonstrating a move or exercise during activities or sports. Workers should be aware of the limits within which such contact should properly take place and of the possibility of such contact being misinterpreted by the young person.

e.

Workers who have to administer first-aid should ensure wherever possible that other children or another adult are present if they are in any doubt as to whether necessary physical contact in the circumstances should be misconstrued.

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f.

Following any incident where a worker feels that his/her actions have been or maybe, misconstrued a written report of the incident should be submitted immediately to the person to whom he/she is accountable/reports. This would apply especially in a case where a worker had been obliged to restrain a child physically to prevent him/her from inflicting injury to others or self injury.

g.

Workers should be particularly careful when supervising others in a residential setting, outdoor camp or extended visit away from home, where more informal relationships tend to be usual and where they may be in proximity to members in circumstances very different from their usual environment.

RELATIONSHIPS AND ATTITUDES a. Workers should ensure that their relationships with young people are appropriate to the gender of the members, taking care that their conduct does not give rise to talk or speculation. Attitudes, demeanor and language - all require care and particularly when parish workers of either sex are dealing with adolescent boys and girls. b. When young people seek advice on an individual basis the primary role of a Summer Madness worker is to listen to the member and refer him/her to qualified and competent sources of advice/counseling. c. Many young people help out at Summer Madness activities who are aged 16 – 26 yrs and in the context of intense, all be it short term team activities we strongly advise everyone involved of the hazards of forming ‘exclusive relationships’ while at camp or during Summer Madness programmes. As with most youth work, this age range crosses the divisions of a variety of legal categories of sexual activity and accountability in law. We therefore expect all Summer Madness volunteers and staff not to initiate relationships amongst each other during their time at the Festival.

TRANSPORT a. Avoid transporting a child/young person on your own. Try to ensure another worker is present with you in the vehicle or other children/young people are with you. If a situation occurs when you have to transport a child alone, ensure other leaders/ helpers know this is happening, and that the child is in the rear seat. b. Do not overcrowd the car. This will invalidate the insurance. Private cars cannot be used for hire or carrying passengers for reward. Special conditions apply to minibuses.

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APPENDIX III SUMMARY OF THE REFERRAL PROCEDURE 1.

Allegation/suspicion/concern noted.

2.

Report immediately to a Panel member concerned with child protection.

The Names of Parish Panel are: ______________________________________________________________

3.

The Panel Member reports to:-

Social Services Telephone Number ______________________________________________ Social Services offices are normally open 9.00 am – 5.00 pm Monday to Friday There is an emergency out of hours service which can be contacted at Telephone Number _______________________ or via the Contractor’s Bureau.

OR Police C.A.R.E. (child Abuse Rape Enquiry) Unit Telephone Number _______________________________________________ OR NSPCC Telephone Number _______________________________________________ 4.

The Incumbent/Panel Member will follow the advice given by the appropriate agency above.

NOTE Remember, the important task of deciding whether or not abuse has occurred rests with the professional agencies. The existence of this method of referral adopted by Summer Madness does not preclude the individual worker making direct contact with the agencies about it he/she so chooses.

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SUMMER MADNESS - STAFF CODE OF CONDUCT UNDERTAKING As an organisation, Summer Madness is committed to the welfare and protection of Children and Young People and as such has put in place systems to ensure that Children, Young People and all working with them at Summer Madness are protected from any from of abuse or unwarranted accusation.

You are asked to confirm your assent to the following:1.

If you have any concerns regarding the welfare and protection of Children and Young People, or any concerns are expressed to you by any person, these should be passed immediately to the SM Safeguarding Trust Panel, who can be contacted via the Duty Officer, located in Comms. If at all possible, please go to Comms, and ask to speak to a Duty Officer in private. This person will upon your request, contact the Panel. The Panel are available 24 hours per day throughout Summer Madness to be ensure that any concern is appropriately addressed.

The Panel can also be contacted after Summer Madness via the Summer Madness Office (Tel: - 90673379)

2.

We will reduce likely situations for abuse of children and help protect staff and volunteers by ensuring that all staff, and others on site NEVER: Allow children to use inappropriate language unchallenged  Spend time alone with children or young people away from others  Let allegations a child makes go unchallenged or unrecorded  Make sexually suggestive comments about or to a child even in fun  Engage in rough physical or sexually provocative games, including horseplay  Allow or engage in inappropriate touching of any form  Do things of a personal nature for children that they can do for themselves

3.

General code of conduct … team rules  During Festival we ask that no romantic attachments are pursued amongst the team.  No mixed sleeping arrangements are allowed on site other than married couples

4.

Health and Safety  No one should behave in such a manner or undertake any activity or operation that would put others or themselves in danger of injury or harm.  All team members must follow out the Health & Safety instructions given by their team members and comply with instructions in the SM Health and Safety Policy Guide  If anyone has particular concerns about Health & Safety on site they should immediately inform their team leader or go directly to the H&S Advisor As a member of staff at Summer Madness, I am happy to adhere to the above guidance.

Signed___________________________________________________ Name

Address

Date (Signed copy to be retained by Admin Team)

15

Summer Madness 2012, Glenarm Security Plan Michael Walters, head of Security Summer Madness operates with a voluntary staff team of almost 300 stewards, security personnel, subcamp hosts, technicians, activity co-ordinators, venue managers, pastoral and logistics teams etc. The security team comprises approximately 30 full time volunteers, along with another dozen or so part time helpers and support from the Christian Police Association. The team have a 24/7 presence throughout the Festival and their purpose is to ensure the safety of campers, the protection of the site and the support of an enjoyable and rewarding programme.

Method: A high visibility, proactive security presence incorporating a team of around 50 security personnel at fixed and mobile positions around the site, using CCTV to maximise coverage.

Outside agency: Liaising with Larne North NPT (local PSNI neighbourhood team) to ensure minimal disruption to local community, and establishing a protocol for dealing with any incidents that are as a result of Summer Madness.

Child protection: Internally, all staff are checked through Access NI. Externally- Liaising with local PSNI to mitigate any child protection risks. To ensure the integrity of the site in this respect, Summer Madness will request that all external agencies and Glenarm staff display an ID badge whilst on site, and that Summer Madness are provided with a list of all those who will be in the areas of the Summer Madness site.

Low level crime (criminal damage/theft). There have been relatively few incidents of criminal damage to equipment/facilities/tents on site and even fewer instances of theft in recent years at Summer Madness.

Regular security patrols provide a visible deterrent against such, and all campers are provided with guidelines and advice in terms of valuables protection. This year, CCTV will cover large parts of the site, providing both a deterrent and a potential evidence gathering facility should such incidents occur.

There are no recorded incidents where any damage caused has been anything more than an accident, or a 'prank' gone wrong, that hasn't been dealt with between group leaders on site. Equally, no recorded reported 'thefts' have been substantiated as anything more than a lost item.

ASB (Antisocial behaviour): With a large number of teenagers in comparatively close proximity there is always the potential for nuisance, noise and/or alcohol related behaviour. However the profile of those attending Summer Madness along with quite stringent policies has meant that in there has been no incidents of note in the past 25 years and in the past ten years we have probably sent only one or two people back home from the event. It is that group leaders have overall responsibility for the groups in their care. Working with these group leaders means that, in our experience, instances of ASB that have had to be dealt with by the security team are extremely rare (usually associated with water balloons!).

Any camper whose behaviour becomes an issue will be referred on the first instance to their group leader. Only in serious cases will the camper be ejected from site, but that will be in conjunction with both their group leader and their parent, if under 18.

A condition of entry to the Summer Madness site is a voluntary bag search. We have a strict No Alochol policy for the entire event.

Site access/perimeter control: All open gates to the site will be manned 24 hours a day. Several strategic points around the site will be monitored by both CCTV and static manned positions. Perimeter weak points will be covered by CCTV, monitored 24 hours a day from the security hub. Regular foot patrols will cover the entire perimeter. The control centre for the security operation will be located in specialist vehicle provided by Mr A. Thompson and placed just opposite the junction located near the castle, giving an additional visible enforcement of the 'exclusion zone' around the house.

Internal supervision/ control: Mobile patrols will cover the site 24 hours a day. Teams will be briefed to challenge anyone suspected of unregistered entry to site, or anyone engaging in intimidating or disorderly behaviour.

CCTV will cover perimeter, open ground between camping area and 'village' area, ensuring all movement towards camping area, Castle and Big Top is noted and checked.

The castle itself will, externally, be covered by CCTV and the Communications and Security Hubs themselves. The Castle will be covered during 'Big Top build up' times and other busy periods by fixed point security positions directing foot traffic around the perimeter of the castle surroundings.

The overall responsibility for individuals will rest with the group leaders, however they in turn will answer to Summer Madness. Those who cause problems for Summer Madness on site and are not able to be controlled by group leaders shall be escorted from site and prohibited from returning for the duration of the festival.

Traffic During build up times, and potentially busy traffic times, the hairpin point and car park shall be manned, facilitating the efficient parking of vehicles, flow of traffic around site, and safety of pedestrians on site.

Whilst the car park and internal roads will not be manned 24/7 throughout the festival, all traffic coming on site outside of these times will be advised to keep their speed to a 10mph maximum, and given an instructed their route to their desired location.

Summer Madness 2012, Glenarm Security Plan Michael Walters, head of Security Summer Madness operates with a voluntary staff team of almost 300 stewards, security personnel, subcamp hosts, technicians, activity co-ordinators, venue managers, pastoral and logistics teams etc. The security team comprises approximately 30 full time volunteers, along with another dozen or so part time helpers and support from the Christian Police Association. The team have a 24/7 presence throughout the Festival and their purpose is to ensure the safety of campers, the protection of the site and the support of an enjoyable and rewarding programme.

Method: A high visibility, proactive security presence incorporating a team of around 50 security personnel at fixed and mobile positions around the site, using CCTV to maximise coverage.

Outside agency: Liaising with Larne North NPT (local PSNI neighbourhood team) to ensure minimal disruption to local community, and establishing a protocol for dealing with any incidents that are as a result of Summer Madness.

Child protection: Internally, all staff are checked through Access NI. Externally- Liaising with local PSNI to mitigate any child protection risks. To ensure the integrity of the site in this respect, Summer Madness will request that all external agencies and Glenarm staff display an ID badge whilst on site, and that Summer Madness are provided with a list of all those who will be in the areas of the Summer Madness site.

Low level crime (criminal damage/theft). There have been relatively few incidents of criminal damage to equipment/facilities/tents on site and even fewer instances of theft in recent years at Summer Madness.

Regular security patrols provide a visible deterrent against such, and all campers are provided with guidelines and advice in terms of valuables protection. This year, CCTV will cover large parts of the site, providing both a deterrent and a potential evidence gathering facility should such incidents occur.

There are no recorded incidents where any damage caused has been anything more than an accident, or a 'prank' gone wrong, that hasn't been dealt with between group leaders on site. Equally, no recorded reported 'thefts' have been substantiated as anything more than a lost item.

ASB (Antisocial behaviour): With a large number of teenagers in comparatively close proximity there is always the potential for nuisance, noise and/or alcohol related behaviour. However the profile of those attending Summer Madness along with quite stringent policies has meant that in there has been no incidents of note in the past 25 years and in the past ten years we have probably sent only one or two people back home from the event. It is that group leaders have overall responsibility for the groups in their care. Working with these group leaders means that, in our experience, instances of ASB that have had to be dealt with by the security team are extremely rare (usually associated with water balloons!).

Any camper whose behaviour becomes an issue will be referred on the first instance to their group leader. Only in serious cases will the camper be ejected from site, but that will be in conjunction with both their group leader and their parent, if under 18.

A condition of entry to the Summer Madness site is a voluntary bag search. We have a strict No Alochol policy for the entire event.

Site access/perimeter control: All open gates to the site will be manned 24 hours a day. Several strategic points around the site will be monitored by both CCTV and static manned positions. Perimeter weak points will be covered by CCTV, monitored 24 hours a day from the security hub. Regular foot patrols will cover the entire perimeter. The control centre for the security operation will be located in specialist vehicle provided by Mr A. Thompson and placed just opposite the junction located near the castle, giving an additional visible enforcement of the 'exclusion zone' around the house.

Internal supervision/ control: Mobile patrols will cover the site 24 hours a day. Teams will be briefed to challenge anyone suspected of unregistered entry to site, or anyone engaging in intimidating or disorderly behaviour.

CCTV will cover perimeter, open ground between camping area and 'village' area, ensuring all movement towards camping area, Castle and Big Top is noted and checked.

The castle itself will, externally, be covered by CCTV and the Communications and Security Hubs themselves. The Castle will be covered during 'Big Top build up' times and other busy periods by fixed point security positions directing foot traffic around the perimeter of the castle surroundings.

The overall responsibility for individuals will rest with the group leaders, however they in turn will answer to Summer Madness. Those who cause problems for Summer Madness on site and are not able to be controlled by group leaders shall be escorted from site and prohibited from returning for the duration of the festival.

Traffic During build up times, and potentially busy traffic times, the hairpin point and car park shall be manned, facilitating the efficient parking of vehicles, flow of traffic around site, and safety of pedestrians on site.

Whilst the car park and internal roads will not be manned 24/7 throughout the festival, all traffic coming on site outside of these times will be advised to keep their speed to a 10mph maximum, and given an instructed their route to their desired location.

SUMMER MADNESS CHILD PROTECTION – CODE OF CONDUCT UNDERTAKING

As an organisation, Summer Madness is committed to the welfare and protection of Children and Young People and as such has put in place systems to ensure that Children, Young People and all working with them at Summer Madness are protected from any from of abuse or unwarranted accusation.

You are asked to confirm your assent to the following:-

1.

If you have any concerns regarding the welfare and protection of Children and Young People, or any concerns are expressed to you by any person, these should be passed immediately to the SM Safeguarding Trust Panel, who can be contacted via the Duty Officer, located in Comms. If at all possible, please go to Comms, and ask to speak to a Duty Officer in private. This person will upon your request, contact the Panel. The Panel are available 24 hours per day throughout Summer Madness to be ensure that any concern is appropriately addressed. The Panel can also be contacted after Summer Madness via the Summer Madness Office (Tel: - 90673379)

2.

We will reduce likely situations for abuse of children and help protect staff and volunteers by ensuring that all staff, and others on site NEVER: Allow children to use inappropriate language unchallenged  Spend time alone with children or young people away from others  Let allegations a child makes go unchallenged or unrecorded  Make sexually suggestive comments about or to a child even in fun  Engage in rough physical or sexually provocative games, including horseplay  Allow or engage in inappropriate touching of any form  Do things of a personal nature for children that they can do for themselves I am happy to commit all of my staff and young people taking part at Summer Madness to adhere to the above guidance.

Signed___________________________________________________

Name

Address

Date

Group Name

SUMMER MADNESS

Steelwork 4 x 43' lattice work steel king poles with 4 base plates 2 x 38' latice work steel booms 1 x 33' latice work steel cupola 34 x quarter poles 25' ex 3.5" tubular steel 100 x side poles 14' ex 2.5" tubular steel with 12"spike and 12" foot.

11 Doorways of 14' x 6' frames from 50mm x 50mm box uprights and 50mm x 25mm crosspieces and sills, frames fitted with 12" spikes one fixed one adjustable with steel loops for staking frames,' with block board doors fitted with drop hinges.

4 of small A's for use rigging king poles.

Finish - all steel work hot dip galvanised except for lattice work steel which will be finished two coats grey primer.

Stakes:12 of main guy 140 of side 12 of lacing 16 of base plates 22 of door

5' 4' 5' 3' 3'

x x x x x

1.50" 1.50" 1.50" 1.25" 1.00"

Finish - self colour with top 2" painted and colour coded.

Rigging 8 of main guys, flexible steel wire, telurite eye splice each end fitted 3 to 1 tackles at bottom end.

2 of top wires and rigging.

4 of 3.5 ton tirfor winches with handles and cables.

110 of 2.5 ton lorry tensioners with 2" webbing, fittedH.D. snap hook one end and tail the stake end.

4.H.D. swing block for main winches. 'Wire lifts for the boom with pulley blocks and 3 to 1 rope tails. Strops, shackles, rope, binds etc., as required.

Certification A test certificate from Rendle Scientific for the fabric used.

An engineers certificate and calculations fer the tent. This is in accordance with CP3 Chapter V part 2 (Wind loadings in Temporary Structures) Certification for the rigging and shackles,tirfor winches,pulley blocks,strops etc.

Note: pick up to be carried out by purchaser

DETAILED TENT SPECIFICATION Tent Manufactured in 1993 127' x 160' (39m x 49m) Floor area 1585m square

Tent Specification The tent is made in six pieces, two centres and four quarters, supplied with six wrappers made from H.D. panama, designed for handling with a fork lift.

All seams between panels to be reinforced with 90mm of 2 x 2 panama.

Double lacings with no 4RF brass eyelets and 6m.m 8 plait lacing line all fitted with rain flaps and fitted with Kadar.

Tent made with 20" external valance.

Tent to be fitted with built in galvanised side pole fitting 6" x 4". Each fitted with ring for lorry tensioners and each fitted with down rope.

Tent fitted with 34 quarter pole patches (32 and 2 storm to replace stage centre boom) Each section of tent fitted with galvanised flexible wire rim rope, each section fitted with chain adjuster.

Down ropes from 10mm staple spun polypropelene.

Quarter pole ropes from 12mm 16 plait.

Side Walling 4 metre drop - 4.30 metre with .30metre skirt (8 x sections 35' : 3 x sections 25' : 4 sections of 20') These fasten together with lacings, 4RF eyelets with.

6mm 8 plait lacing line. The top of the side walling reinforced with 2" wide webbing and fitted approx every 18".with 1RF eyelet and "5" hook and heavy duty stainless steel snaphook for clipping onto the rim wire.

Colours and Decoration Exterior Tent - Heineken Green (Black out material) with Red valance (backed to make it black out) Sidewalling Green (black out material) with applied 12" Red skirt Interior Tent and side walling - Maroon with red reinforcing Material Van MehlerFlc 700 Duo colour with black out interlayer (OPAK)

.:kience & Enviro~ent

.}reat Guildford House, 30 Great Guildford Street, London SEI OES. Tel: 071 9629884

Test Report,

No:

DETERMINATION

OF THE IGNITABILITY

Client's Name and Address: Rochdale,

Lanes.

A25631,

OF TEXTILES

Mehler GMBH, First Floor, 1 Whitehall

Street,

OL16 IDU

Job Number:

T50304/2

Lab Sample Ref No:

1215

Date of Receipt:

8 April 1993

Tested by:

H Smithson

Date of Test:

13 April 1993

Authorised by (name):

~ A Ntmmo

Date of Report:

14 April 1993

Authorised by (sign):

~ze/I ~ " ,

Sample Details (see footnote 1) Clients Sample Description:

FR700

Pre-cleansing Treatment

None

Results (BS) (see footnote 2) BS5438: 1989 Test 2B. Bottom edge ignition Type of edge (raw, trimmed or hemmed)

Raw

Flame application time lOs

Orientatlon

of test spedm~n

Len sth

Width

t Duration otIlarning,

(s)

r

J,

1

1

1

1

0

0

0

Flaming debris ( .; or x)

X

X

FI:t."" to edge (J or x)

X

Hole to edge (/ or x)

Duration of afterglow

(5)

Glow to edge (J or x) M3X.c:\1Cllt

olholc, ('11111) •

Max, damaged length. (nun)

._

-+

-'>

3

1

0

0

0

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

-

-

-

-

-

-

56

54

49

59

42

52

Mean duration of flaming, (s) 1 Mean maximum damaged length, (!TIm) * Test 2A only

- _.

1

52

Comments: (deviation from standard procedure etc) No flaming I.

2.

debris

by chcnt.

RSE T echnical !-.kthod Frn·l\109 'Determination of the ignirability of textiles' and B$5438: I989 'Flammability textile fabrics when subjected 10 ~ $(11.:111 i!:l1iting flame applied to the face Of bottom edge of vertically oriented specimens' $:Ullpk details supplied

l\lclhodology:

4/4

of

I

-.. ."

, Environmental

and SCientific Services

TBVscience Great Guildford Housa 30 Great Guildford Street

'- ~ nt"r, .

~1r M Bunting

I

~

'.

Made-up Textiles Association Heath Street Tamworth Staffs B79 7JH

I

or (

/

•

1:.:'·~'" · ., ...1

_,

LONOON SE I OES

f

Telephone: 07 i 962 988', Facsimile: 071 962 9885

Our Ref: TBVSc.rr50397 Your Ref: Fax. 16/12/93

17 December 1993 Dear Mr Bunting.

TI~CHNICAL

STANDARDS

FOR TENTS AND MARQUEES

HOME OFFICE REVISED DRAFr CIRCULAR 1.

I refer to our telephone conversation of 16 December 1993 and the subsequent request from Mrs Skelding for me to respond to proposals in the above document My comments are confined to the contents of Annex B concerning floor coverings.

2.

You have advised me that for short-term outdoor events there is a need to use a cheap disposable floor covering in some marquees. Currently it is common for you to use a cord carpet with polypropylene 'pile'. This type of product is known by me to spread flame very slowly when subjected to the hot metal nut test in BS4790, and to have similar behaviour if subjected to the methenamine tablet test in_BS6307. It does not meet the requirements for 'low radius of effects of igriltion' in BSS287.

?

*

Nevertheless, you say it is common for such floor coverings to be used at short term events. controlled using Chapter 13 of the Home Oftlce 'Guide to Fire Precautions ln _Existing Places of Entertainment and Like Premises. At present paragraph 13.29 refers to Chapter 4 for 'information' on floor coverings. Paragraph 4.11 gives 'advice' which acknowledges that the surface spread of flame of floor coverings is relatively slow.

This advice is endorsed by results I have obtained on polypropylene cord carpet. For example, I have found that the time taken for flames to spread to the 'ring' in tests using BS4790 has been S~ minutes to 6 minutes. This corresponds to a rate of flame spread of no faster than about 1 metre in ~ hours. Of course this test method bas no added thermal irradiance and cannot be used to predict behaviour in a growing fire situation. It does, however, indicate whether a carpet, if ignited, would lead to rapid flame spread.

5.

I understand that in the experience of M.U.T.A. the use of such disposable floor coverings in marquees at short term outdoor events has not corresponded with such carpets causing rapid flame spread. This is in spite of the fact that they do not have a 'low radius of effects of ignition' using BS4790.

13943/2/Pff/FT'2/bp

1-

1/2

A. Tarmac Black & VeatCh venture TBV Science is the ~radins name oiTBV Science Limited resinered in england No I 1476$7 reglstered office Constrl.lc:ior. House Birch Street 'Nol'/erhamptcn 'NIJI 4HY

C;rto~". N....

<~ . 4'

"

I

r:1;,";((~",.....

'..,.:-

TBVscience

6.

The Revised Draft circular, Technical. Standards for tents and marquees, etc'. advises in Annex B, paragraph 1 that the most appropriate fire test for floor coverings is BS4790.

For permanent use in buildings I endorse this test method and the recommendation of the 10w radius' standard. However, for short term use in outdoor, situations eg, marquee, it is my opinion that there is no practical justification for this standard. Nevertheless a standard must be set in order to achieve a level of control. I therefore recommend that you consider the following:¡"

th,,,/C)'7

"Textile floor coverings for use in tents or marquees should comply with radius of effects of ignition given in Table 1 of British Standard 5287 'Specificati~ assessment and labelling of textile floor covering tested to British Standard 4790' or failing this, should have, when tested using any of the methods in British Standard 4790, a 'time for effects of ignition to reach the ring' of not less than 60 seconds".

The added second choice will enable the controlled use of temporary textile floor coverings in tents and marquees without any danger to the public or lowering of current practice. It is- not intended that this standard should apply to any floor covering in a building other than a tent or marquee.

Yours sincerely,

Kevin Nimmo Senior Consultant Fire and Safety Department

â&#x20AC;˘

13943/2/Prr /FT2/bp

2/2

,

Big Top

Please consult the Summer Madness Event Management Plan for the broader Health & Safety Policies relating to the Festival.

OPERATIONAL GUIDELINES This document should be read in conjunction with the current legislation applicable to operations relating to the Big Top, including, but not limited to:

e: w: t: a:

office@summermadness.co.uk www.summermadness.co.uk +44 28 9067 3379 Summer Madness (NI) Ltd, 217 Holywood Road Belfast BT4 2DH

Summer Madness (NI) Ltd. is a private company limited by guarantee.

Company No. NI055719 registered with Companies House in Northern Ireland.

Summer Madness (NI) Ltd. is a registered charity, No. XR 83441.

// The Health and Safety at Work, etc. Act 1974 // The Management of Health & Safety at Work Regulations, 1999 // The Provision and Use of Work Equipment Regulations 1998 (PUWER) // The Manual Handling Operations Regulations 1992 (2nd edition 1998) // The Workplace (Health, Safety and Welfare) Regulations 1992 // The Personal Protective Equipment at Work Regulations 1992 (PPE) // The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) // The Work at Height Regulations 2005

Personnel & Defined Roles Note: whilst some personnel roles and definitions are similar to those used in other venues at events where the Big Top is situated, it is imperative to understand that these titles and responsibilities relate specifically to the Big Top alone.

Operations Director is the person responsible for the venueâ&#x20AC;&#x2122;s overall safety and structural integrity; this is primarily a role that requires action before the venue is open to the public, and regular inspections throughout the duration of an event. They may have an appointed representative (who must possess a level of competency equivalent to that of the O.D.).

Whilst not an exhaustive list, the roles which are deemed relevant to the Operations Director include: // Overseeing the build up and takedown of the Big Top // Upon completion of the build, carrying out venue inspections with local authorities, fire officers, electrical engineers and production crew // Carry out daily checks on the integrity of the venueâ&#x20AC;&#x2122;s structural aspects, such as guy ropes, tirfors, steels, pegs and all aspects of the structural integrity of the tent // Liaising with the venue manager before each session - and consequently issuing permission for the public to enter the venue, at which point operational responsibility passes to the venue manager.

Big Top

Venue Manager is the person responsible for the venue primarily once it is open to the public.

Whilst not an exhaustive list, the roles which are deemed relevant to the Venue Manager include:

OPERATIONAL GUIDELINES

e: w: t: a:

office@summermadness.co.uk www.summermadness.co.uk +44 28 9067 3379 Summer Madness (NI) Ltd, 217 Holywood Road Belfast BT4 2DH

// Ensuring fire exits are visible, unobstructed and readily accessible to all // Ensuring that the required safety announcements and instructions are delivered from the stage // Coordinating an appropriately sized team of venue management operatives // Ensuring entrance capacity is not exceeded // Consulting with the Operations Director, Production Manager and Stage Manager (or their appointed representatives) before opening to the public, ensuring that they are satisfied with operations under their control // Taking charge of the evacuation process if required.

Production Manager is the person responsible for the technical aspects of operations within the venue. These would typically include Audio, Stage Lighting & A/V Systems. Whilst not an exhaustive list, the roles which are deemed relevant to the Production Manager include: // Coordinating and overseeing the build of all technical aspects of the venue // Ensuring that all electrical connections and devices specific to production systems are in good working order, and have been checked regularly for electrical safety - IP rated equipment must be used where required // Ensuring that all rigging operations are carried out by a suitably skilled and trained person // Consulting with the Operations Director before each session, confirming full operational function and safety of all technical systems // Coordinating and overseeing the takedown of all technical aspects of the venue

Stage Manager is the person responsible for activities carried out on stage during each session.

Once the venue has opened, they refer to the Production Manager in the course of each session before commencing the planned activities. The primary role of the stage manager involves running all activities to timescale as determined by the eventâ&#x20AC;&#x2122;s Programme Manager, and doing so whilst keeping a clean, orderly stage, with swift transitions between elements of programme.

Big Top OPERATIONAL GUIDELINES

Chain of Command To illustrate what has been outlined above, please refer to the flow diagram below.

Operations Director

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office@summermadness.co.uk www.summermadness.co.uk +44 28 9067 3379 Summer Madness (NI) Ltd, 217 Holywood Road Belfast BT4 2DH

Venue Manager

Production Manager

Stage Manager

Daily Checklist A suggested checklist for the Operations Director is detailed below. This should be carried out before each time the venue is opened. Structural integrity is a priority, followed by emergency systems and lastly normal operational systems.

Emergency Precautions Check 1. Check all fire exits are clear and that the appropriate number of fire exits have been made available 2. Test emergency lighting systems 3. Ensure the appropriate number of fire extinguishers are present as advised by the fire safety officer 4. Check for the presence of a loudhailer/megaphone close to the Stage Managerâ&#x20AC;&#x2122;s position

Big Top

Action

OPERATIONAL GUIDELINES

At this point, each of the key personnel should sign off on their specific area (see checklists below) finally resulting in a â&#x20AC;&#x2DC;venue openâ&#x20AC;&#x2122; sign-off by the Venue Manager.. It should be noted that artists, musicians and non-essential staff members (ie. none of the above or their assistants) are considered to be part of the general public. Only after the

e: w: t: a:

office@summermadness.co.uk www.summermadness.co.uk +44 28 9067 3379 Summer Madness (NI) Ltd, 217 Holywood Road Belfast BT4 2DH

above checklist has been carried out should activities such as sound checks be allowed to commence.

Once the Operations Director signs off on the structure, operational control passes to the Venue Manager, who then makes decisions on when visitors can enter the venue, having consulted with the Production Manager and Stage Manager.

In the event of emergency, the Venue Manager will assume control from the stage manager and ensure the safe evacuation of the venue. Only once the Operations Director has assessed the Tent structure and carried out the checklist can the venue be opened again.

Big Top

STRUCTURAL INTEGRITY CHECKLIST

OPERATIONAL GUIDELINES 

Location and security of all pegs and particularly the guys - ensuring all are adequately storm-tied

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office@summermadness.co.uk www.summermadness.co.uk +44 28 9067 3379 Summer Madness (NI) Ltd, 217 Holywood Road Belfast BT4 2DH



Visual check of general trim of the tent and in particular quarter poles and exit wall poles.



Safety chains on cupola and no unsecured items over head



Anchor points for tirfors - visual inspection



Parrot perch properly - anchored and tirfors secured

VENUE MANAGERS CHECKLIST 

All exits clear and unobstructed



Fire extinguishers all in place and operational



Fire exit signs all visible



Seating properly laid out and all aisles clear to exits



Electrical: Production Team Manager signs off



Tent: Big Top Operations Director signs off



Stewarding: All personnel in place and properly briefed



Radio's all working and Duty Officer contact established



St John's personnel in place



Production crew and Programme MC ready to go



Doors open



Public safety announcement is delivered

At least once during the Festival, it is advised that a 'standard evacuation' procedure is carried out and timed by the Venue Manager. While this may be fulfilled at the end of a programme and would not be 'unannounced' - it nevertheless acquaints the campers with the evacuation siren and the expected response. This is normally 'timed' for reference.