Shropshire Botanical Society Leaders Guidance This document offers practical guidance for leaders of events It is adapted and abridged from the BSBI guidance available on their website and incorporates guidance from the North West Naturalist Union and the Shropshire Wildlife Trust.
1. Who what where and when Ensure you know the purpose, location, date and access points for your event. 1.1 Who Participants Members of the society plus other interested parties all of whom attend at their own risk. The events are not designed for children and any under 18s are welcome IF ACCOMPANIED BY A N ADULT. The Society does not take responsibility for accidents or loss. Leaders should have: 1st aid experience (not necessarily a qualification) Willingness to share knowledge Ability to communicate Enthusiasm Experience in co -leading or leading groups To have read the BSBI Safety in the Field briefing note. The Society has public liability insurance to cover the leaders on our trips. Dogs are not advised on most sites The Leader can the right to refuse a participant if they feel they would bring an unacceptable level of risk to themselves or the group eg poor footwear, unruly behaviour etc. 1.2 What What floristic interest are we expecting eg site speciality, site survey, recording tetrads or a focus on training eg for learners or specific floral families. 1.3 Where Anywhere in Shropshire that needs attention or might be interesting 1.4 When When the visits coordinator needs an event - spaced throughout the year to encourage members and visitors to record. 2. 2.1 2.2 2.3 2.5 2.6 2.7
Essential Elements in Planning the Event Locations and permission Grid Reference, access/parking and landowner permission Purpose Recording? Training? General interest and engagement? Part of an wider event? Level Be clear if it is not ‘open for all’ Risk Assessment Ensure the generic risk assessment is appropriate and brief the participants Advertising/Promotion Through our newsletter and social media/direct emails Reporting and Recording -please write it up and send records.
3. Organising the Event As leader you need to be there to meet participants whatever the weather. On a general point, you should follow the Countryside Code avoiding damage to property and ensuring that livestock does not escape. When you are on a road you should follow the Highway Code, paying particular note to the section on pedestrians . Your event should have: 3.1 Introduction to yourself, the site and other group members 3.2 BRIEFING - cover: Risk Assessment - in eluding the simple trip hazards, keeping together and obvious bits including COVID, Lyme Disease and Weil’s disease. See sections 4.2 and 4.3. Ask people to let you know in confidence of any medical conditions Timings and approximate route No fires, climbing or living the main party Expected weather conditions - check the forecast Code of Conduct on collecting plants Sign up sheet for participants - see section 3.3 People skills assessment - who might help who - how are you going to record the plants? NB In unsafe conditions YOU will decide if the event is to be cancelled The Botanical Society aim to organise outdoor events in the field season and not to lead groups in winter conditions. 3.4
What to bring
Essential: First Aid Kit - see recommended minimum list Hand sanitiser/wipes to reduce virus and bacterial spread. Site Map (this can be on a hand held device) Mobile Phone - and knowledge of reception and a full charge/solar charger Appropriate clothing/layers for site and weather conditions including some spares. Avoid wellingtons on rocky terrain. Your hand lens How to call help - including knowing the international distress signal ie SIX long light flashes/blasts/shouts/waves in succession repeated in one minute intervals. A survival bag if working in high sites. Optional: Sun block/insect repellent/antihistamine NB at users OWN risk Sunglasses Site information/Field guides/ID cribs etc Recording sheets/recording app/notebook Spare hand lenses, sample bags Spare boot laces
Recommended minimum First Aid Kit. This is taken from HSE guidance and BSBI/NWNU • 1 x Disposable Heat Retaining Foil Blanket, Adult • 1 x Microporous Tape, 2.5cm X 10m • 2 x Sterile Moist Cleansing Wipes (Packs of 10) • 6 x Nitrile Powder-Free Gloves, Large (Pairs) • 1 x Revive-Aid or suitable airway management device. • 2 x No. 16 Sterile Eye Pad Dressings • 2 x Medium HSE Sterile Dressings 12cm X 12cm • 1 x Large HSE Sterile Dressing 18cm X 18cm • 1 x Sterile Finger Dressings 3.5cm X 3.5cm • 1 x Conforming (crepe) Bandage 7.5cm X 4.5m • 2 x Triangular Bandages • Pack of Washproof Plasters, Assorted Sizes • 1 x First Aid in an Emergency Booklet • Pencil and paper for observation notes NOTE There is a recognisable risk to first aid treatment in terms of COVID infection. Should the need for first aid arise please note that the first aider MUST NOT feel for breathing by placing the ear or cheek close to the patients mouth. If in any doubt the default position is to start chest compressions until help arrives. Fabric eg a scarf or triangular bandage can be placed over the patients mouth/nose to attempt CPR and use any PPE available. Afterwards ensure the appropriate use of sanitiser and seek further advice from NHS 111.
4. Forms and Lists 4.1 Field Meeting Risk Review checklist for leaders on starting CHECK How many participants are there? Have any medical conditions been advised? Have clothing and footwear been reviewed? Have weather conditions been assessed? Are Assistant field leaders needed? Has party been briefed on safety/staying together? Has the group been given the leader’s and deputy’s (if applicable) mobile number? Taking the above into account The intended activity and route is still appropriate An alternative activity/route has been chosen The event has been cancelled
YES
NO
N/A
4.2 Risk Assessment Form To be printed off /shared with participants Hazards
Likely Severe
at the beginning of meetings.
Risk Reduction
Final Risk L/M/H
Slips, trips and falls:
M
H
Clear advice to the participants in both he LOW advertisement and on the day with appropriate guidance on footwear.
Traffic
L
H
Clear advice on parking and any road crossing
Cliffs/ Quarries
L
H
Follow the protocols of the land owner and ensure MED participants are fully briefed. KEEP AWAY FROM EDGES and avoid overhangs. If hard hats are needed ensure a trained leader gives guidance.
Branches or twigs
L
M
Brief on the risk to eyes from twigs, and of possible LOW allergic reaction to puncture wounds/falling branches
Scrapes or abrasions
M
L
Warn when crossing barbed-wire fences and appoint a LOW minder if needed.
Personal attack
L
H
Leave no-one isolated. Lock personal valuables out of LOW sight. Be aware of farm animals.
Infection General
L
H
The safety briefing should remind folk of the risk LOW Ensure cuts are protected and instruct all to wash/ clean hands before eating and drinking. Leader will carry hand sanitizer.
Infection COVID
M
H
Droplet spread to be reduced through social distancing, LOW the use of masks in any indoor spaces in line with government guidelines and not sharing any tools or books etc without sanitising in between people eg hand lenses, field guides etc.
Infection Ticks (Lyme disease)
L
M
The safety briefing should give advice on ticks, how to LOW minimise bites and safe tick removal and symptoms of disease. Closing talk should mention the need to check for (and remove) ticks at first opportunity.
Infection Weil’s Disease
L
S
In wet habitats where mammal urine is a risk there is a LOW huge risk of this disease. Ensure you and participants cover cuts and wash hands after exposure. Warn all of the symptoms of the disease.
Poisonous plants/ fungi
M
H
Take care in the vicinity of any hazardous plants or LOW fungi, particularly Parsnip and Giant Hogweed
Sunburn / sunstroke
L
M
Participants are advised to bring adequate drinking LOW water, wear a sunhats/long-sleeved shirts and put on sun protection cream including lip block.
Severe Cold
L
M
Participants are advised to bring adequate clothing LOW including spares and waterproofs in field meetings in spring and early summer. Most field meetings do not take place in the winter - special advice issued for rare meetings at height or in the winter months.
Minor injuries
M
L
Take, and recommend others take, simple first aid kits and blister treatment packs.
LOW
LOW
4.3 Additional Site Specific Hazards and Risk Assessment Form Leaders please add site specific hazards that you become aware of eg through previsits, landowner conversations or participant awareness. This might be dynamic eg as the wether changes and the site is exposed eg Stiperstones, Earls Hill or flood risk eg bankside plant hunting. 2 examples have been included of a hazard sometimes encountered on some Shropshire sites. Delete as appropriate. Site Name Grid reference of meeting point Leader (s) Name Hazards
Adders
Likely Severe
L
M
Risk Reduction
Final Risk L/M/H
Do not disturb any Adders you find. Wear sturdy shoes LOW and thick socks
4.4 Attendance Form To be completed as participants arrive to enable points of contact in emergencies and be sure about who is attending. These to be destroyed after the meeting in line with GDPR regulations.
FIRST NAME
SECOND NAME
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 2nd Draft April 2021 - Sue Dancey
TODAYS MOBILE NUMBER
EMERGENCY CONTACT NUMBER