THE TRAILBOATERS
Inland Waterways Association Festivals
EVENT PLANNING GUIDES
SECTION 1 SECTION 2
Inland Waterways Association Festivals
EVENT PLANNING GUIDE FOR TRAILBOAT & CAMPAIGN FESTIVALS
THINGS YOU NEED TO KNOW MANUAL, SECTION 1 – THIS WILL ADVISE ON:THE INLAND WATERWAYS ASSOCIATION RESPONSIBILITIES OF IWA FESTIVALS CURRENT FESTIVALS AND SHOWS MANAGERS & THEIR RESPONSIBILITIES Revised 10.10.2009 DMS/IW
Contents
Aims of the Inland Waterways Association 1 1 1 1
Charitable objects Inland Waterways Enterprises Promotions and Communications. IWA Festivals
Responsibilities of IWA festivals:1 2 2 2 2
a) b) c) d) e)
Raising funds Promoting the aims of the IWA Proper forward planning Relevant legislation compliance The aim of the IWAF
Current Festivals and Shows 3 3 3 4 4
The Festivals Committee National Festival & Boat Show Cavalcade Festival Campaign Festival Trailboat Festival
Festival Managers & Responsibilities 4 5 5 5 5 6 6 6 7 7
a) Administration b) Personnel c) Commercial d) Finance e) Campsite f) Entertainments & attractions g) Marketing h) Site & servicing i) Supplies j) Waterspace
1 Welcome to the Festivals Planning Manual 1.
Please ensure that copies of this guide are printed for all of the committee members responsible for helping to organise your festival. It should then be kept handy for reference.
THE AIMS OF THE INLAND WATERWAYS ASSOCIATION The Inland Waterways Association (IWA) works and campaigns for the conservation, use, maintenance, restoration and sensitive development of the inland waterways of the United Kingdom. IWA works closely with navigation authorities, other waterway bodies, a wide range of national and local authorities, and with voluntary, private and public sector organisations to raise funds, lobby for support and encourage public participation. The Association also supplies voluntary labour through its subsidiary Waterway Recovery Group. More than 500 miles of canals and river navigations have been re-opened to public use since the Association was founded in 1946. More than 500 miles of further derelict inland waterways are currently the subject of restoration plans.
Inland Waterways Enterprises (IWE) Inland Waterways Enterprises (IWE) is a trading subsidiary of the Association and is managed by a board of directors appointed by the IWA Trustees. IWE is made up of the operating divisions outlined below, whose officers are approved by Council, and has the aim of improving liaison and maximising synergies between the IWE divisions.
Promotions and Communications Committee (PCC) The Promotions and Communications Committee replaces the former IWE division of Sales and Promotions (SAPS), with the aim of raising awareness and funds for the Association.
Inland Waterways Association – Festivals The Inland Waterways Association organises a number of national events each year to promote the waterways, to draw attention to areas of concern. IWAF also raises funds to support the Associations activities and promotes the objectives of the Association by organising festivals, rallies and other waterways events, including the National Festival and Boat Show.
RESPONSIBILITIES OF IWA FESTIVALS In planning and delivering a Trailboat or Campaign festival on behalf of the IWA please ensure you keep in tune with the objectives and responsibilities as listed below. a) To Raise Funds to Further the Objectives of the IWA. To raise funds to further the objectives of the IWA by organising festivals, rallies and other similar waterway events. •
Organise the annual National Festival and Boat Show, the National Trailboat Festival and other waterway related events for which a charge to entrants and / or the public may be made.
•
Develop sponsorship or similar trading relationships with commercial interests and / or public authorities, where appropriate and to the Association’s benefit, to cover the costs of operating Festivals and other events. Locate suitable sites for events and recruit teams of volunteers to run them.
•
• Enjoy the assistance and co-operation of WRG in running large events.
2 b) To promote the aims of the IWA.
To promote the aims of the IWA and thus raise public awareness, encourage membership of the IWA and attract investment into the waterways.
•
Provide opportunities to promote the IWA’s objectives and so encourage public support.
•
Produce publicity material and increased public awareness of the waterways and promote the work of the IWA. Hire professional contractors where the required level of time, commitment skill is not available from volunteers in the areas required.
•
c) Proper Forward Planning for Company activities. To ensure there is proper forward planning for the Company’s activities. • •
Prepare plans for future activities. Monitor similar events held by other bodies on the inland waterways.
•
Seek new income generating opportunities.
d) Compliance with Relevant Legislation and Requirements. To ensure that all festivals, boat rallies and other similar events comply with relevant legislation, local authority and charity requirements. • •
Maintain proper financial records. Provide a legal framework for Branch and Region organised festivals, rallies and similar events where appropriate.
•
Ensure that appropriate insurance is available for all festivals, rallies and similar events throughout the IWA.
•
Provide advice, equipment and assistance for all parts of the IWA running festivals, rallies and similar events.
e) It is the Aim of IWAF: •
To promote the aims and objectives of the Inland Waterways Association;
•
To reflect and promote the policies and campaigns of IWA’s Navigation and Restoration committees, of the Inland Waterways Freight Group, and of Waterway Recovery Group;
•
To focus the attention of national, regional and local government on the value of inland waterways, and encourage their understanding of the social, community and economic benefits of investing in the improvement, restoration and proper maintenance of both canals and river navigations;
•
To promote education about the inland waterways through initiatives such as Wild Over Waterways and waterway related workshops;
•
To engage the wider community in IWA’s work, and to encourage a care and understanding of the inland water way network;
3 •
To provide an opportunity for volunteers from all over the country– IWA members and non-members – to come together and work in support of the Association;
•
To provide an opportunity for the wider inland waterway business community to be represented as part of a celebration of the inland waterways;
•
To encourage support for waterway organisations and to provide a platform for the promotion of local waterway restoration work defined each year in relation to the festival location;
•
To generate funds to be used for the charitable purposes of The Inland Waterways Association.
CURRENT FESTIVAL & SHOWS Inland Waterways Association Festivals Committee In order to support the Inland Waterways Association’s publicity, promotional and fund raising aims, the IWA Festivals committee was formed. IWA Festivals forms part of Inland Waterways Enterprises ltd. and exists to assist with the co-ordination and operation of the events and festivals throughout the year.
National Festival and Boat Show The Inland Waterways Association was formed in 1946, and without the activities of the Association since then, many hundreds of miles of the waterways that we enjoy today would be derelict and abandoned. The National Festival and Boat Show is the principal and largest event of the year, organised by IWAF on behalf of the Association to promote and publicise the waterways, draw attention to areas of concern and raise funds to support the Association’s activities. The festival is organised and operated by IWA volunteers who normally campaigning for the Conservation, Use, Maintenance, Restoration and Development of the Inland Waterways. It is anticipated that a major festival will attract 600 boats, 400 camping units, along with over 250 traders and a full entertainments programme, offering something for everyone participating. Every year the location changes to maximise the Association’s exposure across the country and to provide support to the wide range of regional projects. This festival is open to members of the public over all three days of the August Bank Holiday weekend. People who book onto the camp site or who will be attending with a boat will be able to make use of entertainment facilities when the festival is closed to the public. Volunteers will be working on the site before and after the festival weekend; an outline of all such activities will be detailed in the Site and Services Plan.
Cavalcade Festival Organised by the IWA This is one of the most colourful annual inland waterways events of the year. Over 150 boats gather every year during the early May Day Bank Holiday weekend in the picturesque setting of Little Venice – where the Regent’s Canal meets the Paddington Branch of the Grand Union in central London. Conveniently sited for public transport by bus, tube or Paddington station. During the weekend the canal banks will be crowded with entertainment, attractions, music, refreshment stalls, carnival style boat processions on the water and a great range of exhibitors. While most of the attending boats will be from the capital, any visiting narrowboat or trailboat are always very welcome.
4 Campaign Festivals All types of craft converge on a waterway or important canal feature in process of being restored or kept from closure. The festival is organised and run by the Trust, Society, Council or other organisation with a keen interest in seeing the restoration or artefact completed. The IWA advise on the planning, loan equipment, and ‘badge’ the festival as a national event. Decorated in colourful flags and bunting by day, illuminated at night, the tranquil movement of pleasure adds considerably to the quality and tone of the locality. Add similar stalls and attractions as with our other festivals and the local press, public and council attention is drawn to the restoration and a considerably increase support can follow. Canal restorations can often have nearby small sections of navigable but isolated or landlocked disused canal and a second site utilising trailboats can add a significant additional impact.
Trailboat Festivals Very similar to the Campaign Festival except that Trailboats from all over the country converge on a landlocked or isolated waterway in process of being restored. It is again organised and run by the Trust, Society, Council or other organisation with a keen interest in seeing the restoration completed.
MANAGERS and their RESPONSIBILITIES Organisational tasks In order to plan and implement any Festival it is necessary to split the overall organisational task into individual areas of responsibility (see a-j below). In assembling your organising committee appoint people onto it who have experience and expertise in one of the fields below, who can be tasked and relied on to deliver specific elements and activities, which when viewed collectively will make up your Festival. If you are planning a small festival one person may be able to take on two or three of these roles.
a) Administration The Administration function is responsible for the assurance and control activities required to ensure compliance with the appropriate regulations and to ensure that suitable actions are taken to meet the requirements of the emergency services, development and implementation of emergency and incident plans. The Admin Manager could be responsible for the following areas: •
Insurance.
•
First Aid.
•
Security of Site.
• •
Accident and Incident books. Emergency plans and Major Incident Co-ordination.
•
Operational Assurance and Audit.
•
Health & Safety in co-operation with all other managers.
•
Communications.
5 b) Personnel Personnel are principally responsible for the recruitment, provision and co-ordination of the supply of volunteer labour during the festival period, including build-up and dismantling periods. The duties of the Personnel Manager could include: -
• • • • • • • • • •
Identifying and scheduling the needs for of volunteers in all departments of the Festival. Recruiting sufficient suitable volunteers to carry out the numerous tasks associated with smooth running of the Festival. Ensuring that the volunteers attend a Health & Safety Induction, are issued with appropriate information and guidance before starting work. Issuing volunteers with festival T- shirts and ID badges. Providing an Information Service for all visitors to the festival. Being the public interface between the Festival and members of the public including initiating the appropriate response to reports of missing persons. Recording compliments and complaints and facilitating prompt reaction to complaints by immediate reference to the relevant officer. Providing a lost and found facility for the Festival Managing the Pay Gates Managing distribution of the Festival Programme & Guide
c) Commercial The Commercial Manager is responsible for all aspects of dealing with exhibitors, traders and caterers that will require entrance to site during the festival period and he/she could: •
Capture trade enquiries and bookings.
• • •
Allocate trading pitches. Collect method statements and risk assessments prior to the festival. Allocate exhibitor passes (vehicle, personnel and camp site / waterspace).
•
Escort all exhibitors / traders / caterers to their pitches in a safe and efficient manner.
•
Will assist with ensuring safe working practices are being implemented by the exhibitors and adherence with Method Statements and Risk Assessments. Programme Distribution.
•
d) Finance The Finance Manager is responsible for all accounting and monetary functions of the event, he/she might: •
Provision of monetary advances and floats.
• • •
Processing of income during the event. Payment of expenses once authorised by the appropriate department head. Payment of invoices from suppliers.
e) Camp Site If you will be having a camp site of any size, the Campsite Manager could: •
Ensure suitable spacing between pitches.
• •
Allocate pitches on the campsite. Distribute campers packs for the festival.
• •
Manage early arrival. Ensure clearance of site in accordance with the licence and agreements with the site owners.
6 f) Entertainments and Attractions The Entertainments and Attractions Manager should be responsible for all aspects of dealing with Entertainers and Attractions that will require entrance to site during the festival period, and could: • •
Ensure all Entertainers and Attractions are booked. Allocate the defined pitches dispersed around site so as to maximise spread of appeal.
•
Collect method statements and risk assessments prior to the festival.
•
•
Allocate Entertainers / Attractions passes (vehicle, personnel and camp site / water space) Escort all Entertainers and Attractions to their allocated pitches in a safe and efficient manner. Will assist with ensuring safe working practices are being implemented by the Entertainers and Attractions Operators and adherence with Method Statements and Risk Assessments. Operate the Awards operations associated with the Festival.
•
Operate all WOW activities with support from Marketing and Publicity and Personnel
• •
g) Marketing The Marketing and Publicity Manager may be responsible for ensuring that the local/regional public and local authorities are aware of both the Festival event itself, and also to spread knowledge of the aims of the Trust/Society in the locality. The marketing manager could: • •
Co-ordinate content and production of the Festival Programme. Maximise exposure to the local / regional population.
• • • •
Liase with local radio stations and seek broadcasts from the site. Manage requests for information / site access for press. Ensure that members of the Press admitted to site act in a safe manner. Provide support to the VIP Reception
• •
Support publication of any Festival News Letter Support operation of WOW activities for children.
h) Site & Services The Site and Services Manager may be responsible for planning, developing and operating the site and supporting areas throughout the festival period in a safe manner, in accordance with the regulatory requirements, method statements and supporting risk assessments. No activities or space on site should be allocated without the agreement of the site manager. He/she could be responsible for: • •
Design layout of the site Placement of marquees, cabins and services
•
Provision of temporary structures.
• •
Waste Collection Provision of tables, chairs and fire extinguishers
•
Fencing off the site
•
Provision of electrical services
• •
Traffic management and car parking Signage
•
WRG
• Breakages
7 i) Supplies The Supplies Manager could be responsible for the procurement / provision of all services and supplies to the site along with provision of IWA equipment that will be used during the festival period, and may be responsible in particular for: • •
Contractual management of all Suppliers Provision of all items of Personal Protective Equipment (PPE) as specified in Festival risk assessments.
• •
Operation and management of the Festivals storage facility (The PEST trailer) Procurement and provision of consumables
•
Assist the Finance Team to ensure an up to date understanding of the financial position through provision of details of commitments.
j) Waterspace The Waterspace officer is often responsible for planning, developing and operating the moorings and waterspace areas throughout the festival period in a safe manner, in accordance with the regulatory requirements, method statements and supporting risk assessments. No activities or mooring space may be allocated without the agreement of the waterspace officer. The Waterspace officer should normally undertake these duties: 3 Administer the boat entry bookings. 4 Liaise with British Waterways, the local council / authorities land owners and other departments on Waterspace requirements and associated Health & Safety issues. 5 Plan the riverbank moorings, waterspace activities and trip boat operations (in conjunction with other departments/agencies) 6 Allocate moorings and send information/joining instruction packs to all entrants. 7 Mark out festival moorings in accordance with the Plan. 8 Ensure moorings are safe and suitable for the bank / water conditions. 9 Provide harbourmasters to act as points of contact throughout the moorings. 10 Manage all craft arrivals and departures from the Waterspace Office. 11 Provide facilities for the collection of waste from the moored boats. 12 Ensure clearance of the moorings in accordance with licence requirements / agreements with British Waterways and any necessary adjacent landowners.
Inland Waterways Association Festivals
PLANNING GUIDE FOR TRAILBOAT & CAMPAIGN FESTIVALS
THINGS YOU NEED TO KNOW MANUAL, SECTION 2 – THIS WILL ADVISE ON:INSURANCE GUIDE FINANCIAL MATTERS RISK ASSESSMENT EMERGENCIES COVER SETTING OUT THE SITE OTHER MATTERS Revised 10.10.2009 DMS/NE
Contents Insurance & related matters 1 1 1 1 2 2 2 3
Insurance guide Finance and book-keeping Invoicing Purchase orders and expenditure Newspaper advertising Risk Assessment Attending an event organised by others Public meetings
Organising a rally or festival – Emergency Procedures 3 4 4 4 4 4 4
Incident officers Telephones Rendezvous points First Aid Clearing the site Emergency services Fire precautions
Organising a rally or festival – Setting out the site 5 5 5 5 5 5 6 6 6 6 7 7 7
Access route Speed limits Car parking Marquees and tents Public address systems Toilet and hand washing facilities Drinking water Liquefied Petroleum Gas (LPG) Entertainment tents Electrical installations and lighting Contractors, catering units, bar units, exhibitors and entertainers Health & Safety and Weil’s Disease Care of equipment
Other matters 8 8 8 8
Boat & Campsite entry application forms Volunteers vehicles & towing Waterways Recovery Group Workplace noise
Appendices 9
Appendices listing
1 Welcome to the Festivals Planning Manual 2.
Please ensure that copies of this guide are printed for all of the committee members responsible for helping to organise your festival. It should then be kept handy for reference.
INSURANCE Organisers of events should consider at an early stage the need to ensure that appropriate insurances are in place. As a minimum, this will include Public Liability Insurance. Other insurances that may be appropriate include: • • • • • • •
Insurance against loss or damage to property on the festival site. Insurance for loss or theft of cash on the festival site. Insurance against loss or damage to hired equipment if you are liable for that. Event cancellation insurance. Contingent marine cover, for foul berthing, etc. Employers liability insurance (legally required where certain services are hired in). Insurance to cover use of motor vehicles on the public highway, and/or vessels on the water.
IWA can arrange all the above and many other insurances at favourable rates. Further details are available from the chief executive at IWA Head Office (insurance@waterways.org.uk). IWA is registered with the Financial Services Authority as an arranger of insurance. Care should be taken if you are asked to sign any indemnity form, or any form of contract that includes an indemnity of any sort. Your agreement to such indemnities is likely to leave you with liabilities and risks outside the scope of insurance cover. The chief executive at IWA Head Office can provide advice and guidance on such forms.
FINANCIAL MATTERS Finance and Bookkeeping You will probably need to satisfy a range of regulations imposed by HM Revenue and Customs (if you are registered for VAT), the Charity Commission (if you are a charity) and other regulators. If you are unsure of what bookkeeping might be required, or of any regulation concerning financial aspects, advice may be available from the Finance Manager at IWA Head Office.
Invoicing You should take great care when you issue any invoices. There are legal and taxation implications. Again, the Finance Manager at IWA’s Head Office may be able to provide useful advice.
Purchase Orders and Expenditure All orders for supplies, equipment and services of any kind should be made in writing on an official letterhead. If you are registered for VAT, you should obtain a proper VAT invoice for all supplies from any supplier who is registered for VAT, and a clear written invoice containing at least the full name and address of any supplier who is not registered for VAT. All expenses claimed should be on proper expense claims
2 forms. If you fail to obtain an invoice with a full name and address for any payment made, you may render yourself liable to pay income tax and national insurance on the value of that payment. If you are registered for VAT and you fail to obtain a VAT invoice from a VAT-registered supplier, then you will not be able to reclaim the VAT charged. All expenses claimed should be accompanied by receipts and invoices that meet the above criteria.
Newspaper Advertising If you are charity and registered for VAT, and if you place advertisements in newspapers for fund-raising events, then VAT should be charged at zero-rate. It may be necessary to remind the newspaper of this and quote your charity registration number.
RISK ASSESSMENTS Insurers, landowners and a range of authorities and regulators will require risk assessments to be completed. Extensive information is available from IWA’s Practical and Technical Restoration Handbooks, the contents of which can be downloaded and read from IWA’s Internet site. Most landowners and local and navigation authorities insist that if an event is to take place on their land or water, then a risk assessment be required before the event can go ahead. Producing a simple risk assessment document is to everyone’s benefit. If a major incident happened on your site, and it were shown that you had given no thought to the risk involved, then you could be held responsible for the incident in the event of an insurance claim, an inquest or a public inquiry. It is really just a matter of taking a hard look at what is going to happen, what people are going to be exposed to, list everything that could possibly go wrong to cause an accident, and then write down what needs to be done to minimise the chances of one happening. Organisers are responsible for providing suitable safety equipment and ensuring that it is worn – for example: • • • • • •
Gloves and bags should be provided for rubbish collection. Hard-hats and gloves should be provided when erecting fences and tents. Gloves should be provided when loading vehicles or distributing equipment. Full face, ear or body protection may be needed when operating strimmers, etc. Reflective waistcoats will be required for those directing traffic. Proper First Aid arrangements will be required to cover people on site.
Organisers of public meetings should ensure that the meeting place is safe and that procedures are in place in the event of an emergency. All members of the organising team should be fully aware of any risk assessment that covers activities that they are involved in. A copy should be provided to each relevant team member and each team member should confirm that they have read and understood the assessment and its implications.
Attending an Event Organised by Others If you have a stand in a large marquee, make sure you are aware of where all the exits, including fire exits, are and plan your emergency exit route. You should be aware of the location of emergency equipment. Should a fire occur, only fight it if it is safe to do so after having sent someone, or used a mobile phone, to alert the show organisers.
3 Outside stands should be fastened down to withstand strong winds and storms. There should be no sharp edges or corners to any part of your stand, especially counters, nor should any nails or screws protrude in a dangerous manner. Stock should be kept away from public areas. When erecting displays, use only hand tools or self-powered electric tools. If electricity is supplied to your stand, ensure that there are no trailing wires. If in any doubt about the organisers’ safety arrangements for the supply of electricity, do not use the facility. Before your stand is accessible to the public, one person should be responsible for checking the entire stand to ensure that everything is safe. You should complete a risk assessment for each event that you attend. Guidance on completing risk assessments is available from IWA Head Office. A sample risk assessment can be found in appendix 7.
Public Meetings Most public meetings (including social meetings) are held in a public hall, community centre or public house. Not withstanding any duties of the property owner, it is still necessary for the organiser of such meetings to ensure that the following points are checked: • • • • • • • • •
Fire doors must be unlocked and free access to them should be available. Fire extinguishers should be available, and serviced within the last year. Emergency lighting should be in place. A separate designated person should be available to help each disabled person present if there is an emergency. At least four stewards should be designated as responsible if an emergency occurs. You should know the location of the nearest telephone, the name and address of the venue. If relying on a mobile phone, make sure there is a strong signal. An evacuation point should be designated. The exact number of people present should be known. The location of a first aid kit should be known.
EMERGENCIES COVER Incident officers For any event, large or small a written risk assessment is necessary. On all sites, at least one Incident Officer should be appointed. One person is unlikely to be able to undertake this function all the time, so it will be sensible to have a rota covering the event, day and night. Each Incident Officer should have a deputy. The Deputy Incident Officer should be sent to all incidents. An incident is anything from a fire to a disruptive person or group to a person who has collapsed or suffered an injury (not cuts and bruises). On arrival at the incident the Deputy Incident Officer should inform the Incident Officer by telephone or radio what has happened. At this point, the Incident Officer should make a decision on the necessary action. If there is a reported fire or a serious casualty, the Incident Officer should send for the emergency services before receiving a full report from the Deputy Incident Officer. The administration officer should prepare a duty list of incident officers, describing where they can be located, and display it at suitable locations.
Telephones
4
If there is no landline available either on site, or in the immediate vicinity, a fully charged mobile phone with a good signal should be readily available.
Rendezvous Points For larger events there should be a rendezvous point near to each site entrance. If there are two or more entrances, then two or more rendezvous points will be required. Each one should be signposted from the road; this means that if the emergency services are called, they can be directed accordingly. Organisers should be aware of the nearest road that an emergency vehicle could get to a boat on its mooring.
First Aid A fully comprehensive First Aid kit must be available on each site. There should be signs informing everyone where the kit is available. Some members of the organising team may hold a certificate for first aid qualifications as a result of their employment. You should find out who on the organising team has such a certificate and ask if they will help provide first aid cover for the event. A medium to large event must have a paramedic and either St John Ambulance or Red Cross first aid posts on site. The staffing numbers should be in accordance with HSG 195 The Event Safety Guide, a Guide to Good Health, Safety and Welfare at Music and Similar Events.
Clearing the Site Organisers need to have a plan for clearing the site in case there is a fire or bomb threat. Stewards should be appointed to marshal a specified area to make sure that no people are left. If you have a public address system, clearing a site may be much easier. The main requirement is not to scare the public; otherwise a panic may start. A message along the lines of “We have a reported incident on the site. Please leave the site (giving the exit points) immediately. Please go to the rendezvous point(s) which is / are by (give points)�. If no public address system is available, another method will be required and should be documented as part of the risk assessment.
Emergency Services The three emergency services should be informed, in writing, about the event, including date(s), times, site address and any other pertinent points. The exact location, address and rendezvous points should be made clear.
Fire Precautions There should be sufficient fire extinguishers, suitable for all types of fire on site (water, foam and powder), and which are to the satisfaction of the controlling fire brigade. The extinguishers need to be sited in all marquees, around the site, on the towing path, on the campsite, near generators and near any arena. All fire extinguishers should be inspected and serviced by a competent fire prevention officer and should have a legible certificate to that effect.
5
SETTING OUT THE SITE Access Route A clear and unobstructed access route should be maintained to and around the site and if this is single track with few passing points, an additional route away from the site will be needed. The routes should, if possible, avoid crossing over any points that might have pedestrians.
Speed Limits There should be a maximum speed limit of 5 mph on the site. This should be signposted.
Car Parking Car parking should be signposted, and manned by stewards at all times that vehicles are entering or leaving the site. See also the notes concerning vehicle insurance.
Marquees and Tents A certificate stating that material of marquees and tents, including any linings, complies with BS.5438 or BS.7157, and details of any floor covering, should be obtained from the marquee suppliers. Local authority officers may wish to examine these documents. All marquees and tents must have a clear area of at least 6 metres. All entrance and exit routes from marquees and tents should be kept clear of all obstructions and tripping hazards. Guy ropes should not be allowed to obstruct exits. Flaps to marquees should be tied back so as not to provide a tripping hazard. All exit doors and doors on main exit routes provided with any marquee or tent should be unlocked and have all bolts withdrawn prior to the public entering the premises or event site. There must be an exit from each marquee or tent no further than 18 metres from any point within that marquee or tent.
Public Address Systems If the public address system is using power provided by the site, it should be connected to the emergency lighting circuit to ensure continuous operation should the power system fail.
Toilet and Hand Washing Facilities Sufficient male and female toilets should be provided and should be kept clean at all times. The publications BS.6465: PART 1 and HSG195, the Event Safety Guides, a Guide to Health, Safety and Welfare give advice on the quantities of toilets needed. Toilets for the disabled, including those in wheelchairs, should also be provided. The accommodation should comply with BS.5810. Washbasins and other facilities should be provided with a supply of clean water with an adequate supply of soap and hand drying facilities. The route to the toilets should be clearly signed.
Drinking Water
6
There should be a good clean supply of water on site with a separate supply for any catering and bar units. The water supply should be tested prior to the event to ensure that it is clean and wholesome.
Liquefied Petroleum Gas (LPG) Any LPG installations should be in accordance with BS.5482 part 2 1977 [1988]. Any spare LPG cylinders, either full and empty, should be stored away from the public and in accordance with the LPG code of practice no 7. No portable LPG installations should be allowed in any marquee or building. Any barbecue or hog roast should not be sited nearer than six metres from any marquee or tent.
Entertainment Tents The construction of any stage should comply with BS.6399: Part 1. The stage should be able to bear a loading of 5kN per square metre. All curtains, scenery and other materials used on stage should be either non-combustible or treated to make them flame resistant. All stage light fittings should be provided with independent secondary means of suspension. This also applies to speakers used for sound amplification. No smoking should be allowed in any marquee and ‘No Smoking’ signs should be erected. Someone should be appointed as a fire officer for any entertainment tent whilst it is open to members of the public. A detailed scale plan of any entertainment areas will be needed to apply to the local authority for an entertainment licence. This will include the positioning of the chairs and how they are fastened together. The procedures for alcohol and entertainment licences are due to change during 2005, as a result of implementation of the Licensing Act 2003. You should consult with the licensing department of the relevant local authority in plenty of time to allow for any licence(s) necessary to be granted.
Electrical Installations and Lighting All exit-signs, notices and graphic symbols should be in accordance with BS.5499 Parts 1 & 3, and the Health and Safety (safety signs and symbols) regulations 1996. A second system of emergency lighting should be provided to illuminate exit signs when used after dusk. This system should also give lighting points in all areas of the site being used by the public to enable them to see their way off the site in safety. Batteries or portable generators should supply such lighting; this should be tested prior to the public entering the site. Any electrical installation (temporary or otherwise) should comply with the current Institution of Electrical Engineers wiring regulations. All wiring should be carried out using heavy-duty cables and should be of sufficient size to carry the expected load. All joints should be made using mechanical connectors; twisted and taped joints are not acceptable. All cables should, wherever possible, be run at high level. If cables are run at ground level, or buried below ground level, then these cables must be suitably protected from damage and not pose a hazard. A residual current circuit breaker should protect socket outlets for use with portable electrical equipment.
7 Generators should be fuelled by diesel and located away from the public area. All moving parts should be guarded to prevent injury. Each generator should have a powder fire extinguisher placed beside it. Before the site is open to the public, a certificate signed by a suitably qualified electrical engineer stating that all electrical work conforms to the regulations should be obtained.
Contractors, Catering Units, Bar Units, Exhibitors and Entertainers All contractors, catering units, bar units, exhibitors and entertainers coming on to your site should complete a risk assessment and give you a written copy of this information. A copy of IWA’s (or your own) health & safety requirements should be provided to such people and they should give their written undertaking that they will adhere to them.
Health & Safety and Weil’s Disease All event organisers should advise boat crews and work party personnel about Health & Safety and Weil’s Disease. The following information that should be given: •
All personnel should comply with Health & Safety legislation.
•
Anyone participating in a work party should wear any required gloves and suitable clothing whilst on site.
•
Unlike tap water, the water in canals, rivers and reservoirs is untreated and microorganisms are naturally present. Although the risk of contracting illness, including the much publicised, but rare, condition Weil’s Disease, is extremely small, sensible precautions should be taken as follows: - Avoid full immersion in water. - Cover all cuts and abrasions with waterproof dressings before contact with water. - Wash all exposed skin after contact with water and before eating. - Do not put wet ropes, fishing lines or other objects in your mouth. Should any illness occur within two weeks of contact, you should see your doctor and inform him or her that you have been in contact with untreated water.
Care of Equipment – Insurance Claims Please take extra care with tables and chairs, fire extinguishers and two-way radios. Radios: All two way radios should have leather cases and shoulder straps. Belt clips should not be used and extra care should be taken when near water. Most claims are not for stolen radios but as a result of them being dropped into water. Radios should not be left on the roof or deck of a boat. If, after all reasonable care, a radio ends up in the water, then if the radio is recovered it should be turned off immediately, the battery removed, run under fresh water and then placed in a dry place to completely dry out. The switching off and cleaning should be undertaken within 30 seconds of being brought out of the water. Fire Extinguishers: These are mostly stolen when placed on site a long time before an event takes place, or when the event has finished, or when collected together and awaiting collection from the site. Please take extra care during these times. Tables and Chairs: Tables and chairs tend to disappear at a similar time as fire extinguishers and when exhibitors are packing to go home. Please take extra care during these times.
8
OTHER MATTERS Boat and Campsite Entry Forms The standard formats for camping and boat entry forms are given in appendices to these manuals.
Volunteers Vehicles & Towing Volunteers using their own vehicles to help at any event should check with their own insurers that they are covered for these tasks.
Waterways Recovery Group WRG may be willing to assist with manual work in setting up your site, on your festival days, and with clearing and cleaning up your site afterwards. Open discussions with WRG at least 12 months ahead of your festival regarding what they might be asked to do, and all confirmation of their assistance should be confirmed at least 6 months in advance to give them time to advertise for volunteers from among their ranks. Once you know the general possible extent and limitations of their involvement, you can always finalise your plans for them nearer the day of your festival and even during the festival. More information can be found in appendix 9. You can contact them at enquiries@wrg.org.uk
Workplace noise It is important to minimise the risk to volunteers, contractors and visitors of temporary or permanent hearing damage due to exposure to excessive noise levels. Also to ensure compliance with relevant legal duties and regulations. Also to minimise the risk of complaints arising from excessive environmental noise. The relevant legal document is “The Control of Noise at Work Regulations 2005” The scope of the regulations is limited to employers and their employees. For the purposes of this document, and as it is considered to be best practice, Festival volunteers shall be treated as if they are employees of the event organisation. The regulations do NOT cover environmental noise or audience noise exposure. Whilst employees of contractors and outside suppliers (including bar staff, caterers etc.) are the responsibility of their employer and not of the event organisation, all reasonable steps shall be taken to ensure their protection. Exposure action values and limits Lower action values: • Daily average personal noise exposure (deQ) of 80dB(A) • Peak sound pressure (Peak) of 135dB(C) Upper action values: • Daily average personal noise exposure (deQ) of 85dB(A) • Peak sound pressure (Peak) of 137dB(C) Exposure limit: • Daily average personal noise exposure (deQ) of 87dB(A) • Peak sound pressure (Peak) of 140dB(C) An SPL meter of suitable specification should be allocated to the Technical Manager who should take and record readings at least twice a day (once during the afternoon program and once during the evening program) at any locations that are generating significant noise levels.
In the Appendices
9
These will be sent to you when your Organising Team has been assembled. Some are also available in the IWA website library along with the main organising manuals. Appendix 1 Appendix 2 Appendix 3a Appendix 3b Appendix 3c Appendix 3d Appendix 4 Appendix 4a Appendix 5 Appendix 5a Appendix 6 Appendix 6a Appendix 7 Appendix 8 Appendix 9
Lessons learnt – Monty 08. PEST leaflet - IWA Equipment loans (including possible free PA). WOW - All about the scheme, and how to find an organiser. WOW - Sample risk assessment. WOW - Order form for stocks. WOW - Sample programme. Exhibitors - terms & conditions. Exhibitors risk assessment. Sample camping unit entry form. Camping unit entry form - terms & conditions. Sample boat entry form. Boat entry form - terms & conditions. Sample risk assessment. Temporary IWA Awards Officer’s job description. WRG Assistance at your festival.
Awards Officer’s Papers (Trailboat Festivals only) These, and the details of the awards available, will be sent to your Awards Officer when you appoint him/her. Item (a) Planning Manual 3A. Item (b) Temporary IWA Awards Officer’s job description. Item (c) Awards advertising and application form. Item (d) Processional boats ID - large labels. Item (e) Boat handling competitions timetable. Item (f) Boat handling buoys layout. Item (g) Judging results (summary table for displaying). Item (h) List of current award holders. Awards Available Item 1 Item 1a Item 2 Item 2a Item 3 Item 3a Item 4 Item 4a Item 5 Item 5a Item 6 Item 6a Item 7 Item 7a Item 8 Item 8a
Oxford & South Bucks IWA Branch Rose Bowl. Judges recording form for this trophy. The British Waterways Board Cup. Judges recording form for this trophy. The John Heap Rose Bowl. Judges recording form for this trophy. The John Ogley Cup Judges recording form for this trophy. The Pewsey Wharf Boat Club Trophy. Judges recording form for this trophy. The Grace Bell. Judges recording form for this trophy. The Ashby Canal Trust Sheild. Judges recording form for this trophy. The Grand Western Award. Judges recording form for this trophy.