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Welwyn Garden City Centenary Foundation

Health and Safety Policy

Issue 1 - September 2019

The Welwyn Garden City Centenary Foundation (WGCCF) has been established to promote and create a number of events to celebrate 100 years of Welwyn Garden City which was created in 1920 by Sir Ebenezer Howard. 

The WGCCF with its charitable status has a duty of care, protection and safeguarding responsibilities as part of its governance in creating the Centenary events.

This document lays down requirements that every event organiser and those contracted as part of an event for which the WGCCF is responsible for must comply with regards to personal health safeguarding and meet their individual Health and Safety legal obligations.

1. WGCCF Responsibilities

To celebrate the relevance of Ebenezer Howard’s ethos for healthy living as epitomised by Welwyn Garden City a hundred  years ago, to today’s debates about housing, sustainable communities, health and wellbeing.

To promote Welwyn Garden City as a destination to live, work, and play.

To gain town-wide appreciation and pride in Welwyn Garden City, with associated involvement of schools and other stakeholders to ensure an ongoing legacy.

To provide promotional and economic opportunities which will benefit Welwyn Garden City and Hertfordshire businesses.The Trustees and Directors of the WGCCF are individually and collectively responsible in accordance with the WGCCF Memorandum and Articles, the requirements of the Charity Commission, applicable laws and prevailing best practice for all activities created and run by the WGCCF. 

The Trustees and Directors recognise that the WGCCF owes a responsibility to all its volunteers, consultants, users and stakeholders in how it discharges its charitable objectives.

To enable WGCCF to meet its charitable objectives, legal obligations and following prevailing best practices, the Trustees and Directors have adopted policies and procedures to guide activities undertaken on behalf of the WGCCF. 

This document addresses those aspects associated with Health and Safety for all events that the WGCCF is responsible for.

The Trustees and Directors require that anyone carrying out activities on behalf of the WGCCF, whether in a paid capacity or as a volunteer, always act in line with the charity’s constitution, applicable policies and procedures and legal obligations.  

Significant deviation from the agreed policy and procedures must be documented and brought to the attention of the Trustees and Directors at the earliest opportunity in writing by the person responsible. This would allow any necessary changes to practices to be made.

Similarly, where it becomes apparent that current policies and practices are either no longer appropriate or adequate to cover the WGCCF’s activities, the matter should be brought to the attention of the Trustees and Directors for appropriate action. This must be done in writing by the person requesting the changes.

2. Health and Safety

In fulfilling WGCCF’s obligation, the Trustees and Directors undertakes to ensure compliance with all relevant regulations and statutory requirements and, as far as is reasonably practicable, that for all Celebration events being created, managed and under the control of the WGGCF:

  • There are adequate controls of the health and safety risks arising from all its activities;
  • Ensure a safe and healthy working environment, safe appliances and safe systems of working are in place and maintained;
  • Procedures in place to prevent accidents;
  • Observe its duty towards all volunteers, consultants and the general public in matters of Health and Safety;
  • Making sure that any third parties involved in any event are managing their Health and Safety obligations and this is demonstrated to the WGGCF;

Note: Safeguarding is covered in the WGCCF Safeguarding Policy Procedure.

3. Event Project Team Responsibilities

The WGGCF Board has established a number of Project Teams to create, run and manage each of the Signatory Celebration Events as well as various defined non- Signature activities.

It is the responsibility of each Project Team for these events to ensure that all Health and Safety provisions are identified, established and managed for the events they are responsible and following any procedures set by the WGGCF.

This responsibility also applies to any contractors taken on by the Project Teams, the Project Teams must ensure every contractor has in place appropriate Health and Safety processes and procedures as part of accepting the Contract in compliance with WGCCF obligations.

4. Risk Assessments

In order to ensure that all Signature Celebration Events created, funded, controlled and managed by the WGCCF meet Health and Safety requirements, the Trustees and Directors have put in place a process of Risk Management (See Appendix 2).

By application of this process, every event will be assessed, aversion processes put in place and mitigation action taken as necessary.

These processes will provide not only a method of ensuring the events are safe, provides oversight to the Trustees and Directors, encourage those involved with management and involvement with each event to recognise and take the necessary actions required to prevent harm.

A particular focus will be on those members of the public taking part in the events to ensure a healthy and safe environment for all.

The Risk Assessment process will include a number of different aspects one of which will be Health and Safety where each Project Team will have to assess their event by addressing Health and Safety risks that can be foreseen and appropriate mitigation actions must be implemented. Appendix 1 provides some aspects to consider with regard to Health and Safety.

The assessment must also include all contractor Health and Safety risks. Every contractor is required to carry out their own risk assessment associated with the contracted work or service, evidence of a risk assessment to be provided to the WGCCF.

Contractors are required to produce a “Suitable and Sufficient” Risk Assessment and a “Safe System of Work” (Contract Terms and Condition) as a condition of receiving a contract from the WGCCF.

Each Risk Assessment will then go through an approval process and be ‘signed off’ by the Board to confirm acceptance that the risks and methods have been correctly identified and suitable actions being taken to meet the requirements of the Board’s responsibilities.

It is recognised that each event will have different health and safety requirements, each event will be assessed individually.

NO Signature event can proceed without Board approval of the event risk assessment.

5. Satellite Events

An important aspect of the Celebration is to encourage the town citizens to organize and actively take part in celebratory Satellite events of their own making.

The WGGCF will publicise these events on the WGGCF Web Site and Social Media if requested but will not take any responsibility for managing how the events are carried out. This includes any Health and Safety provision, which will be the responsibility of the event organisers. There will be a disclaimer to this effect.

6. Insurance

An important aspect of event management is the provision of Insurance. The WGCCF has insurance cover for general day-to-day activities of the WGCCF which includes public liability cover. However, the WGCCF insurance policy excludes any Contractor or Service providers activities. It is essential that Project Teams ensure that any companies or organisations contracted to provide a facility or service have in place their own insurance. The Project Teams are responsible for ensuring that a copy of the relevant contractor or organisations insurance certificate has been seen and verified.

7. References

There are a number of helpful guides published by the Governments Health and Safety Executive. See the links below.

https://www.thepurpleguide.co.uk

Note: A copy of this document is available in the WGCCF Dropbox Governance Folder.

http://www.hse.gov.uk/event-safety

https://www.qub.ac.uk/safety-reps/sr_webpages/safety_downloads/event_safety_guide.pdf

http://www.hse.gov.uk/managing/delivering/do/profiling/the-law.htm

http://www.hse.gov.uk/toolbox/workers/contractors.htm

Other helpful links:

Defines what a Safe System Of Work is:

https://elliswhittam.com/blog/safe-systems-work

A Bristol University Event Health and Safety document:

http://www.bristol.ac.uk/safety/media/gn/event-safety-gn.pdf

Other relevant documents:

Welwyn Garden City Centenary Foundation Safeguarding Policy and Procedure Document.

APPENDIX 1 – Health and Safety Considerations

In order to complete a thorough Health and Safety Risk Assessment, the following Health and Safety aspects must be considered.

No two events will be the same and some of the aspects may not be relevant to a particular event, but in the interests of providing a healthy and safe environment for all, each event must address each aspect irrespective.

The list is not exhaustive as other aspects may well be relevant and should be considered where appropriate.

Health and Safety Aspects to be considered are:

  • Trip and obstruction hazards – is the ground clear of obstructions, path obstructions, low beams, low branches, cable and pipe runs, steps clearly marked, uneven ground, are regular checks carried out, are people advised of risks, are fences and barriers provided where necessary.
  • Suitable clothing – correct footwear protection for the environment, appropriate clothing for the event, and who provides suitable clothing.
  • Equipment – is safety equipment available, is safety equipment essential for the event, who supplies and maintains the equipment.
  • Outdoor events – is there moving equipment, are viewing platforms or raised seating structures required, are safety fences needed and in place, are marshals provided, are marshals trained correctly, do marshals require hi-vis clothing and identities, first aid provision, emergency access provisions, and are authorities aware, is there a need for lighting, are there any fire risks, are there any activities taking place as part of the event which could cause a danger to health and safety of any personnel either taking part or bystander and have these been assessed and mitigated, is there a responsible person for Health and Safety.
  • Indoor events – do the premises have approved certification to hold public events, are emergency exits signed and clear, have the electrical facilities been certified, is the lighting appropriate and operating, is the evacuation process clear and communicated to all personnel, is there a responsible person for Health and Safety.
  • First Aid – are there first aid facilities available and are they up to date, is there a trained nominated first aider/s available, are organisations such as St John’s Ambulance required/set up.
  • Food and Drink – are food and drink provided either directly or under contract and does the provision meet health and environmental standards, is water provided.
  • Event management – is there an Event Management Plan, have the events been assessed from a health and safety aspect to ensure they are not dangerous to those taking part or bystanders, what provisions are in place to protect all personnel, have the local authorities been informed?
  • Contractors – are contractors compliant with health and safety requirements for the service they provide, do they provide trained staff and are they visible, have they provided a Risk Assessment and a Safe System of Work.
  • Personnel – does the event have a nominated person who is responsible for ensuring health and safety provisions are in place and carried out, do all those working on the event know what is required of them and what their health and safety responsibilities are, is training required and has it been carried out, are marshals provided and have they been trained for the task required?
  • Communications – are there adequate communication provisions available (to contact police, fire or ambulance), are they readily accessible and useable.
  • Safeguarding – are there risks to children and adults, are chaperones needed, are they DBS cleared, are children left alone without a responsible adult being present, are there lost child provisions, are events safe for children of all ages, are first aiders trained and equipped to look after children. (See also the WGCCF Safeguarding Policy Procedure)
  • Facilities – are public facilities required such as toilets, are disabled access arrangements available, seating, shelters from the weather.

APPENDIX 2 – Risk Assessment Proforma

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Disclaimer

The Foundation can accept no responsibility for the organisation or regulation of any satellite events arranged to mark the centenary of Welwyn Garden City. This includes but is not limited to public liability insurance, health and safety issues (including risk assessments, Performance Licenses and safeguarding of children or vulnerable adults), transport, hiring of facilities, and any costs associated. The use of the Foundation name and logo does not infer any specific oversight or involvement of the Foundation unless stated.”