Health & Safety Policy for Alternative Events

Introduction

This is the health and safety policy statement of Alternative Events.  It has been prepared and published under the requirements of the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999 and subsequent health and safety legislation and codes of practice.

Purpose

The purpose of this policy is to establish overall standards for health and safety at work, including at events, and to define the responsibilities for meeting those standards within the company.

Scope

This policy applies to all staff, contractors and visitors both to any event organised by Alternative Events and to all staff, contractors, clients and visitors at Alternative Events premises. It also applies to all staff, full-time, part-time, temporary and freelance who are contracted to a term of employment with Alternative Events and who may be using their home as their workplace while undertaking duties on behalf of Alternative Events.

Policy

  1. General Policy Statement

1.1       Alternative Events:

  • fully accepts responsibilities and obligations under health and safety law;
  • takes the health and safety of employees seriously and is committed to providing a safe and healthy working environment;
  • seeks to adhere to best practice at all times;
  • protects the health and safety of its staff, contractors, clients and visitors to its events and its office premises, where applicable;
  • protects the health and safety of its staff who may be using their home as their workplace while undertaking duties on behalf of the company;
  • seeks to control health and safety risks arising from work activities as far as is reasonably practicable;
  • seeks to prevent accidents and ill-health arising from work activities;
  • consults with employees on issues concerning their health and safety;
  • provides sufficient health and safety instruction, information and supervision for all staff;
  • ensures that all staff receive adequate training in order to do their jobs safely and competently;
  • regularly reviews this policy and makes revisions as necessary.

 

Management and Organisation

  1. Health and Safety Management Structure

2.1       Overall responsibility for health and safety is that of Steve Parrott, Co-Founder and Director, and Sarah Katherine Bagshaw, Co-Founder and Director.

2.2       Day-to-day responsibility for co-ordinating effective health and safety policies and controls is that of Steve Parrott and Sarah Katherine Bagshaw.

 

General Responsibilities

  1. Employer’s General Responsibilities

3.1       Alternative Events is responsible for:

  • ensuring that the health and safety policy is widely communicated;
  • monitoring the effectiveness of the health and safety policy;
  • facilitating external health and safety audits and cooperation with the Health and Safety Executive as required;
  • identifying health and safety risks and the means of managing or eliminating them;
  • providing a safe and healthy place of work for staff, contractors, clients and visitors, both at any Alternative Event or at Alternative Events premises ;
  • providing safe entry and exit arrangements, including during emergency situations;
  • providing and maintaining safe equipment and systems;
  • providing adequate instruction, information, supervision and training to ensure that all staff can perform their work activities safely, identify hazards and contribute effectively to their own health and safety;
  • ensuring appropriate training for appointed persons and competent persons in specific health and safety roles to perform their duties effectively;
  • providing health and safety induction and training for all roles;
  • promoting effective communication between employer and employees on health and safety matters;
  • answering staff questions on health and safety matters in a timely manner;
  • directly consulting with staff on health and safety matters on a regular and ongoing basis;
  • providing and maintaining additional protective clothing and equipment as required;
  • providing safe storage, handling and transportation of articles and substances, where applicable.

 

  1. Employees’ General Responsibilities

4.1       All employees share equal responsibility with the employer for health and safety at work.

4.2       All employees have the general responsibility to:

  • take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions regardless of whether they are executing their duties for Alternative Events at the company’s events or premises, at home or in a remote location;
  • co-operate with the employer and designated individuals to enable management to meet their obligations under health and safety legislation and codes of practice;
  • not to interfere with any measures designed to safeguard their health and safety;
  • abide by all health and safety rules and instructions;
  • report all health and safety concerns to Steve Parrott or Sarah Katherine Bagshaw;
  • co-operate in the investigation of any incident or accident-causing injury, or near-miss incidents potentially causing injury in the opinion of the employer.

 

4.3       Employees working from home or from a remote location, whether solely or partly, must abide by this health and safety policy while undertaking duties for Alternative Events. All employees must refer to the Working from Home Policy for Alternative Events and must complete a Homeworking Self-Assessment Form which must be submitted for review.

 

  1. General Responsibilities for visitors, contractors and/or clients

5.1       Alternative Events seeks to protect the health, safety and welfare of visitors at any Alternative Event venue and at their office at Unit 35 Basepoint Business Centre, Aviation Park West, Enterprise Close, Christchurch, BH23 6NX, as far as is reasonably.

5.2       All visitors, contractors and/or clients to Alternative Events premises or event venues have a responsibility to follow Alternative Events’ health and safety policies and procedures, to comply with event safety guidelines and to cooperate with staff in the event of an emergency.  All visitors, contractors and/or clients to Alternative Events premises or event venues are expected to report hazards and to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions.

 

Specific Health and Safety Matters

  1. Risk Assessments

6.1       Risk assessments will be undertaken by company management for office premises and for each event, identifying potential hazards and implementing control measures.

6.2       General event and workplace risk assessments will be carried out when required or in response to reasonable requests from staff.  Risk assessments will be reviewed and updated regularly to address new or changing risks.

6.3       Alternative Events will maintain an up-to-date risk register to document identified risks and actions taken to mitigate them.

6.4       The findings of the risk assessments will be reported to Steve Parrott and Sarah Katherine Bagshaw.

6.5       Action to minimise or remove identified risks will be authorised by Steve Parrott and Sarah Katherine Bagshaw.

6.6       Steve Parrott and Sarah Katherine Bagshaw are responsible for ensuring the completion of recommended action(s).

6.7       Risk assessments will be reviewed every year or when the assessed work activity changes, whichever is sooner.

  1. Crowd and venue safety

7.1       Alternative Events will assess venue suitability for capacity, access and emergency exits; implement crowd control measures where necessary; ensure safe setup and dismantling of event structures such as stages and lighting rigs

  1. Equipment and contractor safety

8.1       Alternative Events will ensure all equipment is tested and certified for safety before use; require contractors and suppliers to comply with health and safety regulations; provide appropriate personal protective equipment where necessary

 

  1. Equipment and Visual Display Units (VDUs)

9.1       Visual display units (VDUs) are provided to all members of staff by the company. If there are any issues with the user’s unit, this needs to be highlighted immediately with IT Support (Glitch IT).

9.2       All VDU equipment will meet British Standard Specifications and comply with the Health and Safety (Display Screen Equipment) Regulations 1992.

9.3       All problems, faults, damage or concerns about equipment, computer installations or VDUs should be reported to IT Support (Glitch IT).

9.4       All staff have a responsibility:

  • to use equipment according to direction, instruction, training or written instruction manuals;
  • to report faults, damage or concerns about equipment via the appropriate channel, as previously designated;
  • to ensure that equipment is not interfered with and that no attempt is made to repair equipment by persons who have not been suitably trained and authorised.

10.5    All staff who use display screen equipment for prolonged periods of time are encouraged to take regular breaks away from the screen.

10.6    Display screen users may also request a workstation assessment and/or an eye test by contacting Sarah Katherine Bagshaw or Steve Parrott who will provide details on how to proceed.

10.7    In accordance with Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002, Alternative Events will reimburse display screen equipment (DSE) users for the cost of an eye test, every two years up to a maximum expenditure limit of £30. The eye test must be carried out by a reputable optometrist or doctor. Claims must be supported by a valid receipt.

 

10.8    Where glasses are required for DSE use only, Alternative Events will contribute up to £60 for single vision lenses. Claims must be supported by a valid receipt.

 

10.9    All employees operating display screen equipment are expected to read the Health and Safety Executive guidance entitled ‘Working with Display Screen Equipment’. Employees who regularly use VDUs will be required to undergo sight screening.

 

  1. Accidents, First Aid and Work-Related Ill-Health

11.1    Steve Parrott and Sarah Katherine Bagshaw are responsible for:

  • investigating accidents, injuries and incidents of work-related or event-related illness;
  • preparing accident records;
  • submitting reports to the enforcing authority and meeting the requirements of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
  • developing and communicating clear emergency response plans, including fire evacuation and medical emergency procedures.
  • designating trained emergency response personnel for each event.
  • ensuring that emergency exits, fire extinguishers, and first aid stations are clearly marked and accessible.
  • Ensuring first aid kits are available at all event locations

11.2    All staff have a responsibility to:

  • report any accident involving personal work-related injury, no matter how minor, to Emily Jenkins so that details can be entered in the accident book;
  • co-operate in any subsequent investigation.

 

11.3    All accidents and incidents of work-related ill-health are recorded in the accident book, which is kept by Emily Jenkins located at in the company office at Unit 35, Basepoint Business Centre, Aviation Park West, Enterprise Close, Christchurch, BH23 6NX

11.4    First aid box(es) is/are kept at Basepoint Business Centre in the Manager’s Office (behind main reception). There is also a kit for use by staff attending events which will be taken either by Emily Jenkins or Michelle Bird.

11.5    The number to call in the event of an accident onsite at Basepoint Business Centre – Onsite First Aider – 01202 331700.

 

  1. Manual Handling

12.1    Alternative Events attempt to minimise or avoid the need for manual handling and heavy lifting where there is a risk of injury.

12.2    Steve Parrott and Sarah Katherine Bagshaw are responsible for providing guidance on manual handling and for informing staff of safe lifting techniques.

12.3    Steve Parrott and Sarah Katherine Bagshaw are responsible for identifying specific training needs and ensuring that manual handling training is provided where necessary.

 

  1. Fire and Emergency Evacuation

13.1    Steve Parrott and Sarah Katherine Bagshaw are responsible for ensuring that all staff members, visitors, clients or contractors who attend the company’s premises at Unit 35, Basepoint Business Centre, Aviation Park West, Enterprise Close, Christchurch, BH23 6NX receive adequate guidance on exit points, locations of fire extinguishers and details of muster stations.

13.2    Emergency evacuation is rehearsed regularly at Basepoint Business Centre, Aviation Park West, Enterprise Close, Christchurch, BH23 6NX. All members of staff from Alternative Events who are in attendance at these premises on the day of a rehearsed emergency evacuation will be required to participate and comply with instructions.

13.3    All staff have a responsibility to:

  • familiarise themselves with procedures to follow in the event of a fire;
  • familiarise themselves with the location of fire alarms, extinguishers and emergency exits;
  • comply with the instructions of fire marshals in the event of a fire or suspected fire and in practice drills;
  • fully co-operate in fire drills and ensure that visitors do the same;
  • ensure that fire and emergency exits are kept clear and that fire notices are not hidden or obstructed at any time;
  • inform the management of Basepoint Business Centre of any circumstances, such as impaired mobility, which may hinder or delay evacuation in the event of a fire.

13.4    On discovering a fire, members of staff must:

  • immediately trigger the nearest fire alarms;
  • tackle the fire only if they are trained and competent to do so, using extinguishers.

13.5    On hearing a fire alarm, all staff must:

  • remain calm and leave the building immediately along emergency exit routes, without stopping to collect personal belongings;
  • follow the instructions of the fire marshals;
  • stay out of lifts;
  • assemble at the designated assembly point, in the main car park at Basepoint Business Centre, Assembly Point B, and remain outside until told by a fire marshal that it is safe to re-enter the building.

 

  1. Non-smoking

14.1    It is the duty of staff to comply with the premises rules on smoking of Basepoint Business Centre or any other premises visited in the course of their employment for Alternative Events.

14.2    Smoking will be permitted in designated outdoor smoking areas during normal breaks.

14.3    Staff must extinguish their cigarettes and dispose of them in appropriate containers only.

14.4    Staff are encouraged not to smoke before meeting clients or vendors.

14.5    These rules extend to e-cigarettes and vaping.

 

  1. Working time

15.1    Alternative Events adhere to the principles of the Working Time Regulations 1998.

15.2    Employees are not expected to work more than 48 hours per week unless there are exceptional circumstances.

15.3    Employees should refer to their individual employment contracts for details of entitlement to breaks during the working day and hours of work.

 

  1. Control of Substances Hazardous to Health (COSHH)

16.1    The Control of Substances Hazardous to Health Regulations 2002 (COSHH) require Alternative Events to:

  • identify those substances which are in use in the course of working duties, and which are legally defined as hazardous to health;
  • assess the risk of those substances;
  • provide and use controls to prevent exposure to substances hazardous to health;
  • maintain controls by monitoring exposure, or by health surveillance of employees;
  • provide information, instruction and training for employees on all these matters.

16.2    All employees have a responsibility to comply with the actions outlined in any applicable COSHH assessments.

 

Arrangements

  1. Consultation

17.1    Alternative Events will consult routinely with employees on health and safety issues as they arise and consults formally when health and safety policy is reviewed.

17.2    Employees may nominate representatives to consult with management on health and safety issues.

 

  1. Training and Induction

18.1    Health and safety induction training will be provided for all employees by Emily Jenkins.

18.2    Training records will be kept by Alternative Events.

18.5    Health and safety training needs are identified, arranged and monitored by Steve Parrott and Sarah Katherine Bagshaw.

 

Policy Enforcement

  1. Non-Compliance

19.1    Any breach of health and safety rules or non-compliance with the terms of this policy can result in disciplinary action being taken in accordance with Alternative Events’s Disciplinary Policy,