Carnival Risk Management System
The following policy, risk assessments and method statements constitute the elements of the Great Dunmow Carnival Risk Management System and demonstrates due diligence on the part of the Great Dunmow Carnival Committee (the organisers).
1Health and Safety Policy......
1.1Event General Description......
1.2Policy Statement......
2General Risk Assessment......
2.1Notes......
2.2Event Risk After all Control Measures Applied......
3Fairground Attractions Risk Assessment......
3.1Task......
3.2Hazards......
3.3Control Measures......
3.4Risk After all Control Measures Applied......
4Fireworks Risk Assessment......
4.1Task......
4.2Hazards......
4.3Control Measures......
4.4Risk After all Control Measures Applied......
5Provision of Alcohol......
5.1Task......
5.2Hazards......
5.3Control Measures......
5.4Risk After all Control Measures Applied......
6Provision of Entertainment......
6.1Task......
6.2Hazards......
6.3Control Measures......
6.4Risk After all Control Measures Applied......
7Larger Attractions & Participants......
7.1Task......
7.2Hazards......
7.3Control Measures......
7.4Risk After all Control Measures Applied......
8Bunting Erection......
8.1Task......
8.2Hazards......
8.3Control Measures......
8.4Risk After all Control Measures Applied......
9Traffic Management and Car Park Signage Risk Assessment......
9.1Task......
9.2Hazards......
9.3Control Measures & Consultation......
9.4Task......
9.5Hazards......
9.6Control Measures......
9.7Task......
9.8Hazards......
9.9Control Measures......
9.10No Parking Notices......
9.11Signage......
9.12Car Park Management and Signage......
9.13Risk After all Control Measures Applied......
10Crowd Control and Event Safety Risk Assessment.......
10.1Task......
10.2Hazards......
10.3Control Measures......
10.4Risk After all Control Measures Applied......
11Public Health & Safety Risk Assessment.......
11.1Hazard......
11.2Control Measures......
11.3Risk After all Control Measures Applied......
12Provision of Food Risk Assessment.......
12.1Hazard......
12.2Control Measures......
12.3Risk After all Control Measures Applied......
13Provision of Public Address System Risk Assessment.......
13.1Hazard......
13.2Control Measures......
13.3Risk After all Control Measures Applied......
14Method Statement for Evacuation of Event.......
14.1Emergency on the Processional Route......
15Roles and Responsibilities......
15.1Co-ordinators......
15.2Stewards & Communication......
15.3Dunmow Carnival Risk Management System Contact Sheet......
ATTACHMENT 1: DRAWING OF THE RECREATION GROUND RT0212
Assessment Dated 22/06/04 Revised 12/09/05 Revised 13/09/06 Revised 09/09/07 Revised September 2008 Revised September 2009 Revised 21/07/2010 Revised 09/08/11, Revised 13/09/12, Revised 12/09/2013 Revised 03/09/2014 Revised 02/09/2015 Revised 06/09/2016 Revised 06/09/2017, Revised 28/08/2018.
Event Date: 15/09/2018.
Status: Approved
Author P Noble / K Wheatcroft / Darren Dack
For approval on behalf of the organisers.
Peter Watson, Chair of the Committee, Approved ......
1Health and Safety Policy
1.1Event General Description
Great Dunmow Carnival consists of a motorised and pedestrian procession through the town of Great Dunmow culminating at the Recreation Ground where a fairground, arena, various events, firework display, showsand attractions take place together with outlets where food and alcohol is on sale.
1.2Policy Statement
All members of the organising committee and the marshals are acting in a voluntary capacity, as such there is no legal requirement for a Policy (Under the H&SA Work Etc. Act 1974. However, it is the aim of the organisers that both the participants and spectators enjoy the Great Dunmow Carnival in complete safety and with no adverse impact to the environment.
It is the organiser’s policy to liaise with all relevant authorities and stakeholders including local residents, local businesses, contractors the local town and district councils, fire and police authorities.
The organisers shall take reasonable steps to ensure that appropriate action is taken to comply with health and safety, fire and other statutory requirements to prevent injury to individuals and damage to property, including advising third parties and contractors of their responsibilities in this respect.
The organisers take reasonable steps to accommodate all ages and persons with disabilities.
2General Risk Assessment
2.1Notes
All hazards are assumed to apply to the organisers, Carnival volunteers and the general public.
Where applicable the risks to property have been assessed.
Where applicable the risks to the environment have been assessed.
The number of attendees is to be less than 10,000.
Dunmow Round Table (bar and BBQ Operator) is insured in respect of public liability for their part of the event by the National Association of Round Tables of Great Britain & Ireland, Marchesi House, 4 Embassy Drive, Edgebaston, Birmingham B15 1TP.
The Carnival Committee have arranged insurance for the event through Saffron Insurance Group, Saffron House, 67 High Street, Saffron Walden, Essex,CB10 1AA
T: 01799 522293
F: 01799 521479
E:
The organisers will provide all identified Personal Protective Equipment (PPE) to its volunteers as appropriate.
2.2Event Risk After all Control Measures Applied
The overall risk to persons, the environment and property for the event is assessed as low.
3Fairground Attractions Risk Assessment
3.1Task
Entertainment machinery
3.2Hazards
Physical injury
Electric shock
Crushing
Slips trips & falls
Noise (environmental)
Fumes from generators affecting adjacent residents
3.3Control Measures
Placement of equipment in the area shown on plan RT02.
Task / flood lighting.
Reputable contractor with longstanding relationship with the Carnival with a good safety record (no incidents known).
Placing of generators away from residents in Counting House Lane.
Equipment to be under the direct supervision at all times by the appointed contractor.
Contractors to make available risk assessments and method statements a minimum of 24 hours prior to the event.
Items which will need consideration include:
a)Placement of safety barriers (hot exhausts / machinery);
b)Construction / safety certificates applicable to machinery / attractions;
c)Operation method / industry standard codes of practice for operating where applicable;
d)Securing Items to the ground (Bouncy Castles etc.) and wind speed testing.
e)Electrical safety inspection regime (PA Testing);
f)Safety breakers (RCD’s) required if 230v mains or generators are used;
g)Electrical safety construction – Outdoor (BS4343) connectors on extension / training leads;
h)Controls for trailing cables (cable cover, mats, routing etc.)
i)Reference to public liability insurance;
j)Control of substances (COSHH) where any chemicals are involved;
k)Portable fire control appliances required – type & size;
l)Provisions of first aid;
m)Site clearance and rubbish control
3.4Risk After all Control Measures Applied
Low
4Fireworks Risk Assessment
4.1Task
Letting off fireworks for public display
4.2Hazards
Ignition of property
Burns to persons
Unauthorised pre-ignition
4.3Control Measures
Placement of fireworks in safe (display) zone as indicated on plan RT02.
Orange plastic fencing placed at a safe distance from edge of display zone. Distance to be stipulated by the firework contractor.
Fireworks to be under the direct supervision at all times by the appointed qualified fireworks contractor.
Firework Contractors to make available risk assessments and method statements a minimum of 24 hours prior to the event.
Method statement to include:
a)Explosive safety precautions and control of substances (COSHH);
b)Firework construction;
c)Agreement of safety barriers and distances;
d)Trajectory of projectiles;
e)Portable fire control appliances;
f)First aid;
g)Site clearance.
4.4Risk After all Control Measures Applied
Low
5Provision of Alcohol
5.1Task
Providing bar.
5.2Hazards
Public order;
Fire;
Under age drinking;
Secure erection of marquee;
Cuts from glass.
5.3Control Measures
Appointment of two personal licence holders.
Permission from the designated Premises Supervisor.
Observation of all rules identified by the Town Council within the licensed area.
Sufficient numbers to run this size bar.
Police presence.
SIA Approved Security guards stationed at or around the bar area – 2 required minimum – between the hours of 6pm to 10pm.
Portable fire appliances to be present.
Provision of communication via mobile phones.
Proof of age required for all persons suspected of being under age.
Plastic glasses used.
Marquee to be fit for purpose and have two full hold-down kits fitted.
5.4Risk After all Control Measures Applied
Low
6Provision of Entertainment
6.1Task
Providing entertainment
6.2Hazards
Crowd safety (arena)
Crowd safety (stage)
Crowd safety (crushing)
Sanitary facilities (normal and special needs)
Waste facilities
Noise and nuisance
Drug abuse
6.3Control Measures
Barriers around arena. Orange safety fencing and straw bales.
Barriers 1.4m (metal) in front of stage and speakers.
Crushing – Evacuation procedures in force. Marshals at entrances, provision of radios. Type of event (family) does not lead to crowd surging issues.
12No. Portaloo’s provided in addition to existing toilet facilities as shown on the drawing.
Wheelchair users to be escorted into disabled toilet in Pavilion by Marshall on request.
Skips as shown on drawing RT02. 30No. wheelie bins to be on the field.
Noise to be monitored continuously by the organisers.
General observation by organisers for drug abusers. Any to be identified to the police.
Risk assessment by PA Provider (examined by Committee at time of writing this assessment).
6.4Risk After all Control Measures Applied
Low
7Larger Attractions & Participants
7.1Task
Entertainment whether for hire or general observation. Note smaller charities stalls (such as a tombola) will not be reviewed only those where a perception of risk exists, such as go-karting, bouncy Castles, climbing walls, jousting etc.
7.2Hazards
To be identified by participants own risk assessments.
7.3Control Measures
Review (but not acceptance, only rejection) of the contractors risk assessment by the Committee.
A simple grid that considers who could be harmed and how is all that is required. Then it MUST STATE WHAT THE RESIDUAL RISK IS after they apply all the control measures
Items which may need consideration include:
n)Placement of safety barriers (hot exhausts / machinery);
o)Construction / safety certificates applicable to machinery / attractions;
p)Operation method / industry standard codes of practice for operating where applicable;
q)Securing Items to the ground (Bouncy Castles etc.)
r)Electrical safety inspection regime (PA Testing);
s)Safety breakers (RCD’s) required if 230v mains or generators are used;
t)Electrical safety construction – Outdoor (BS4343) connectors on extension / training leads;
u)Controls for trailing cables (cable cover, mats, routing etc.)
v)Reference to public liability insurance;
w)Control of substances (COSHH) where any chemicals are involved;
x)Portable fire control appliances required – type & size;
y)Provisions of first aid;
z)Site clearance and rubbish control
Operators may also have a care of duty to employees for slips trips and falls, cuts to hands, musculoskeletal injury etc.
7.4Risk After all Control Measures Applied
Low based on previous experience.
8Bunting Erection
This task is carried out one week prior to Carnival.
8.1Task
Erecting bunting (flags) between Braintree Rd and Market Place
8.2Hazards
See separate written scheme of maintenance and examination and risk assessment.
8.3Control Measures
See separate written Scheme of maintenance and examination and risk assessment, main controls are:
Licence from Local Authority not now required (from 2012).
Tested fixings.
Erected during a quiet period (Sunday).
Erected utilising a mobile elevated work platform (MEWP) with toe boards and rails.
MEWP to have suitable insurance and current LOLER safety certificate. Operative to be (IPAF) certified and suitably experienced.
Barriers and signage to be employed to ensure safety of driver, operative and general public (pedestrians and vehicles).
PPE - All personnel to wear high vis jackets to help ensure public awareness. Safety Harness supplied to person in MEWP.
8.4Risk After all Control Measures Applied
Low
9Traffic Management and Car Park Signage Risk Assessment
9.1Task
Control of pedestrian safety in the town. Note from 2011 the route has been reversed. The procession will leave from the Angel & Harp, proceeds via Market Place, High St, Braintree Rd, St Edmunds Lane returning its starting point.
9.2Hazards
Road traffic accident injury or death whilst watching, participating or travelling to or from the procession.
Bridge at Church End with 7.5 Ton weight restriction.
9.3Control Measures & Consultation
Road Closures to be employed in conjunction with and as agreed by Essex Police 10 minutes before the procession sets off.
Temporary Road Closure Order under Section 16 A-C of the Road traffic Regulations Act 1984 (as amended) issued by Essex County Council.
Street Collection Permit, issued by Uttlesford District Council.
Vehicles in excess of 7.5 Ton to be diverted via Bigods Lane.
9.4Task
Admittance of emergency services during procession
9.5Hazards
Person requiring ambulance, Police or fire services whilst Procession is in progress.
9.6Control Measures
Bollards situated at the bottom of Mill Lane and Top of New St to be removed by the Town Council for the duration of the procession.
9.7Task
Placement of road traffic signage and advertising signage.
Control of cars via Marshals and signage within the car park on the Recreation Ground.
9.8Hazards
Road traffic accident injury or death whilst placing signage.
Insufficient public pedestrian accesses through car park for functional and escapes purposes.
9.9Control Measures
Appointment of dedicated individuals (Traffic Management Co-ordinators).
Sign (1219 x 914 banner) indicating car park closed whilst procession re-enters the field at the Angel & Harp entrance.
The Committee placing road closure signs (in accordance with the road closure notice).
Notices, notifying the public of road closures have been displayed.
Agreed drawing / plan of recreation ground RT02.
Agreed drawing / plan of procession route RT03.
PPE - high visibility safety jackets on conforming to EN 471 Class 3Hi-Viz Jackets.
9.10No Parking Notices
Vehicles excluded from the car park adjacent to Dourdan Pavilion for pedestrian safety.
Vehicles excluded from Porters Yard residents car park adjacent to Lime Tree Hill entrance to recreation ground for pedestrian safety.
Local residents are notified by leaflet 1 week before of parking and access restrictions.
9.11Signage
All highway signage will be in accordance with the Traffic Signs Regulations and manufactured to chapter 8 of the regulations and faced with Scotchlite reflective sheeting complying with BS. 873 (Part 6 Class2) on 22 Gauge Zintex Plate.
All highway signage will be supported in metal frames with supporting folding legs weighted with sandbags as necessary or firmly affixed to street furniture via non-destructive tags.
Other signs within the car park will be designed to be appropriate for their use.
9.12Car Park Management and Signage
The Traffic Management Co-ordinator will supervise the placing of all car park signage that has been previously agreed with the Events Committee.
The Marshals will have Hi Visibility safety jackets on conforming to EN 471 Class 3.
All positioning of car parking signs will be erected at least two hours prior to the event and removed by 10.00 the following morning.
An emergency access route of not less than 3.25 meters for emergency vehicular access will be will be laid out throughout the car park.
9.13Risk After all Control Measures Applied
Low
10Crowd Control and Event Safety Risk Assessment.
10.1Task
Allow the carnival Procession to proceed through the town, allowing maximum visibility to the general public.
Control members of the general public accessing and attending the Recreation Ground
Keeping members of the public in designated areas as shown on plan RT02
10.2Hazards
Young persons running out in front of / to vehicles.
Large numbers of people lining the pavement – surges into the road.
Coins being thrown to floats and hitting a spectator or a participant.
Vehicles hitting the crowd due to defective vehicle or driver.
Overcrowding of event causing risk of personnel injury.
Unauthorised access at inappropriate points by members of the public.
Slips trips and falls due to darkness.
Vehicle borne displays hitting the crowd.
10.3Control Measures
Route changed in 2011 to reduce bottleneck in Market Place.
Vehicle speed restricted to a maximum of 5 MPH.
Committee members placed on procession route.
Letter in Programme requesting spectators do not engage in coin throwing.
Letter to vehicle owners / participants highlighting that they take care with regard to the safety of the construction of the float.
Guidance to participants published on website
PA Announcers in town to remind crowd not to throw coins.
Dedicated pedestrian access to events ground via “car park”. Letters given to local residents who use car park.
Restriction of entry to maximum capacity of event (10,000 persons) through the use of marshals at the entrances.
Orange safety fencing and metal barriers in accordance with plan RT02.
Two persons shall be appointed as safety co-ordinators to provide safety briefings in line with this risk assessment to marshals immediately prior to the event. Any additional Hazards identified will be addressed controlled at this time.
a) Procession co-ordinator – Covers activity of procession.
b) Events co-ordinator – Covers activities on Recreation Ground.
10.4Risk After all Control Measures Applied
Low
11Public Health & Safety Risk Assessment.
For the treatment of minor injuries or illness to public or participants of the event.
11.1Hazard
Person sustaining unspecified injury or illness not being able to access suitable immediate health care.
11.2Control Measures
St. Johns Ambulance in attendance in the procession and on the Recreation Ground with staff identified in uniform with phone contact between base and Marshals.
Suitably equipped ambulance based on standby at event for treatment or evacuation of injured party.
11.3Risk After all Control Measures Applied
Low
12Provision of Food Risk Assessment.
For the provision of hot and cold drinks and food sited on the Recreation ground as shown on plan RT02.
The Organisers have taken advice on food safety from Uttlesford District Council and have also reviewed the advice given by the Government Food Standards Agency (
The Carnival Organisers will not be providing food but will have both Commercial and non-commercial food vendors on site who will be providing food. It is the Organisers wish that all vendors regardless of commercial status provide food safely and responsibly. However, it is recognised that the law applicable to commercial concerns is different i.e. a food hygiene certificate is not required for volunteer groups.
12.1Hazard
Food poisoning.
Burns (non-commercial barbecue)
Gas escape / fire / explosion
12.2Control Measures
All Commercial Vendors are to be registered with their respective local authority and have a food safety management system in place.
All commercial concerns to display a food hygiene rating score – The organisers withhold the right to eject anyone with a score below 3.
All commercial vendors should be able to demonstrate that their food handling staff have completed a formal course on food hygiene and achieved at least level 2.
Non-commercial food provision to abide by basic hygiene standards. Food to be procured from reputable source, within sell by date thoroughly cooked to acceptable standard. No re-heating permissible. The following is lifted directly from the Food Standards Agency advice at
- Plan ahead - if you can prepare food in advance and freeze it, this should make things easier later but do ensure it is properly defrosted when you come to use it;
- Wash your hands regularly with soap and water, using hand sanitisers if hand washing facilities are not available;
- Always wash fresh fruit and vegetables;
- Keep raw and ready-to-eat foods apart;
- Do not use food past its ‘use by’ date;
- Keep food out of the fridge for the shortest time possible;
- Always read any cooking instructions and make sure food is properly cooked before you serve it. Even if people are waiting to eat, don't reduce cooking times;
- Ensure that food preparation areas are suitably cleaned and sanitised after use and wash any equipment you are using in hot soapy water.
Commercial concerns will display details regarding allergens, we encourage non commercial groups to do this where possible.