Risk Assessment & Method Statement
Adam and Brogan are Directors of Bluebird North Events Ltd and will be the main points of contact for all enquiries. This document outlines our standard procedures prior to each event. In addition, we will fill out a Risk Assessment Form for each event.
For each event we will assess the hazards, how they may harm people and what we are already doing to control the risks.
- Hazard: anything that has the potential to cause harm
- Risk: the chance of that harm occurring
To the very best of our ability, we will implement health and safety measures at our events to ensure the safety and enjoyment of all involved.
We will always adhere to audience circulation capacity of the venue / space in which the event is taking place in. We will always comply with all the terms set out by venue owners / management.
At events we may hire hire, or organise for, other stalls or entertainment providers to be in attendance to enhance our events – the “providers”. This may include food and/or drink providers, a bar or other alcohol point of sale, craft stalls, face painting, entertainment or other supplier / activities.
Where licensable activities are taking place, we check all licenses are in place with the provider. We cannot be held responsible where information requested by us has been falsely provided or withheld.
At events, Adam and Brogan are the main points of contact on the day. This may change in cases where we are not solely in control of the event, including partnership events and where we are acting as a supplier or contractor.
We will often have friends and/or family members to help us out and act as our staff, these are our “responsible people”. They will often help us out with tasks such as setting up or showing guests to their seats. (Thank you!)
Prior to an event start, all responsible people and providers will be briefed on the key findings following completion of our Risk Assessment Form and they will:
- Know the locations of toilets, each entrance and exit point, including all emergency exits, first aiders and event / venue managers
- Be aware of crowd circulation, the flow of people in and out of the event, and pinch points or places where overcrowding could occur during emergencies
- Know their location(s) during the event, especially at event start and end times
- Know evacuation plans and routes in case of an emergency
- Be told any other key findings of the risk assessment not mentioned above
Escape routes and exits
Prior to an event we will:
- Plan escape routes and make sure they remain available and unobstructed for the duration of the event
- Make sure all doors and gates leading to the final exits, as well as site exits themselves, are available for immediate use at all times.
- Consider signs for people unfamiliar with escape routes
- Check emergency routes and exits:
- are unlocked – if security is an issue they should be staffed not locked
- are free from obstructions
- open outwards in the direction of escape
We will also consider:
- the demographic and number of people using the premises
- escape time
- the number and complexity of escape routes and exits
- assembly points
- assisted means of escape/personal evacuation plans;
In general there should normally be at least two escape routes from all parts of the premises, but a single escape route may be acceptable for smaller events.
It is our duty to prevent and mitigate the risk of fire at an event. We will take adequate and appropriate fire safety measures to minimise the risk in the event of a fire.
The enforcing authority will have the power to check that we are complying with our duties. They will look for evidence that we have carried out a suitable fire risk assessment and acted upon the significant findings of that assessment.
We follow these guides for our risk assessments:
- Fire safety risk assessment: small and medium places of assembly
- Fire safety risk assessment: theatres, cinemas and similar premises
We will complete a Risk Assessment Form prior to each event, which incorporates the fire safety risk assessment.
We will do our best to ensure that electrical installations and equipment at an event are properly selected, installed and maintained.
We make sure all electrical apparatus, including extension boxes and cables, is regularly checked by us. We will check our equipment each time it is transported or taken out of storage. If there is damage to any electrical part, it will be checked and then repaired by a competent person or replaced.
There will always be at least one qualified first aider present among our responsible people. We will have a basic first aid box available, however instructions of the first-aider are to be followed at all times, especially when there may be a need to call 101 or 999.
The National Counter-terrorism Security Office have produced specific advice to help mitigate the threat of a terrorist attack. The key message for the public is ‘Run, Hide, Tell’.
- Run – to a place of safety. This is a far better option than to surrender or negotiate. If there’s nowhere to go, then…
- Hide – it’s better to hide than to confront. Remember to turn your phone to silent and turn off vibrate. Barricade yourself in if you can. Then finally, and only when safe to do so…
- Tell – the police by calling 999
Under UK copyright law, screenings films to audiences outside of the cinema or home for entertainment purposes requires a licence from the copyright owner or their representatives before doing so. A Single Title Screening Licence (STSL) allows the screening of films on a Title-by-Title basis.
We obtain our STSLs through FilmBankMedia. We include our license details when applying for our Temporary Event Notice.
Temporary Event Notices
We will always apply for a Temporary Event Notice (TEN) prior to advertising a film, unless the license is covered by the venue in which the event is taking place.
If we apply for a TEN, the council will send copies of our application to Derbyshire Police and the Environmental Protection team, who have the right to object or request further information or procedures.
They can object to our TEN application if they believe our event is likely to;
- lead to crime and disorder
- cause a public nuisance
- be a threat to public safety
- put children at risk of harm
We will have the TEN available on site during the event.
Sale of alcohol
For events where alcohol will be available for sale, this will either be covered by the venue’s license, or our TEN. Sale of alcohol will be declared when applying for our TEN.
Where we have hired, or have organised for, alcohol providers to be in attendance, they will be licensed for the sale of alcohol and also have their own insurances in place.