CARNIVAL GUIDES
UK Centre for Carnival Arts
http://www.carnivalarts.org.uk/resources
Visit the Carnival Arts website has an extensive resources section aimed at carnival organisers, including the following guides available through their website:
Sound systems and trucks.pdf
On the road.pdf
Health and Safety, risk assessments and insurance.pdf
Children on the road.pdf
CASE-STUDY
Bridgwater Guy Fawkes Carnival
http://www.bridgwatercarnival.org.uk/documentation.php
This page lists sample documentation that is used by Bridgwater Carnival in preparation for the annual carnival and may be useful as a reference for other organisations who are planning a similar event.
Procession:
SAFETY
Use the "Event Safety Checklist" from West Somerset Council: Your Guide to Organising a Safe Event. (see Resources section)
FIRE SAFETY
Fire Safety should be included in your risk assessment, including potential hazards to be identified in advance and suitable and sufficient means of escape in case of fire for all people present.
It is essential to provide equipment for putting out small fires, e.g. fire extinguishers, fire blankets, throughout the site. Make sure the relevant staff and volunteers know where the equipment is and how to use it. The Health and Safety Office can provide fire extinguisher training and equipment as appropriate; there may be a charge for this service. Everyone in a position of responsibility at the event should be told not to attempt to fight major fires. The Fire Brigade should be called at once to any fire, suspected or real, however slight.
Advice and guidance on fire safety is available from the government website: http://www.communities.gov.uk/fire/firesafety/firesafetylaw/aboutguides/
See the Resources section for an example: Bristol University: Fire Risk Assessment. This is a university specific document, but gives an example of a comprehensive fire risk assessment.
EMERGENCY MANAGEMENT
Establish an emergency plan and include as many potential emergency scenarios as is realistic. A successful emergency plan depends on each designated person clearly understanding their role and responsibilities in the event of an emergency. You should cover:
o Evacuation of site/venue - exits
o Location and use of on-site fire equipment
o Emergency phone/communication procedures - who contacts whom, at what point and with what information?
o Location of medical room
o First aid - identify trained first-aiders
o Communication with visitors
o Practice and amend the procedure before the event
Designate one person to manage the emergency plan and to act as coordinator in the event of an incident.
Advance planning will also allow time to liaise with the statutory authorities (i.e. police, fire and ambulance services and the local authority) and any voluntary organisations (i.e. first-aid providers) so that they can help you with planning, especially if they need to attend the event. The emergency services need to ensure that your event does not pose operational problems either at the scene or in the surrounding areas. If contacted in advance, they are likely to be able to give you more advice and support with your planning and timing, especially if you are planning an event during the summer months when there may be several events taking place on the same day/week.
Police
Contact the Police in advance and confirm the details of the event in writing, including layout, with entrances/exits, and the number of people expected.
Contact Avon and Somerset Police on their call centre number 0845 456 7000, who will put you in touch with the relevant officers.
http://www.avonandsomerset.police.uk/
Fire Brigade
Contact the Fire Safety Office local to the site. They will give advice on fire safety matters, including how the emergency services can be called, marshalling of spectators and traffic in emergency conditions, local access for emergency vehicles and provision of on-site fire-precautionary and fire-fighting arrangements.
Contact Fire services at the principal administration office:
Taunton: tel. 01823 365 352
Yeovil: tel. 01935 382 000
Devon & Somerset Fire and Rescue Service
http://www.dsfire.gov.uk/devonfire
ELECTRICAL SUPPLIES, INSTALLATIONS AND EQUIPMENT
The whole installation, including wiring, switchgear and any generator, must be installed in a safe manner by a suitably competent electrician who should provide a written certificate (NICEIC or ECA) to prove this.
The safety standard of the installation should be at least that of the current IEE (Institute of Electrical Engineers) Wiring Regulations.
Further details can be found in the Health and Safety Executive leaflet 'Electrical Safety and You' http://www.hse.gov.uk/pubns/indg231.pdf
- The supply will be protected by suitable earth leakage devices or residual current devices (RCDs), having a maximum tripping current rating of 30mA.
- Cables of the correct rating will be used for the possible load. Insulation will be clear of defects and the correct type of connectors will be used for external use.
- All supply cables, including connections to sound equipment, will be positioned so they do not cause a trip or other hazard
- Any generator being supplied will have a certificate to show it is electrically safe
- Any generator or other electrical equipment, including switchgear, will be satisfactorily barriered to prevent unauthorised access or interference.
- All electrical equipment used at the event must be in a safe condition and suitable for that type of use, i.e. in the open air where it may get wet.
SOUND: NOISE & VIBRATION
As event organisers you will need to protect your audience and staff/volunteers and local community against high noise exposure. Therefore make sure that you do a noise assessment, monitor volume levels and adjust as necessary to keep within agreed limits.
The following issues should be considered as part of an event organisation:
Music Noise
o What type of music will be played and is it live or recorded?
o Where will the music be played?
o What time will the music be played and for how long?
o Where are the nearest houses?
Fireworks
o What time will the display take place?
o How noisy will the fireworks be?
o Have local residents been advised or invited?
o Where are the nearest houses?
o Will they disturb pets, horses or livestock?
Public Address System
o Is the volume controlled?
o Will it be used as little as possible?
o Can it only be heard in the area required?
Generators
o Are they necessary - could mains be supplied?
o Can temporary shielding be provided?
o Do they incorporate good silencers?
o Are they situated away from houses?
o Will they only be used when necessary?
Check the volume of noise both on site, as well as at the neighbours' boundary. Where possible, put as much distance as possible between the noise source and any neighbouring properties as well as directing the speakers away from the properties. If the event takes place indoors and it is planned to go on after 11pm try to reduce the level of music by containing the noise, for example closing doors and windows.
Check the Health & Safety Executive 'The Event Safety Guide' for detailed guidelines.
FIREWORK DISPLAYS
Read Health & Safety Executive Guidelines:
http://www.hse.gov.uk/explosives/fireworks/using.htm
FOOD SAFETY
Event organisers have overall responsibility for all catering, sale of food, alcohol and merchandise on-site, both indoor and outdoor, and must comply with the relevant food and safety legislation and codes of practice. Guidance can be obtained from the Health and Safety Office and your local Environmental Health Unit.
There are a number of regulations you will need to comply with, including:
- Location of the food
- Design & construction of the facilities & equipment
- Cleanliness & repair of the above
- Washing facilities
- Waste disposal
- Temperature control
- Staffing including appropriate training
- Food safety practices & supervision
- Safety of temporary power provisions such as LPG, propane & butane cylinders.
Ensure that staff and volunteers handling food have adequate food safety knowledge; this may be in the form of a formal qualification such as the CIEH (Chartered Institute of Environmental Health) Foundation Certificate in Food Hygiene or by being trained prior to the event in the 'Essentials of Food Hygiene'.
You may wish to use external catering companies rather than make your own private catering arrangements, but check that they are registered with their Local Authority.
Complete Guide to Food Safety
http://www.foodlink.org.uk/
Food Standards Agency website for general food safety guidance: www.food.gov.uk
Health and Safety Executive
0117 9886000 / 0845 345 055
WASTE
One event can generate a lot of rubbish - provide an adequate number of rubbish bins around the site where they will be most required. Make arrangements to regularly empty the bins and to satisfactorily dispose of the rubbish at the end of the event.
Provide a secure area for the storage of refuse collected during the event and prior to its removal from site.
Make arrangements to regularly empty the bins and to satisfactorily dispose of the rubbish at the end of the event.
Don't forget to undertake a litter pick of the grounds after the event has finished.
For further guidance on how best to dispose of or recycle any litter generated by your event contact Environmental Health at the local authority.
Somerset Waste Partnership
The responsibility for disposal of the waste and recycling lies with the event organisers but Somerset Waste Partnership can provide guidance if contacted in advance. Contact the administration department on 01823 625700, they will then take the details and pass this on to the relevant Senior Operations Officer who will contact the organisers and arrange a meeting to take the matter forward and to give any advice required.
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