HD Event Systematic Review

• Document No.

• Event Systematic Review of ;

• Location of event
  Address

• Date of event

  Date

• Client

• Conducted on

  Date

• Prepared by

• Event Profile

• Time of year

• Indoor or outdoor

• Number of attendees / breakdown

• Number of contractors on project

• Overall Event Value

• Repeated event? Injury rate / claims history

• Promotor

• Production Team Company Manager

• Site Manager Company and name

• Competent Safety Advice - Company and named person

• SAG Local Authority

Significant Elements

• Temporary and demountable structures - non inflatable

• Crane lifts scheduled

• Rigging

• Inflatables

• Funfair or other amusements

• Complex Built Environment

• Mobile catering

• Fixed catering

• Indoor theatrical pyrotechnics

• Fireworks

• Aircraft display

• River or water hazards

• Extreme sports

• VIP/VVIP

• Loud noise or music

• Overnight entertainment

• Car parking

• Lorry and or caravan parking

• Camping

• AUDIT SCORING
  n/a - Does not apply to this event
  0 - No evidence of compliance
  1 - In early stages of development / minimum evidence / anecdotal
  2 - Evidence available but out of date or incomplete
  3 - Evidence of full compliance
  
  All questions specific to the event and not individual companies delivering the event unless the client is also the promotor and producer

Health and Safety

• Is there a safety policy statement signed and dated specific for the event

  Yes

  Partial

  Minimal

  No

  N/A

• Organisation chart

  Yes

  Partial

  Minimal

  No

  N/A

• Full communications chart

  Yes

  Partial

  Minimal

  No

  N/A

• Radio fleet map

  Yes

  Partial

  Minimal

  No

  N/A

• Defined roles and responsibilities

  Yes

  Partial

  Minimal

  No

  N/A

General Arrangements

• Build, derig schedules

  Yes

  Partial

  Minimal

  No

  N/A

• Deployment plan major services

  Yes

  Partial

  Minimal

  No

  N/A

• Drug and alcohol policy in place

  Yes

  Partial

  Minimal

  No

  N/A

• Is there a smoking policy

  Yes

  Partial

  Minimal

  No

  N/A

• Are arrangements for managing contractors detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are general arrangements for work at height detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are general arrangements for safeguarding detailed

  Yes

  Partial

  Minimal

  No

  N/A

Venue

• Venue suitable for type of event

  Yes

  Partial

  Minimal

  No

  N/A

• Site map showing diemensions

  Yes

  No

  N/A

• Capacities included

  Yes

  Partial

  Minimal

  No

  N/A

• Crowd profile

  Yes

  No

  N/A

Temporary and Demountable Structures

• Are all TDS due diligence checks detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Is the process of handover detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are all details of construction detailed, inc materials, weight limits static and dynamic

  Yes

  No

  N/A

• Are all TDS required to be affiliated to their trade association

  Yes

  Partial

  Minimal

  No

  N/A

• Have all details of inflatable play equipment usage been detailed

  Yes

  Partial

  Minimal

  No

  N/A

Ticket Management

• Ticket checking plan

  Yes

  Partial

  Minimal

  No

  N/A

• Search plan

  Yes

  Partial

  Minimal

  No

  N/A

• Arrival profile detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Queue management detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Pass outs and wrist bands detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Visiting officials policy detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Tokens and cash handling detailed

  Yes

  Partial

  Minimal

  No

  N/A

Event Services

• Contractor due dilligence

  Yes

  Partial

  Minimal

  No

  N/A

• Stewarding plan inc dot plan

  Yes

  Partial

  Minimal

  No

  N/A

• Are details of steward and security briefings recorded

  Yes

  Partial

  Minimal

  No

  N/A

• Have all stewards and security been issued emergency instruction information / booklet / leaflet

  Yes

  Partial

  Minimal

  No

  N/A

• Security plan detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Do all plans consider those with additional needs

  Yes

  Partial

  Minimal

  No

  N/A

• Noise management ES staff

  Yes

  Partial

  Minimal

  No

  N/A

• Staff welfare and time management ES staff

  Yes

  Partial

  Minimal

  No

  N/A

• Are there sufficient crowd barriers for queue and crowd movement operations

  Yes

  Partial

  Minimal

  No

  N/A

• A there sufficient staffing resources for the duration of each shift

  Yes

  Partial

  Minimal

  No

  N/A

• Are details of communicating with the public detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are there suitable and sufficient equipment resources for the event (inc emergency conditions)

  Yes

  Partial

  Minimal

  No

  N/A

• Has sufficient lighting been detailed for provision for the duration of the event

  Yes

  Partial

  Minimal

  No

  N/A

Transport Plan

• Has a TTRO been implemented where needed

  Yes

  Partial

  Minimal

  No

  N/A

• If using TM Company has due diligence been undertaken and recorded

  Yes

  Partial

  Minimal

  No

  N/A

• Off site traffic management plan

  Yes

  Partial

  Minimal

  No

  N/A

• Are all event drivers due diligence checks complete and a register held

  Yes

  Partial

  Minimal

  No

  N/A

• Are all drivers of plant qualified and certificates or licenses checked and recorded (IPAF, CSCS, CPCS, RTITIB etc)

  Yes

  Partial

  Minimal

  No

  N/A

• On site traffic management arrangements inc signage and speed limits

  Yes

  Partial

  Minimal

  No

  N/A

• High risk activities identified and managed

  Yes

  Partial

  Minimal

  No

  N/A

• Is Emergency vehicle access detailed

  Yes

  Partial

  Minimal

  No

  N/A

Noise management

• Is there a suitable and sufficient noise plan detailing times and limitations of license

  Yes

  Partial

  Minimal

  No

  N/A

• Has noise management been controlled for all staff engaged in delivering event

  Yes

  Partial

  Minimal

  No

  N/A

• Has the appropriate PPE been identified, selected and is being provided for staff and instruction of use been detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Is there an environmental noise management survey schedule detailed with identified MNL's

  Yes

  Partial

  Minimal

  No

  N/A

Welfare

• Are there suitable welfare arrangements detailed in the plan

  Yes

  Partial

  Minimal

  No

  N/A

• Have sufficient sanitary provisions been identified

  Yes

  Partial

  Minimal

  No

  N/A

• Have sufficient baby changing areas and resources been identified

  Yes

  Partial

  Minimal

  No

  N/A

• Ae there sufficient methods of giving information to public detailed, including signage and designated welfare points

  Yes

  Partial

  Minimal

  No

  N/A

Medical Provision

• Are sufficient medical provisions detailed for type of event

  Yes

  Partial

  Minimal

  No

  N/A

• Has a schedule of deployment been detailed for all phases

  Yes

  Partial

  Minimal

  No

  N/A

Waste Management

• Are general arrangements for waste detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Is the event accredited to ISO 20121 or applying principles of sustainability management

  Yes

  Partial

  Minimal

  No

  N/A

• Has an onward waste management process been detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Where amnesty bins are used are security protocols detailed

  Yes

  Partial

  Minimal

  No

  N/A

Weather Management

• Are details of weather monitoring detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are weather action limits and values detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are significant TDS structures fitted with an integral anemometer that feeds data to event control

  Yes

  Partial

  Minimal

  No

  N/A

• Are weather related pre scripted messages prepared to inform public of weather hazards

  Yes

  Partial

  Minimal

  No

  N/A

Electricity

• Are all generators supplied with appropriate documentation

  Yes

  Partial

  Minimal

  No

  N/A

• Are all fixed electrical supplies tested and in date and evidence recorded

  Yes

  Partial

  Minimal

  No

  N/A

• Is there an appointed certified electrician available during all event phases

  Yes

  Partial

  Minimal

  No

  N/A

• Are back up systems detailed for critical services

  Yes

  Partial

  Minimal

  No

  N/A

• Are details of temporary electrical circuit handovers detailed

  Yes

  No

  N/A

Barriers and Fences

• Are all barriers selected appropriate for task

  Yes

  Partial

  Minimal

  No

  N/A

Gas Safety

• Are temporary gas services processes and procedures detailed

  Yes

  No

  N/A

• Are all fixed gas supply processes and inspection regimes recorded

  Yes

  No

  N/A

Production Safety

• Is there a stage manager or producer on duty for each main element

  Yes

  Partial

  Minimal

  No

  N/A

• Are laser safety issues detailed incl NOHD and MEL

  Yes

  Partial

  Minimal

  No

  N/A

• Has audience scanning been banned at the event

  Yes

  Partial

  Minimal

  No

  N/A

• Has strobe safety been detailed recorded and communicated to operators

  Yes

  Partial

  Minimal

  No

  N/A

• Have indoor pyro plans been detailed and test firing scheduled

  Yes

  Partial

  Minimal

  No

  N/A

• Are fireworks display plans suitable and sufficient

  Yes

  Partial

  Minimal

  No

  N/A

Risk Assessments

• Is there a general event risk assessment

  Yes

  Partial

  Minimal

  No

  N/A

• Has a counter terrorism risk assessment been conducted by Police

  Yes

  Partial

  Minimal

  No

  N/A

• Is there a crowd safety risk assessment

  Yes

  Partial

  Minimal

  No

  N/A

• Is there a Traffic risk assessment

  Yes

  Partial

  Minimal

  No

  N/A

• Is there a noise management plan risk assessment

  Yes

  Partial

  Minimal

  No

  N/A

• Have significant manual handling risk been assessed

  Yes

  Partial

  Minimal

  No

  N/A

• Is there a specific fireworks risk assessment

  Yes

  Partial

  Minimal

  No

  N/A

• Is there a production element risk assessment

  Yes

  Partial

  Minimal

  No

  N/A

Fire Safety

• Is there a fire safety management plan

  Yes

  Partial

  Minimal

  No

  N/A

• Have site plans and occupancy capacities been detailed for all spaces inc evac times

  Yes

  Partial

  Minimal

  No

  N/A

• Has a responsible person been identified (per RRFSO)

  Yes

  No

  N/A

• Is there a venue fire risk assessment available for event planning putposes

  Yes

  Partial

  Minimal

  No

  N/A

• Has an event fire risk assessment been conducted

  Yes

  Partial

  Minimal

  No

  N/A

• Ignition and fuel sources

• Fire spread

• Fire warning system

• Fire Fighting Equipment

• Training

• Evacuation Routes

• Specific persons at risk

• Action plan

Emergency Plan Framework

• Does it detail what constitutes emergency for this event

  Yes

  Partial

  Minimal

  No

  N/A

• Are emergency roles and responsibilities detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Is the process for declaring emergency incident detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Are there clear and concise immediate actions for reasonably foreseeable scenarios

  Yes

  Partial

  Minimal

  No

  N/A

• Are clear evacuation protocols detailed for all staff and general public at the event

  Yes

  Partial

  Minimal

  No

  N/A

• Are clear and concise emergency evacuation processes and procedures detailed for VIP & VVIP's

  Yes

  Partial

  Minimal

  No

  N/A

• Are details of a grab bag detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Have RVP's been identified in planning

  Yes

  Partial

  Minimal

  No

  N/A

• Have emergency communications with staff been clearly defined, detailed and communicated

  Yes

  Partial

  Minimal

  No

  N/A

• Have adequate preparations for emergency communication with the crowd been detailed

  Yes

  Partial

  Minimal

  No

  N/A

• Has adequate event emergency readiness testing been planned for prior to the event

  Yes

  Partial

  Minimal

  No

  N/A

• Has a suitable transfer of command protocol been agreed and recorded

  Yes

  Partial

  Minimal

  No

  N/A

• Have suitable details been prepared for media management

  Yes

  Partial

  Minimal

  No

  N/A

• Have suitable arrangements been made for monitoring and management of social media

  Yes

  Partial

  Minimal

  No

  N/A