Hyde Park Unity Day

1998

Saturday 5^th September 1998 : 2pm-12am

Woodhouse Moor, Woodhouse Lane, Leeds LS6

A Community Event

organised by the Community, Hyde Park Residents Association

and The Burley Lodge Centre

The aim of the this risk assessment is to identify the risks to the public, participants and Hyde Park Unity Day Team volunteers, posed by the site and the festival activities and to set out the means by which these risks are eliminated or minimised. A systematic assessment has been made of the site and the festival activities with reference to the current guidelines laid down by the "Home Office Guide to Health and Safety at Pop Concerts and Similar Events". Safe systems have been devised to reduce the risks to as low as is reasonably practicable.

Hyde Park Unity Day 1998 :

Event Commences : 14.00hrs

Activities Commences : 14.00hrs

Headline Acts : 21.00hrs

Event Closes : 00.00hrs

2.1 Woodhouse Moor, Woodhouse Lane, Leeds

2.2 This is an unfenced, urban public park with existing facilities for event-goers, including a wide diversity of local shops, public houses, public toilets, basketball/tennis/skate boarding/bowling/children’s play facilities. It is identified by the road boundaries of Woodhouse Lane, Hyde Park Road, Moorland Road and Clarendon Road.

2.3 This site was the location for Hyde Park Unity Day 1996 & 1997 which were very successful and incident free. No major problem’s foreseen with this event.

3.4 Audience Demographic All ages anticipated. With the emphasis on musical attractions the Team anticipates that the majority of the audience will be between 10-50 years of age, split 50/50 male/female.

3.5 Previous experience has shown that events of this nature attract a peaceful good natured audience.

3.6 Configuration - unreserved standing 6000

4.1 Construction period : Set-up Day - 4^th September 1998, 09.00hrs-21.00hrs

4.2 Accidents prior to and during construction

We will reduce risks by;

a) LCC Building Control site inspection of all marquees, stages and other structures on 5^TH September 1998, prior to the event to ensure the suitability of all structures and that they meet with the Event Specification List (as enclosed).

b) Construction and implementation of structures to be carried out using professional and recognised sub-contractors. All structures to be checked by LCC Building Control to ensure the requirements and standards of the Public Entertainment’s Licence are met.

c) Traffic Movement

Set-up Day : Marshalled HGV access. All vehicles off-site at 21.00hrs.

d) Qualified First Aider on site during Event Set-up during construction to administer first aid should this be required. Any incidents to be recorded in the official accident book held with the Communications Officer.

e) Three Site Co-ordinators (including Health & Safety Officer) on site during 4^th – 6^th September at all times with walky-talkies and Mobile Phone facilities.

4.3 Fire during construction & event day

We will reduce risks by;

a) Providing sufficient fire extinguishers (water, CO2, dry powder) on site, backstage areas, stage/mixer/delay, marquees etc.

b) Emergency Services notified of the event during multi-agency meeting.

c) All stewards and Site Area Co-ordinators will be briefed on location and usage of fire extinguishers.

5.1 Marquees

5.1.1 There will be 3 marquees comprising of Band Tent, DJ Tent / Community Tent and Refreshment Tent . These will be erected by an experienced Tent Master, who will inspect the marquees when erected, and will be available to undertake checks if required.

5.1.2 In the event of bad weather the contractor will be on site to take a decision as to the safety of the marquees. They will also supervise preventative measures if necessary.

5.1.3 The marquees will meet British Standards for flame retardancy and a certificate of compliance will be obtained from the contractor. The marquees will be sited to comply with the fire regulations.

5.1.4 The marquee company will install suitable fire exits and signage, although it is anticipated that three to four sides of marquees will be removed on the Event Day, as appropriate.

5.1.5 Leeds Fire will provide the fire fighting equipment.

5.2 Stages

5.2.1 These wil be erected by a specialist contractor using the appropriate procedures.

5.2.2 The use of suitable mechanical assistance and access equipment will be by trained and authorised personnel only.

5.2.3 Suitable steps will be taken to protect persons at all times. Overhead working will be carried out only above cleared areas or where trained and authorised staff beneath are wearing suitable head protection.

5.2.4 All components will be assessed for good repair and suitability as and when they are used.

5.2.5 Ladders will be secured and safety harnesses will be worn wear applicable.

5.2.6 Stage construction consists of 9 x 8’ x 4’ sections raised 3’ and connected to form a flat bed steel deck stage, 24’ long, 12’ wide. The stage is covered by a scaffold support and tarpaulin roof. This will be undertaken by a registered building contractor.

5.2.7 Edges of the stage above potential falls and dark areas will demarcated by white tape.

5.2.8 Electrical risks :

(a) All electrics (equipment) will be trip (RCD) protected, installed and operated in accordance with HSE Guidance Note GS50: Electrical Safety at Places of Entertainment.

(b) Contractors will install and check their own equipment. All structures and generators will be earth bonded and will only be installed and serviced by authorised staff. This will address the electric shock and fire risks.

(c) In all cases of adverse environments, such as heavy rain, only appropriate electrical equipment will be used (eg. low voltage power tools).

(d) A signed certificate will be provided by NICIEC Registered Electrician as per condition of licence. The electrician will be available at site hand over to set up and check all equipment.

(e) Special Effects, Strobe Effects, Smoke Effects will only be operated by trained and experienced persons. There will be no pyrotechnic displays.

5.3 Other Temporary Structures

5.3.1 Bouncy Castles : outdoor standard on grass

5.3.2 Fox’s Fun Fair : 3/4 stall attractions, one adult waltzer, one child roundabout; insured and maintained

5.4 Acoustic Issues

5.4.1 The Noise at Work Regulations 1989 stipulate action levels at 85-90db(A). Ear protection will be available eg. disposable ear plugs.

5.5 Manual Handling

5.5.1 This will be avoided where practicable. Unavoidable operations will be by Crew who have received the necessary information. Sufficient volunteers will be available to ensure that manual lifting is kept to a minimum.

5.6 Site during darkness

5.6.1 During hours of darkness site will be illuminated by 6 tripod mounted mask lights 18’ in height. Six 50’ strips of festoons will be provided to light exit routes and boundaries. The site will be illuminated from 4^th September 1998 – 6^th September. Lighting sources will be fenced where appropriate.

5.6.2 Over Night Security (total 21 hours) will be in operation while organisers are off-site.

5.7 Generators

5.7.1 Two Super Silenced Units, diesel, 24 gallon drum; heras fenced; see enclosed Equipment Specification List.

6.1 Communications

a) Suitable and effective communications systems will be installed and operated. There will be one mobile phone carried by a Site Co-ordinator during set-up periods and then kept with the Communications Officers at the Communications Room for the event day.

b) There will be 10 walky-talkies to be distributed as on enclosed plan. The radio system will have ear plugs attached. Separate channels will be used by Site Security, Unity Day Team Members and Stewards Co-ordinators.

6.2 First Aid, Medical and Welfare Provision

a) First Aid provisions will be sited and provided by St Johns Ambulance, providing 4 trained volunteers equipped with walky-talkies. An ambulance equipped with a defibulator will be available.

b) Welfare provision will be provided by installing an information point with information about the event and communications equipment to obtain off-site assistance if necessary.

6.3 Risks (physical)

6.3.1 Injuries caused by crowd movement during the event

We will reduce risks by :

a) Stage areas and marquees will be open on three sides allowing excess space for audiences

b) Publicity and press coverage will be limited to the Hyde Park area and community focusing the event on a limited community; anticpated crowd of 3-4000 over 10 hours

c) All stages/marquees will be provided with appropriate low crowd control barriers to ensure stage/performance and audience areas are maintained

d) Employing an experienced and recognised security company to man the barriers who will be able to react appropriately to any problems within the marquee/stage areas. The head of security will be equipped with a radio and channel to be contacted as and when necessary.

e) Producing and publicising the event to ensure that the event is attended as a local community event.

6.3.2 Injuries caused by trip hazard

We will reduce risks by :

a) All exposed cables will be buried or flown over a structure

b) Security and stewards will be present to ensure event-goers behave appropriately around equipment

6.3.3 Fire or other major emergency necessitating evacuation of the site area

We will address this in the following way :

a) There will be an emergency procedure set in place by the Event Safety Officer and Site Co-ordinators; their decision to implement the emergency plan will be taken after joint discussion in the Communications Room which will be staffed at all times.

b) The decision to stop the event will be made jointly by the Site Co-ordinators, Event Safety Officer, Head of Security and Stewards Co-ordinators.

3. Site exits will be marked by festoon light strips off site to Hyde Park Road. The Site Areas 2, 3 and 12 will be well lit with mast lights and festoons.

d) Stewards and security will be briefed on all procedures.

e) All drapes, scrims, decorations, props will be certified in terms of fire retardancy in accordance with the relevant British & European Standards.

6.3.4 Electrical Risks to audience

We will reduce this risk by :

a) Most of the electrical equipment will be sited away from audience areas or is contained within fenced areas. Cable runs will be covered. All circuitry will be trip protected.

b) Lighting equipment which may be close to the audience will be made inaccessible where possible and will be, in all cases, trip protected. Generators will be fenced in and will only be accessible to authorised personnel.

c) All other equipment will be fenced and suitably protected against tampering and will be trip protected.

6.3.5 Risks to audience by special effects

We will reduce this risk by :

a) Strobe lights will be configured and controlled so as not to exceed 4 flashes per second, with synchronisation where appropriate to avoid a greater flash rate due to overlap.

b) If smoke machines are used on the stage they will be controlled so as not to obscure exits or exit signs.

c) There are no plans to use laser.

6.3.6 Accident risk due to topography of site

Site is a Public Park providing excess space for the event.

6.4 Risks (Environmental)

6.4.1 Noise and sound during set-up and event

We will reduce these risks by :

a) Observing the sound curfew cited by the licence conditions

b) Observing the work curfews cited by the licence conditions

c) Consultation with local residents

d) All PAs to face in to park and away from residential housing

6.4.2 Problems with litter and refuse

We will reduce these risks by :

a) Arrange with LCC Cleansing Department to provide skips, wheelie bins, bin bags and gloves to assist supervised stewards/volunteers to clean-up after the event. Liase with Recreation & Parks for back-up if necessary during and after the event.

b) A site assessment will be carried out for cleanliness prior to and after the event.

6.4.3 Traffic Movement

We will reduce the risks by:

a) Work to an agreed traffic management plan to ensure that customers can leave the site as quickly as possible to minimise disturbance to the local residents. To avoid congestion on Hyde Park Road, a Car Park will be situated at the rear of Area 13’ for stalls and band marquee and the back of the Main Stage for performers.

7.1 Risk Assessment

This Risk Assessment is intended to give a clear overview of discussions and meetings that have been had with all parties involved in the event. It is the responsibility of all parties to work together in a co-ordinated and co-operative way , to ensure that all risks and events both foreseen and unforeseen are dealt with in a professional manner with a view to minimising the risk of injury to both the audience and volunteers in the event.

7.2 Information Supplied

7.2.1 Site Plan

7.2.2 Event Specifications List

7.2.3 Stewards Briefing Information

7.2.4 Emergency Evacuation Plan

Prepared on behalf of

Hyde Park Unity Day Team 1998

by Chris Callender & Amit Roy

Site Facilitators

Site Co-ordinator & Safety Officer

James Catton