Since 1974 we have had to manage the health and safety side of our business in a more professional manner, but now almost twenty years down the line some of us still have very little or no knowledge of what is required. One can't help but think that if the legislation was pertaining to our wage packets then it would have been done and dusted many years ago!

I can imagine the pained expression on the event promoter's face as another Health and Safety requirement hits the doormat. "Another paper chase" is just one of the many regularly used clichés. Sadly some may say, none of this will go away it's here to stay and if and when you're in a position to take a step back and look globally at the reasons why, this is a good thing. The legislation is there to protect all and in the case of the promoter, this can prove invaluable.

Event promotion opens up a whole 'can of worms' in the world of health and safety, not only do we have to climb the mountain of risk assessments but we also have to consider safety policies, method statements, action plans, training and on site representation during events.

There are several processes that have to be addressed to ensure that we align ourselves with the current legislation. Before this it is important get to get a clear picture in your mind of the differences between Employers and Employees, Promoters, Sub Contractors, Contractors etc. then we can get down to the nitty gritty and this is when the real work starts. Don't however underestimate the above, it is necessary for you to understand these terms as many of them are as different as chalk and cheese

When you write your safety policy (safety what? - I'll explain later), the difference between the meaning can have legal implications and once again your head is on the block.

Many promoters, having never received or considered formal health and safety training find all of this a potential minefield, others often pay it 'lip service' and some don't even go there! However some do address the situation in a mature manner and deal with each aspect in well-structured way.

For the health and safety consultant the majority of event work is 'bread and butter stuff' however, some of the tasks do pose problems. Risk assessing the truck with a fire breathing jet engine trapped to it or two monster trucks crushing cars at speed requires a modicum of thought when compared to the average trade stand or camping facility. Do not however become complacent about the every day jobs, by the law of averages they're the ones that will come around and 'bite your ass'.

There are quite a few systems to put into place, but don't fear once the initial hard work is done it's then a question of reviewing and updating records and putting in new measures for any new processes.

Risk assessment is a major issue that initially takes a lot of setting up, but once in place is relatively easy to manage. Every aspect of event promotion must be formally risk assessed, the assessment being recorded and a date programmed in to ensure a review. Some of the assessment is the duty of the promoter, other is the responsibility of the contractor, be that a trade stand holder, stunt person or service provider.

Regulation 3 of the Management of Health and Safety at Work Regulations (MHSWR) 1992 states that:

' a risk assessment must be carried out by a competent person for the purpose of identifying the measures that employers must take in order to comply with their duties under all applicable health and safety legislation'.

Due to the size and nature of event promotion, there are a wide range of activities to cover, potentially making risk assessment a very time consuming activity. To minimise this and to avoid the 'reinvention of the wheel', or worse having an inconsistent approach and outcomes, consultants are making a package of generic risk assessments available to promoters.

An additional guidance document should be included which provides practical guidance on how the assessments are be used.

The regulation goes on to say that with regard to risk assessments:

'Every employer shall make a suitable and sufficient assessment of -

the risks to the health and safety of his employees to which they are exposed whilst they are at work; and

the risks to the health and safety of persons not in his employment arising out of or in connection with the conduct by him of his undertaking.'

How many promoters consider the great number of people that visit show-grounds during set up and take down? He is still the responsibility party in this case should injury or death occur at this stage.

The MHSWR also covers self employment, these persons also have to provide risk assessments covering both himself and others.

Although I have only scratched the surface of risk assessing and barely mentioned health and safety policies, action plans and staff training etc, you can see that this is a serious issue that needs to be addressed.

So, have you considered any of the above? Have you as the promoter or contractor even considered risk assessments, staff training, safety policies etc? Gone are the days when you could hire a fork truck and let Fred off the leash for an hour to get used to it, killing two sub contractors and destroying a million pound stage set in the process. Fred now has to have a certificate, the appropriate certificate and...it has to be up to date! Otherwise when the sticky brown stuff hit's the rotating blades, it's you the promoter that will be wearing the shiny handcuffs.

Regardless of your present approach, this legislation is in place and you are liable should anything occur. Non conformity carries with it very heavy fines and the Health and Safety Executive is a very powerful organisation who have in some cases prevented organisations trading for persistent or serious offending.

In the next article, I will endeavour to delve into the various elements in a little more detail, but once again don't worry, it'll be kept simple. That's the key!

Should you require further information, contact Glenn Ramsden on 07905 068531 or email info@uk-event-safety.co.uk