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| - Consider the setting up of decorations, tables or other equipment
- Is there a way to remove or limit the need for manual handling?
- Can you reduce the load?
- Always check the route ahead of carrying to make sure it is suitable and does not impact visibility or stability
- For large items ensure 2+ people are lifting
- Use safe lifting techniques and/or trolleys
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| - Consider how you will manage flow and minimize obstructions to thoroughfare
- Only 2 people behind each stall at all time
Stewards and/or security – consider how many are appropriate for the size of your event, how they are identifiable, and their responsibilities. Cap ticket sales Managing entry and exit flow – what is the queuing system? Are there barriers to aid a steady flow?
- Consider how travel is coordinated and how participants are communicated with
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| - If possible, use PDQ to minimize cash handling
- Ensure someone always stays with money
- Deposit money as soon as possible
- Follow Union cash handling guidance
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| - All vehicles used for travel must have working seat belts, to be worn at all times.
- Drivers must carry a full driving license.
- Drivers to follow speed limits and rules of the road, be fit to drive (no alcohol/drugs, no driving while sleepy).
- Vehicles used must be in good condition and with valid MOT, road tax and insurance.
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| - Cloakroom and/or security at venue.
- Ensure accommodation/rooms are locked and encourage attendees not to bring high value items on the trip.
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| - Cancel the event if extreme weather is forecast.
- Encourage attendees to wear appropriate clothing.
- Provide water stations and shaded areas for rest.
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Unsuitable ground / surfaces | - Inspections of grounds prior to activity.
- Appropriate footwear.
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| - Ensure time is allocated for breaks.
- Provide water and refreshments.
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| - Check equipment regularly to ensure it is safe to use, especially if it is fixed outdoors e.g. football posts.
- Poor/damaged equipment will not be used.
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Inexperienced participants | - Briefing and monitoring by qualified/experienced instructor.
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| - Serve pre-packaged foods only which do not require temperature control.
- Ensure all items are individually packaged with allergens displayed or allergen sheets are marked correctly next to foods.
- Any home baked goods will be dry and able to be served at ambient temperature.
- Home baked goods will be labelled as such will all ingredients displayed.
- Collect information about attendee allergies upon sign up.
Note: Allergies can be added as a separate hazard for non-food related activities e.g. facepainting, makeup, henna – controls may include attendees having access to ingredient lists, patch testing or bringing and applying their own makeup only. |
| - Individually package items
- Use different utensils per item
- Provide gloves and frequently wash hands.
- Clean surfaces and equipment with disinfectant.
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| - Sober stewards present
- Have water freely available e.g. jugs of water on each table
- Discourage overconsumption and ensure non-alcoholic options available
- Limit ‘free’ drink tokens available to maximum 2 per attendee
- Reference bar/restaurant policy to not serve intoxicated people
- No alcohol use prior to or during performance/physical activity
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| - Topics and content are communicated to attendees prior to the event e.g. in advertising of event, or in briefing at start of event.
- Signpost who/where attendees can raise any concern and get support.
- Monitor Q&A sessions.
- Include a moderator to ensure content shared is appropriate and not offensive in any way.
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| - Signposting how attendees access support e.g. ensuring stewards are present and easily identifiable.
- Escalation procedure in the event of an incident or issue.
- Volunteers/Stewards - consider time for breaks/rest, briefing prior to event.
- Communication channels e.g. sharing committee member contact details or creating messaging group.
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| - Mandatory sign-ups and registration
- Briefed on emergency procedures
- Attendees indicated by a different colour wristband for example.
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Young persons (under 18s) | - Track attendance e.g. registering attendees on arrival.
- No 1 - 1 supervision between volunteers and attendees
- No under 18s to participate in high-risk activity
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