Draft Safety

Health and Safety

The objective of these various pages is to provide guidance some basic safety guidance to all event crew. It is likely that some if not most of you will already be aware of information provided from your workplace; however some may not, especially in the context of the event environment.

As a volunteer we understand that your time is precious and we do not expect everyone to read all of PD's safety policies and risk assessments. We do ask that all crew read and comply with the requirements set out in the links under General heading below. For more specialist roles you will find additional information under the relevant heading below.

If you do have any safety concerns please contact:

Accidents and Incidents

At Profound Decision we expect all accidents and incidents, no matter how trivial they may at first seem, to be logged, reported and investigated so that we can do everything we can to prevent further issues.

In some cases, Profound Decisions also has a legal obligation to ensure that incidents, diseases contracted or made worse in the workplace and dangerous occurrences are reported to the Health and Safety Executive. This is under specific regulations, The Reporting of Incidents, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013.

Accidents and incidents can largely be broken down into the following categories: -

Any accident or injury to anyone attending the event reported to crew/refs or First Aid, however it may have been caused.
Any fire, property damage, gas leak, theft, or burglary.
Disturbance or violence involving participants, staff/volunteers, or both.
Incidents of participants not acting in a safe manner during simulated combat.
Medical diagnoses of staff/volunteers suffering from occupational diseases including carpal tunnel, syndrome, occupational dermatitis, and occupational asthma (these are rare and very, unlikely).

You must report any of these issues to your head of department immediately. They will take some details from you and report up the chain.

Chemical Use

Volunteers and staff members should only uses chemicals provided by Profound Decisions. Never bring your own cleaning chemicals into crew areas without permission.

How dangerous is the chemical I am using?

<Inert and image from HSE of symbols>

What should I do before using chemicals?

Make sure you are working with enough space that no other person not involved in the activity will come into contact with the chemical. If you need to ask people to move please do so in a polite manner.
Check the label. Is this the correct chemical for the job? Ask your department head if you are unsure.
Never mix chemicals. Make sure equipment is clean and rinsed before using.
Check if any personal protective equipment is needed. Profound decisions will provide this where required.

What do I need to wear

It is unlikely you will be asked to use extremely dangerous chemicals but it is important to know what Personal Protective Equipment to wear.

Corrosive

Gloves and goggles

Acute toxicity

Gloves, goggles and mask.

Health hazard

Gloves, goggles and mask.

Serious health hazard

You should not be using this item as a member of crew unless you are undertaking a specific role in which you have additional information and training provided.

What about chemical that are hazardous to the environment?

There is a risk to the local environment if these chemicals are not disposed of safely.

DO NOT empty containers/buckets of any chemicals (used or not) with this symbol into hedge rows or bushes. Your department head will have a plan in place for disposing of them in a safe manner, please speak to them.

Equipment - general

Equipment will be purchased having regard to the task for which it is intended to be used, the environment in which it will be placed, and to best ensure the safety of everyone at the event. Every effort will also be made to ensure that equipment is maintained in a safe condition.

Never use equipment you have not be trained or asked to use.

Pre use checks

Check all equipment provided is in good condition before attempting to use it. This includes lrp safe weapons, tools and other equipment. Do not use broken or damaged equipment, take it out of use and report to your department head.

Electrical equipment

You must not bring your own electrical equipment in from home for use on event activities without prior approval.
All electrical equipment used to have been Portable Appliance Testing (PAT) completed. Items with have a sticker indicating their last test date, this should be no more than 12 months prior.
Do not use electrical equipment in puddles/rain.

As well as checking for the PAT sticker you should always do a pre use check for the following:

Damaged cables
Cracks
Loose wires
Water
Other damage

If damaged is found do not use and report to your department head who will take it out of use and label it ‘Do not use’.

The use of extension cables to be closely controlled and only permitted if fully unwound and appropriately fused where possible.

Ladders

Please follow the below guidance when using ladders or steps.

Ladder/stepladder to be positioned where it will not be pushed over e.g. by vehicles, walked into or under by persons, or exposed to other hazards e.g. from doors or windows. If this is impractical you may need to close the area off.
Ladder should be set at a 75 degree angle (one unit out for every 4 units up). Steps must be fully opened and locked in place before use
Visually checked before use to ensure in good condition including feet, stiles and rungs. No contamination to be on the feet that could result in them slipping.
Avoid using in the rain where possible.
Users to wear appropriate footwear that is dry, have a good grip and less likely to make them slip on the ladder.
Only one person to use the ladder at a time.
3 points of contact maintained on the ladder/stepladder except for very brief periods of time.
Two person operation for use. Second team member to assist by steadying ladder and passing equipment / tools.
Do not stand on top three steps of step ladder/ladder as these provide hand hold.
Avoid sideways working whilst on the ladder and avoid over-reaching.

After using the ladder ensure it is put back where you found it. They be stored securely and not exposed to a risk of damage or adverse weather.

Fire Safety

Alongside the information provided to all participants found here we require crew to have some additional knowledge so that you may keep yourselves and others safe.

Fire equipment

If there is an increased risk of fire in the area you are volunteering suits fire fighting equipment will be provided.

Reporting fire risks

If you see any fire safety risk please report it to your department head.

For example;

uncontrolled fires
smoking in restricted areas
fallen gas cylinders
sparks or damaged electrical equipment in use
misuse of equipment

Manual Handling

There are numerous activities at our events that involve lifting, carrying, pushing, and pulling – also known as ‘manual handling’. Most of these tasks are like those that we do in our everyday life. However, some of them we may have to do more frequently when at events or may involve larger, heavier, or more awkward loads. Others may involve movement over longer distances or the need to negotiate changes in level that we may not be faced with at home. For these reasons, some tasks will present a risk of injury to the person performing them, such as muscular strains or the spraining of joints. There will be occasions where sharp items may need to be handled, such as a broken item, presenting a risk of cuts/lacerations if handled directly.

Because of the above-mentioned risks, we provide the following advice to help avoid accidents or injuries.

People are different!

The ability to carry out physical work such as manual handling will vary between people, e.g. with age, fitness, etc. and also for the same person over time, e.g. as they age, become more or less fit, suffer injuries or illness.

Do not assume that everyone is capable of a particular task just because one person is able to carry it out easily. Do not push yourself to breaking point or risk injury, ask for help and take breaks as you need to.

Certain conditions can make persons more susceptible to manual handling injuries, even if they might otherwise be considered likely to be capable of a particular task.

These include;

Pregnancy and nursing,
Any existing upper limb problems
Any existing back problems
Hernia, etc.

If you are asked to assist in a manual handling task and it is not safe for you to do so, simply explain that you cannot help - you do not need to provide details why.

Before moving an object or load

If you cannot identify or judge the weight of a load investigate before lifting. For large objects you may need a vehicle to safely move over a long distance or even lift it in the first place.
If necessary, loads should be broken down to a more manageable weight, especially in cases where help from another member of staff is not available.
Help should always be sought from colleagues to move heavy or awkward objects that cannot be split into smaller, or more manageable, loads.
Make sure the load is evenly distributed where possible, consider how it will be moved it the weight distribution is uneven. For example you may need more people on one end than another. Note unstable loads will be more difficult to handle so the safe maximum load for each person will be reduced.
Sensible footwear which gives a good grip and allows for good balance must be worn.
Examine the route to be taken; is it well lit, are there steps or changes in level, are there any obstructions or trip hazards that need to be moved out of the way, etc. Do you need someone to clear a path as you move?
For a long lift, consider resting the load midway to change grip.
Look at where the load is to be moved to. Can it be put down safely and easily or is there any need to move other items to create space?
Are there any sharp edges on the load? If so cover them or wear protective gloves.
If the load needs to be lifted by straps, are gloves needed to stop these cutting into hands?

When lifting and carrying

Adopt a stable position

The feet should be apart with one leg slightly forward to maintain balance (alongside the load, if it is on the ground).
Try to stand close enough to the load to have the center of weight of the load as close as possible to the body. If the load is on the floor placing feet to the sides of the load can help (having feet square against one side will “push you away”).
Be prepared to move your feet during the lift to maintain a stable and balanced position.
Avoid tight clothing or footwear which may make this difficult.

Keep the load close to the waist

Keep the load close to the body for as long as possible while lifting.
Keep the heaviest side of the load next to the body.
If a close approach to the load is not possible, try to slide it towards the body before attempting to lift it.

Get a good hold

Where possible the load should be hugged as close as possible to the body. This may be better than gripping it tightly with hands only.

Start in a good posture

At the start and end of the lift, slight bending of the back, hips and knees is preferable to fully flexing the back (stooping) or fully flexing the hips and knees (squatting) where possible.
Don’t flex the back any further while lifting or lowering.

This can happen if the legs begin to straighten before starting to raise the load.

Avoid twisting the back or leaning sideways especially while the back is bent

Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better than twisting and lifting at the same time.

Move smoothly

The load should not be jerked or snatched as this can make it harder to keep control and can increase the risk of injury.

Put down the load then adjust

If precise positioning of the load is necessary, put it down first, and then slide it into the desired position.

Slips Trips and Falls

Slips trips and falls are one of the most common causes of injury. Even if many trips or falls might only result in minor injuries, if the circumstances that allow trips/falls to happen are allowed to continue, there is a risk that a more serious accident could occur.

There are locations such as the battle field and skirmish areas where there is a higher risk of slips and trips. Where possible you should wear footwear with good ankle support to reduce the risk of injuries in these areas.

To help with reducing the risk of accidents in other areas please:

Keep paths/walkways as clear as possible. Limit trailing cables including extension leads and data cables. Report any failed lighting to your department head. Where possible carry a torch during night time hours. Aim them low when moving around and do no shine in other peoples faces. Tidy equipment away when no longer in use. Do not climb on equipment/structures, use ladders and follow the ladder safety advice.

Terrorism for crew aka Martyn's Law

A new law is currently going through parliament regarding safety measures in place in the event of an attack/preventing attacks. More information will be added here as and when the law passes and risk assessments are completed.

Currently plans include:

Gates to be monitored throughout the event.
Security check point, tickets to get in all the time

If you see any suspicious activity please report it to us immediately so action can be taken.

Outdoor safety

As mentioned in the slips, trips and falls page there is an uncreased risk whilst playing outdoors due to many factors caused by the weather, being sensible you can take steps to minimise this risk and ensure your own fun.

Appropriate clothing

In hot temperatures please wear loose fitting and light clothing as much as possible. Where duties or encounters require the use of heavy clothing or costume ensure you hydrate, take to shade and take breaks.
In cold temperatures please wear warm clothing, consider hats and gloves which can be easily removed for duties and encounters.
Hot

Remain hydrated.

Take breaks out of the sun where possible.
Keep an eye out for signs of dehydration in yourself and others. If you feel unwell please report to first aid or welfare.

Cold and Wet

Keep warm.
Take breaks in warm/sheltered places where possible.
Consider clothing and sleeping arrangements. Do you have water proof layers to go over your clothing/costume?
Keep and eye out for signs of hypothermia in yourself and others. If you feel unwell please report to first aid or welfare.
Before encounters where there are additional considerations such as light levels, slippery surfaces or drops you will receive additional briefings. We will also have safety refs in place on battles and skirmishes, you MUST listen to them and follow their instructions.

Lrp safe combat and other event activities

It is important that you understand the safety rules around event activities. More information is provideded here:

Simulated combat and other lrp event specific information

Safety Specific to Roles

These sections also outline any requirements for due diligence checks (aka checklists and documentation), experience and any qualifications legally required.

Note that you are not permitted to undertake any work in these areas without express permission from the department head.

Construction

Only volunteers with appropriate experience or qualifications are permitted to be involved in the construction of temporary structures.
Upon completion of structures the department head must complete a check of safety elements which includes looking for loose items, instability etc.

Driving site vehicles

Only volunteers with appropriate experience or qualifications are permitted to drive vehicles such as cars (this does not include heavy plant equipment such as CAT etc.)
Vehicles seat belts, windscreen (check for visibility), lights, wheels and breaks must be checked before use. Damage to any of these items should be reported to the department head and the vehicle not used until repairs are made.
Guidance on risk and mitigating them can be found here Vehicle safety
You must follow traffic safety advice found here <insert traffic page link from main wiki>

Electrical set up

Only volunteers with appropriate experience or qualifications are permitted to engage in the setting up of the sites electrics, including the generator.
You will be required to completed set up check lists at each event. This will include looking for signs of damage, correct set up and safety equipment in place.

Fire marshal

Only volunteers with appropriate experience or qualifications are permitted to take on the role of fire marshals.
You will be responsible for fire safety patrols, evacuation of participants and tackling small fires to facilitate evacuations.
You will be required to completed set up check lists at each event to ensure all equipment is in place. This will include looking for signs of damage, correct set up and safety equipment is in place.

Food safety (Welfare)

Volunteers must be trained in food safety to at least a level 2 standard so that they can safely handle and monitor;

Food deliveries - In date, packaging in good condition, temperatures etc.
Food storage - Where possible all food is stored in sturdy plastic containers to prevent pests. Fridges and freezers maintaining temperatures.
Food cooking - Following UK safety guidance.
Allergen safety - the simplest method of maintaining safe information is to keep items in original packaging. Where cooking for groups then keep the ingredient packaging separate until after the meal so information can be referred to where required.

A copy of Profound Decisions food policy can be found here.

You will need to trained separately on maintaining food safety records which will include;

Deliveries
Storage including fridge temperatures
Cooking

Make up and Costuming SFX

Only volunteers with appropriate experience may take on this role.

You will be required to maintain safe standards including:

Cleaning of equipment before and after use
Checking with NPC's for allergies before applying make up, and selecting a safe product
Ensuring skin tests are complete before applying make up
Maintaining a tidy space to avoid leaks and spills

Plant - heavy equipment such as CAT etc.

Only volunteers and crew with appropriate qualifications and authorisation may handle the heavy equipment.

You will be responsible for pre use checks and safe use of the vehicle.
Where possible should always be used outside of event opening times, there will be times where it must be used during events. Under both circumstances spotters MUST be used.
There are additional risks when using at an event. Details of these can be found here Vehicle safety.

Power tools

Only volunteers authorised by the site manager are permitted to use power tools. They will access your knowledge, training and experience before being allowing you to use the equipment.

Where possible you should read the user manual for any equipment you are going to use, especially if unfamiliar with the design.

Before use you must check for the following:

damage (apart from light scuffing) to the supply cable, including fraying or cuts.
damage to the plug or connector.
damage to joints, including taped joints in the cable.
the outer sheath of the cable is effectively secured where it enters the plug or the equipment.
the tool has been subjected to conditions which make it dangerous to use, for example;it is wet or excessively contaminated with dirt.
damage to the external casing of the equipment.
loose parts or screws.
evidence of overheating (burn marks or discolouration).
evidence of PAT and it is in date.

If there are any issues you must not use the tool and report it.

Before using the equipment consider the following:

Weather conditions. If it is raining the equipment may not be suitable for use, wait for it to stop raining or use under cover. In hot summers some works should not be undertaken near very dry grass due to fire risks etc.
Using ladders or other equipment to access the job. Can the tool be used at ground level and then items worked on hoisted up into position?
Weight of equipment, especially when working at height.
Are cables causing hazards?
Have you closed off the area so other participants are not in danger.
Do you have the correct PPE for the job? Goggles, gloves, coveralls or face mask? Maybe even ear defenders.

Pyrotechnics

Unless explicitly authorised by the site manager you may not touch pyrotechnics' under any circumstances.

They should only be used as directed by the manufacturers and within safe distances of other participants. *
Fire fighting equipment MUST be available in the immediate area to deal with small fires that may arise.
The first aid team must be aware of when and where pyrotechnics will be used.

Security

TBC

Working on the bar - gas, beer barrels and line cleaning

Safety issues to consider for beer line cleaning before events.

Only PD approved chemicals used, guidance from supplier used to clean lines.
Volunteers only permitted to handle/store chemical after receiving training & instruction in safe use, extra to basic COSHH training.
Close fitting goggles and corrosive resistant gloves must be used.
Safe and suitable storage of chemicals at all times. Store below 1m in height to prevent overhead spillages and away from public areas to prevent unauthorized access.
Volunteers only permitted to carry out task after receiving training & instruction in safe use.

Clear procedure for flushing pipes after cleaning:

Water run through pipes until and acceptable PH level is present, being 7 in this case.
Lines should be cleaned only when bar is closed.
Place warning sign on taps to ensure others are aware when line cleaning is taking place.
Litmus paper to be used to test line is chemical free both following flushing prior to service to customers.

Safety issues to consider when handling beer barrels.

Full barrels & kegs are rolled and hands kept on top of container to control movement.
No person to lift/move or attempt to life/move any item that requires excessive effort. Use two people or more if required. Load shared with someone of similar build/ height
Barrels / kegs must NOT be lifted by one person.
Barrels stacked no more than 2 high.
Stacks are stable and not positioned along a main passageway or emergency exit route.
Adequate space around barrels where reasonably practicable to allow easy access and remove the need to overstretch.

Challenge 25

If someone attempting to purchase alcohol appears under the age for 25 you should ask them for ID.

You will need to undertake formal accredited online training before being permitted to sell alcohol on site from the bar.

Information for public wiki reorganised and consolidated

To do:

Rename Event Safety - Combat safety

Link the fire safety page - Note for RobW that it may need expanding to be inline with policy - think Gas and assembly points for various parts of site.

Link from the safety page to Children as it includes safety information - does not need any rewrite - just makes it more clear there is safety information there too.

Add a page about Outdoors - this will be the page that the crew link goes to. Ensure it's name correctly for public use and covers all participants - camping, heat and hold, wet etc. footing etc.

Add a page on Terrorism for players - Information regarding PD's plan in the event of a terrorist attack. Mostly that crew have been given information and there is a plan in place. Follow the instructions of crew members where given. Also - RUN HIDE TELL - when needed.

Fire plan