Health And Safety Policy

HCC will implement Health and Safety policy and the relevant procedures and ensure that staff and volunteers are aware of their responsibilities. 

HCC’s statement of general policy is: 

• to provide adequate control of the health and safety risks arising out of its activities 
• to consult with employees on matters affecting their health and safety 
• to provide and maintain safe equipment 
• to ensure safe handling and use of substances 
• provide safe facilities for users and visitors
• to review and revise this policy as necessary at regular intervals 

The CEO is responsible for ensuring that the policy is implemented.  For each event, HCC will agree in writing who is the event organiser, who leads on health and safety, and how responsibilities are shared with the venue, partners, grantees and contractors. Each organisation retains its own legal duties; sharing responsibilities does not remove HCC’s duties for the work it controls.

All employees and visitors must: 

• cooperate with the charity on health and safety matters 
• not interfere with anything provided to safeguard their health and safety 
• take reasonable care of their own health and safety and that of other people who may be affected by their acts or omissions at work 
• familiarise themselves and comply with procedures on health and safety 
• report all health and safety concerns to their line manager
• report all accidents or injury that are caused by the working environment 
• report to the line manager if they are unsure how to perform a task safely, believe it would be dangerous to perform a specific job or use specific equipment 

Haringey Culture Collective will ensure: 

• The provision and maintenance of a working environment for its employees and visitors that is safe, without risks to health and with adequate facilities 
• A safe means of access to and exit from the workplace 
• The provision and maintenance of equipment and systems of work that are safe and without undue risks to health 
• Safety in the use, handling, storage and transport of articles and substances 
• The provision of information, instruction, training and supervision necessary to ensure the health and safety of its employees and visitors

HCC will apply this policy throughout planning, site build, installation, rehearsals, public delivery, dismantling and load-out. Arrangements must be proportionate to the size and risks of the activity, including small workshops and community events as well as major productions. The event organiser must identify a competent person to coordinate safety and obtain specialist advice where the activity requires it.

Before work begins, the event lead must ensure that the following are in place, as relevant to the event:

• A written event and site risk assessment, with actions, responsible people and arrangements for checking that controls are in place. Contractors must provide relevant risk assessments and safe working methods, which must be coordinated with the wider event plan.
• A suitable event management plan for larger or more complex events, with site layout, safe capacity, audience entry and exit, crowd management, vehicle and pedestrian separation, and access for emergency services.
• Fire and emergency arrangements, including evacuation and assistance for disabled people, communications, assembly points, first aid and medical provision appropriate to the risks and expected attendance.

Checks on temporary structures, staging, rigging, electrical installations and other equipment by competent people, with relevant inspection or certification records. Work at height, lifting, manual handling, hazardous substances and any construction work must be planned and managed safely, with applicable duties identified.

Arrangements for welfare, drinking water, toilets, rest breaks, food safety where relevant, safeguarding and security, coordinated with HCC’s other policies.

• For outdoor activity, measures addressing ground conditions, weather, wind limits for structures, heat, lighting and the safe use of parks, streets and other public spaces. The plan must identify when activity will be adapted, stopped or cancelled.

• Required permissions, licences, landowner or venue approvals and insurance, with relevant conditions communicated to those delivering the activity.

Before opening to participants or the public, the event lead must complete and record a safety check, resolve outstanding risks and brief staff, volunteers and contractors on their roles, site hazards and emergency procedures. Safety controls must be monitored during delivery and dismantling. Anyone identifying a serious or imminent danger must stop the affected work and alert the event lead. Activity may resume only when a competent person confirms that suitable controls are in place; unresolved concerns must be escalated to HCC’s CEO.

All partners and grantees delivering events or activities within the programme must provide health and safety arrangements comparable to those required for HCC-led activity. These requirements will be included in partnership, commission and grant agreements. Each partner or grantee must name a responsible person, assess the risks of their activity, use competent staff and contractors, provide appropriate supervision and briefings, and ensure that agreed safety measures are implemented throughout delivery.

HCC will request risk assessments, relevant event plans and supporting records in advance, with the detail and review proportionate to the risks. HCC’s named project lead will check that the arrangements meet this policy and seek competent advice where needed. Gaps must be resolved before the affected activity proceeds. HCC may require changes, postpone or stop activity where safety requirements are not met. HCC’s review does not replace the organiser’s responsibility to manage the event safely.

Public liability insurance (PLI) is required from all partners and grantees. They must provide HCC with evidence of current cover before their activity begins. The cover must apply to the planned activity, locations and full delivery period, including set-up and dismantling where relevant. HCC will check the insured party, cover limit, dates and relevant exclusions against the activity and any venue, landowner or contract requirements. The required level of cover will be specified in the relevant agreement; insurance must remain valid throughout delivery and any lapse or change must be reported to HCC immediately.

HCC will maintain appropriate public liability insurance for its own activities. Partners and grantees must not assume that HCC’s or a host venue’s insurance covers their work. Insurance does not replace risk assessment, safe working practices or any other insurance required for the activity.

When an event takes place at another organisation’s venue, HCC expects health and safety checks and controls comparable to its own, with any higher statutory, licence or site requirements also met. Before the event, HCC or the responsible delivery partner must obtain and review relevant venue safety information and confirm how it applies to the proposed activity. This includes fire and evacuation procedures, safe capacity, access and exits, first aid, equipment and inspection records, and any restrictions affecting the event.

The venue and event organiser must agree who is responsible for the building and fixed installations, temporary equipment, audience and crowd management, emergency response, pre-opening checks and incident reporting. Existing venue procedures must be supplemented by an event-specific risk assessment where the activity introduces additional risks. The event lead must check the site before use and confirm that agreed measures are in place. A venue’s routine operation or existing licence is not, by itself, sufficient assurance for every activity.