HEALTH & SAFETY

Hints & Tips to a safe event

Risk Assessment

• Conduct a thorough risk assessment of the event site and activities. Identify potential hazards and take necessary measures to eliminate or minimise them. Consider factors such as weather conditions, uneven ground, and if needed crowd management. Many events for the Highlands & Islands Climate Festival will be outdoors so special consideration of ensuring against trips and hazards will be needed. You can find our template risk assessment below. If you need any assistance to complete please get in touch with us for advice and support.

Emergency Plan

• Develop a comprehensive emergency plan that includes procedures for medical emergencies, evacuation, and communication. Make sure all staff and volunteers are familiar with the plan and know their roles and responsibilities. We have a template below to help you to do this and think through what you may need to consider in your emergency plan.

First Aid

• Ensure you have an up to date First Aid Kit and Accident book for all in person events and that everyone knows where these are kept. If needed you could set up designated first aid stations throughout an event venue. Ensure your first aid kits are well-equipped with basic medical supplies. Clearly display the locations of these stations and communicate them to volunteers and staff should they be required.

• You can find a list of the items for your First Aid Kit on the Health & Safety Executive website. Also, make sure that your items are in date, there is expiry dates on first aid kit items.

• If you, your staff or volunteers require First Aid Training, courses can be found generally through local third sector interfaces or you can request volunteers or support through St Andrews First Aid.

Prepare for Weather

• It is September, it is Scotland, it is the Highlands & Islands - prepare for weather! Stay informed about weather forecasts and have contingency plans in place for extreme weather conditions like rain or even for it being really hot, it still can be in September. Provide sheltered areas for attendees and plan for appropriate clothing recommendations.

Crowd Management

• If you are hosting a large event which many people in your community will attend then implement measures to manage crowd flow and avoid overcrowding. Consider using barriers, signage, and designated entry and exit points. Ensure that your volunteers or staff are well briefed on where people should be and how to manage a large number of people.

Refreshments

• Ensure any food being prepared for sale to the public has been prepared in a food safe kitchen by someone with a valid food hygiene certification.

• It is very likely that food consumed at Highlands & Islands Climate Festival events will be from community gardens and/or community fridges as we aim to have local sustainable food and to minimise food waste, follow all guidelines on the proper preparation of veggies and all those good things and remember that best before dates are guidance (sniff, look to gauge its freshness) where as you must abide by a use by date on food.

• Ensure for outdoor events if the weather does turn warmer that a water supply is available for participants.

Fire Safety

• Make sure your event venue meets fire safety regulations.

• Keep fire exits clear and conduct regular checks of fire extinguishers and other safety equipment. Inform attendees about the location of fire exits and evacuation procedures.

• If holding an outdoor event and having outdoor fires ensure you have all of the necessary fire extinguishers and safety equipment and appoint a dedicated fire marshall.

Electrical Safety

• Electrical Safety: Ensure that all electrical installations and equipment are in good working order and comply with safety standards. Avoid overloading electrical circuits and use qualified electricians for any setup or maintenance.

Waste Management

• Waste Management: Implement an effective waste management system to keep the event site clean and minimise environmental impact.

• Provide clearly labeled recycling and waste disposal bins and educate attendees on their proper use.

Communication & Information

• Clearly communicate important health and safety information to attendees through various channels, such as event websites, signage, announcements, and social media.

• Regularly remind attendees about key safety measures throughout the event.

• Provide a brief for any volunteers you have involved in your event so they are aware of all health & safety measures.

Remember, these are general guidelines, and it's essential to adapt them to the specific requirements of your event(s) If in any doubt consult with local authorities, event professionals, and health and safety experts to ensure compliance with relevant regulations and best practices. The Staff of the Highlands & Islands Climate Hub will be happy to advise you or point you in the right direction, please get in touch if needed.