All Hands Meeting 2009

UK e-Science & IEEE

Kassam Stadium 5th – 11th December

Visuals

• Quadrangle Set Visual

• Quadrangle Set Dimensions
• Quadrangle Floor Plans

Insurance

• Employee and Public Liability

Risk assessments

• h2o Control Measures

• AV Equipment Risk Assessment
• Plasma Installation Risk Assessment
• Exhibition Stand Risk Assessments
• Exhibition Stand Electrical Assessments

h2o brand vision ltd

Ashgrove House
Monument Business Park
Chalgrove
Oxfordshire
OX44 7RW

Bob Whiteley Off: 01865 893252 Mbl: 07831 357996

Vincenza Astone Off: 01865 893251 Mbl: 07831 305517

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 Quadrangle Suite Set Visual

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 Quadrangle Suite Set Dimensions

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 Quadrangle Suite Floor Plan

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H2o Risk Assessment Control Measures
AHM IEE 5th – 11th December Kassam Stadium

Loading/Unloading the Trucks

1. The truck should be seen into and away from its unloading position by a competent
person to avoid collisions, particularly with people.
2. Be aware of traffic in the vicinity of the trucks and through to the get-in doors.
3. When opening the truck doors, be aware that equipment may have moved in transit and
could fall on somebody.
4. Make sure when lifting equipment or releasing load bars/straps/ties that other equipment
is not dislodged which could fall.
5. Be aware of slippery areas and trip hazards, i.e. metal tail-lift, ramp, steps etc.
6. Try to ensure adequate lighting inside the truck and in the immediate loading area.
7. If raising/lowering a tail-lift, ensure that it is clear of obstructions especially fingers and
toes.
8. Only operate a tail-lift if you are fully conversant with its operation.
9. When not in use, the tail-lift should be closed or lowered flat to the road.
10. Be aware of traffic if the get-in is by the entrance or car park.

General Material Handling

1. Never carry anything too heavy for you.
2. Always lift correctly with a straight back.
3. When carrying long pieces (4ft +), even if lightweight, always have a person at each end.
4. Awkward pieces should have somebody walking in front of them in public areas.
5. Be aware of slippery areas and trip hazards such as steps, kerbs and cobblestones.
6. If necessary wear gloves or steel toe-capped boots. Ensure you use PPE when advised.
7. Always be aware of your surroundings and especially the public in the venue and on the
road.

Fire Risks
1. Ensure all designated fire exits are kept clear unless authorised by the venue.
2. Never allow cables or equipment to obstruct a fire exit or become a trip hazard.
3. If a fire exit sign is obscured, it must be replaced with one of a similar type to be in view.
4. Familiarise yourself with the location of fire extinguishers and hoses and their fire class.
5. Be aware of flammable materials coming into contact with hot equipment, e.g. lighting.
6. All set materials must be fireproofed to the relevant standard and certificates available for
inspection, if required.
7. Make sure that the use of smoke generators / cracked-oil machines has been authorised
by the Production Manager before use.
8. Place suitable class fire extinguishers beside any higher-risk equipment, e.g. dimmers,
amps.
9. Familiarise yourself with the fire exits from the venue, remembering that the most
obvious exit may be blocked.
10. Familiarise yourself with the various alarm sounds and procedures of the venue.

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 11. Ensure that you know which class of extinguisher is suitable for which type of fire.
12. Ensure that the stage carpet is certified fire retardant to BS4790 low radius (pass) hot
metal nut test.

Portable and Transportable Equipment Testing

1. All equipment being taken onto site must have a current PAT test certificate with it.
2. Ladders and towers must be inspected prior to each use and used according to the
manufacturer’s instructions.

Construction and Dismantling of Equipment

1. If using steps/ladders/tallescopes/towers ensure that they can’t come into contact with
electricity.
2. Never lean out from a ladder and always have somebody footing it and/or use outriggers.
3. A competent person must carry out all electrical work. If in doubt, stop.
4. Never ask someone to do a job for you if they are not competent (i.e. local crew).
5. Ensure any cables are taped down and cannot become a trip hazard. If necessary tape
them with white, hazard or glo-tape.
6. Safety bonds to a suitable structure must secure all flown equipment.

General
1. It is your responsibility to ensure that you never put yourself or others at risk.
2. If anything concerns you about safety, stop and consult your manager.
3. Never work when very tired and make sure you do your utmost to minimise tiredness at
work, i.e. getting a good night’s sleep or taking a nap during the day if not working.
4. Never take any illegal drugs.
5. Never have alcohol prior to or during your work.
6. Do not smoke at work.
7. Wear any necessary PPE.
8. Notify your manager of any prescription drugs you are taking or any medical condition or
allergy, which may affect your work or be important to be known in case of accident.
9. Ensure you have completed your emergency contact sheet and handed it to your manager
or production manager before commencing work.
10. Always report any accident, near miss or apparent danger to your manager immediately.
11. Be aware of the behaviour of the guests at the show. If it appears that they are putting
themselves or others as risk inform your manager at once.

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Accident Procedure
1. If an accident occurs firstly make sure that nobody is in any immediate danger, e.g.
electrocution, traffic, falling truss etc.
2. Do not move the victim unless they are in further danger.
3. Send someone to call an ambulance. Don’t be afraid to ask people to help.
4. If trained, administer first aid or otherwise summon a trained first-aider. Know who the
first-aiders are.
5. If the victim is conscious reassure them.
6. Never give the victim food or drink.
7. Clear bystanders and onlookers from the area, but keep a note of witnesses.
8. When the victim has been cleared from the site, complete a witness accident report form.

Insurance
1. h2o brand vision ltd carries Public & Products Liability Insurance to £5M.
2. All freelance crew must have their own Combined Liability Insurance.
3. All freelance crew must be able to produce relevant insurance certificates upon request.

Calculations
1. Being aware of the risks and taking the control measures assessed above minimize the
likelihood of an accident minimized to acceptable levels.
2. Each risk has been calculated by likelihood; frequency of exposure and severity and all
have fallen to within an acceptable level.

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XL Events AV Equipment

Health and Safety

Document

AHM IEEE 2009

Kassam Stadium

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Plasma Screen Delivery & Installation Risk Assessment Document
Client: H2O Creative
Date: 5-11th Dec
Delivery / Installation Address: Kassam Conference Centre
On Site Contact: Bob Whiteley
Installation Team No: Leigh Halsey

Delivery and Installation – Procedures

1. Management of Installation Team
1.i. A safe site starts with a safe and well informed team. Staff working on site should be well informed
of other activities on that site. It is important that staff understand the team hierarchy and have a
clear understanding of the chain of command. Team leaders should be identified and a clear
communication system established to discuss any issues arising during the Delivery and
Installation process. On large Installations regular progress meetings should be held. Changes or
amendments to the design or installation schedule can be passed on at this time and any technical
problems resolved, with the team understanding the implication of any changes.

2. Off- Loading Equipment from Vans and Trucks.

2.i. Risk: Equipment becoming unsecured or unstable on vehicles whilst in transit.

Group at Risk: Any team member involved in the off loading of equipment.
Controls:
⇒ Provision of load bars, ratchet straps, supervised loading of vehicles.

Level of risk after implementation of existing controls:

Severity (1to 10) 6
Likelihood (1 to 10) 2
Frequency (1 to 10) 1
Risk Rating (max 30) 9

2.ii. Risk: Manual handling of equipment causing personal injury.

Group at Risk: Any crew and drivers involved in the off loading of equipment.
Controls:
⇒ Training in safe handling techniques.
⇒ Use of pallet skates for safe manoeuvrability.
⇒ Clear labelling of boxes to identify equipment and its weight.
⇒ Use of protective gloves and steel toe cap work boots.

Level of risk after implementation of existing controls:

Severity (1 to 10) 4
Likelihood (1 to 10) 2
Frequency (1 to 10) 2
Risk Rating (max 30) 8

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 2.iii. Risk: Use of mechanical tail lifts. (When applicable)
Group at Risk: Any member of team involved in the off loading of equipment.
Controls:
⇒ Operation of tail lift restricted to driver or team leader.

Level of risk after implementation of existing controls:

Severity (1 to 10) 2
Likelihood (1 to 10) 2
Frequency (1 to 10) 1
Risk Rating (max 30) 5

3. Movement of Equipment within Delivery Location

3.i. Risk: Manual handling of heavy loads.

Group at Risk: Any team member involved in the movement of equipment.
Controls:
⇒ Manual handling restricted where possible.
⇒ Provision of trolleys and or Skates for non-flight cased equipment.
⇒ Appropriate number of personnel on team

Level of risk after implementation of existing controls:

Severity (1 to 10) 2
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 4

3.ii. Risk: Risk of equipment blocking access routes and fire exits.
Group at Risk: Any personnel on site.
Controls:
⇒ Use of proper load in facilities where available.
⇒ Careful supervision of equipment movements by team leader.
⇒ Allocation of designated storage areas during load in period.
⇒ Sensible scheduling to prevent congestion with other contractors simultaneously
delivering & loading in.

Level of risk after implementation of existing controls:

Severity (1 to 10) 5
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 8

3.iii. Risk: Equipment becoming trip hazards during load in.

Group at Risk: Any personnel on site.
Controls:
⇒ Careful supervision of equipment movements by team leader.
⇒ Allocation of designated storage areas during delivery process.

Level of risk after implementation of existing controls:

Severity (1 to 10) 3
Likelihood (1 to 10) 2
Frequency (1 to 10) 1
Risk Rating (max 30) 6

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4. Temporary Storage of Equipment During Installation Period

4.i. Risk: Risk of stacked or stored equipment being knocked over during installation
period.
Group at Risk: Any team member and personnel in the vicinity of equipment.
Controls:
⇒ Careful supervision of equipment stacking and storage by team leader.
⇒ Allocation of sensible designated storage areas during build period.

Level of risk after implementation of existing controls:

Severity (1 to 10) 2
Likelihood (1 to 10) 2
Frequency (1 to 10) 1
Risk Rating (max 30) 5

5. Use of Mechanical Handling Equipment (When applicable)

5.i. Risk: Use of mechanical handling equipment.

Group at Risk: All personnel in vicinity of equipment on site.
Controls:
⇒ Equipment to be used by trained installation team only.

Level of risk after implementation of existing controls:

Severity (1 to 10) 5
Likelihood (1 to 10) 1
Frequency (1 to 10) 0
Risk Rating (max 30) 6

6. Installation of Plasmas, LCD’S and Associated Equipment

6.i. Risk: Electric shock.

Group at Risk: Installation team.
Controls:

Fluke Mains Testers will be used before connection

⇒ Plasmas & Electrical Equipment to be rigged and plugged up in accordance with
current codes of practice.
⇒ Plasmas & Electrical Equipment to be plugged up to system protected by fuse or circuit
breaker.
⇒ System to be generally protected by ELCB. Work restricted to competent installation
team.

Level of risk after implementation of existing controls:

Severity (1 to 10) 4
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 6

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7. Cabling of Systems

7.i. Risk: Hazards from temporary cabling.

Group at Risk: Everyone on site.
Controls:
⇒ Cable to be installed in a safe fashion in accordance with PSCo’s code of practice.

Level of risk after implementation of existing controls:

Severity (1 to 10) 2
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 5

8. Use of Access Equipment (When applicable)

8.i. Risk: Hazards from access equipment.

Group at Risk: Everyone in vicinity of installation.
Controls:
⇒ Staff training.
⇒ Establishment of competence levels.
⇒ Certification of operators of mechanical plant.

Level of risk after implementation of existing controls:

Severity (1 to 10) 4
Likelihood (1 to 10) 1
Frequency (1 to 10) 0
Risk Rating (max 30) 5

9. Installation of Control Systems and System Testing (when applicable)

9.i. Risk: Electric shock hazard. Potential mains supply failure.

Group at risk: All personnel involved with installation.
Controls:
⇒ Cable to be installed in a safe fashion in accordance with PSCo's code of practice.
⇒ Hazard tope and cable ramps to be used when appropriate.
⇒ See also connection of temporary supplies, mains supply failure risk assessments.

Level of risk after implementation of existing controls:

Severity (1 to 10) 1
Likelihood (1 to 10) 1
Frequency (1 to 10) 0
Risk Rating (max 30) 2

10. Balancing & Alignment of Plasmas (When applicable)

10.i. Risk: Overhead work / electric shock.

Group at risk: All personnel in vicinity.
Controls:
⇒ As per overhead work risk assessment,
⇒ Plus equipment maintenance/testing.

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Level of risk after implementation of existing controls:
Severity (1 to 10) 1
Likelihood (1 to 10) 1
Frequency (1 to 10) 0
Risk Rating (max 30) 2

11. Emergency and Accident Procedures

11.i. Risk: Emergency/accident procedures.

Group at risk: Everyone on site.
Controls:
⇒ Staff training.
⇒ Documentation of procedures.

Level of risk after implementation of existing controls:

Severity (1 to 10) 1
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 3

12 Staff Sickness/Absenteeism (When applicable)

12.i. Risk: Staff sickness/absenteeism/incapacity

Group at risk: All team members.
Controls:
⇒ Notification procedures for absenteeism/sickness.
⇒ Supervising member of team on site to ensure sick staff are sent off-site to a suitable
place and replacement staff found to ensure safe and complete installation.
⇒ Notification of diseases etc. To local authority where appropriate.
⇒ No drug/alcohol at work policy.

Level of risk after implementation of existing controls:

Severity (1 to 10) 3
Likelihood (1 to 10) 1
Frequency (1 to 10) 0
Risk Rating (max 30) 4

13. Emergency and Accident Procedures

13.i. Risk: Emergency/accident procedures

Group at risk: All team members.
Controls:
⇒ Staff training and documentation of procedures.

Level of risk after implementation of existing controls:

Severity (1 to 10) 2
Likelihood (1 to 10) 4
Frequency (1 to 10) 4
Risk Rating (max 30) 10

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13.ii. Risk: Manual handling of equipment causing personal injury.
Group at risk: Any member of team involved in the loading of equipment
Controls:
⇒ Training in safe handling techniques.
⇒ Use of wheeled flight cases & skates to ease movement of equipment.
⇒ Packing of flightcases according to content lists to ensure cases kept within safe
weights. Use of protective gloves and steel toecap work boots.
⇒ Use of loading ramps for vehicles.

Level of risk after implementation of existing controls:

Severity (1 to 10) 3
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 5

13.iii. Risk: Use of forklifts or cranes. (When applicable)

Group at risk: Any member of team involved in the off-loading of equipment.
Controls:
⇒ Use of forklifts and cranes restricted to qualified and trained operators.

Level of risk after implementation of existing controls:

Severity (1 to 10) 5
Likelihood (1 to 10) 1
Frequency (1 to 10) 1
Risk Rating (max 30) 7

Assessment Ends
Unit 1 Wellington Industrial Estate, Basingstoke, Reading, Berkshire
RG7 1AW
T:0870 240 8484
F:0870 240 8284

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Exhibition Stand Construction
HEALTH & SAFETY ARRANGEMENTS
SAFE WORKING PROCEDURES RISK ASSESSMENT
DESCRIPTION OF ACTIVITY/EQUIPMENT/PERSONS INVOLVED-
Event AHM IEEE
Venue : Kassam Stadium, Oxford
Dates : 5th – 11th December 2009

HARM EXISTING HARM LIKELIHO RISK FURTHER CONTROLS RISK

CONTROL (1-5) OD (1-5) (1-5) TO REDUCE RISK ACCEPTABLE
MEASURES

Trip hazards, Keep boxes of 2 1 2 Y

framework of framework
exhibition exhibition
stands and equipment away
exhibition from working
equipment areas
whilst
constructing
stands

Fall from Keep area clean 3 1 2 Y

Ladder & tidy during
build up. Crew
experienced in
the correct use of
step ladders

Back, Arm or Flatbed trolleys 2 1 2 Y

Feet injuries used for the
from Manual movement of
Handling equipment.

Staff have been

trained in correct
lifting procedures
and the correct
number of staff
will be utilised to
lift the relevant
equipment

Actions to be carried out by- Tim Bowen / Risk Assessment carried out by-
Ben Fuller Tim Bowen

Date of completion- 23/11/2009

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