Responsibilities
Common Questions

Following an audit commissioned by R&M it was decided to produce an Event safety file which can be used by any part of the BBC when putting on Events. It is a way of collecting together all the necessary health and safety documentation for an Event in a way that is easy to follow. It provides you with the checklists on what, when and how to manage the health and safety of your activities. It is a working file that you can add too during the Event and it is a record that can be shared with other Event participants and any enforcing authority if necessary.

It is vital at any Event, whatever the size, to know who is taking the ultimate responsibility for it, and what your role is within an Event. It improves lines of communication and co-operation for all Parties and reduces risk.

Sometimes it may be appropriate to combine the two as long as the principles of these arrangements are maintained.

Yes, because you need to know what your responsibilities are to the Event Organiser and to any third parties you may bring to the Event.

The BBC organiser of the Event or Producer, plus the senior representatives of any third parties who are designated responsibilities. A copy should be sent to your local ORM adviser.

Copies may need to be sent to third parties, such as BBC Resources Ltd, the venue, contractors etc., as part of the exchange of information, a copy should also be sent to your local Safety Advisor.

Any third party that is involved in your Event (or that you have responsibility for) eg: venue owner, contractors, other BBC departments.

Where users know of suppliers of services, which they wish to use, they should notify BBC Safety, who will arrange for the necessary safety checks to be made as soon as possible. Every endeavour will be made to carry out these checks in time to meet specified production schedules, although this will not always be possible

Some activities required for the setting up and running of an Event are included in the pre vetted list. 

A copy of this form can be shared with third parties who may need to be aware of the information as part of their planning in support of your Event (or that you have responsibility for) eg: outside broadcasts, production resources, corporate security, BBC Safety. Otherwise please keep a copy of your recce form locally.

It is permission granted by the location's Local Authority for Events where music or dancing may occur, or live entertainment and music in premises where alcohol is sold, or indoor sporting events, or open air venues where music is played. This is important, as an Event may not be able to proceed without the appropriate PEL. Checks should be made with the LA as soon as possible. See FAQ on Licensing.

From the BBC Insurance page on Gateway.

Keep it on site at the Event to refer to, add to as necessary, and to share with anyone requesting to see it. After the Event you will need to keep it for a minimum of three years, ideally six.

The venue owner/manager should give you information on capacity of the site (this may depend on the PEL and/or fire certificate) and the risk assessment for the Event will help determine the numbers of stewards and security required to manage the audience and performers. It will largely depend on the nature of the event, the size and profile of the audience, the size of the site, whether it is indoors or outdoors, in a purpose built venue or an un-fenced 'field. A minimum of one per 250 audience, more where the risks are higher (see Purple Guide for details)

 

Depends on the size, nature and duration of the event, its location and, access to transport and hospitals, profile of audience etc. Most Events should not have fewer than 2 First aiders, but many large Events will need a full medical support service. Refer to Purple Guide for details.

The noise output from an Event will fluctuate during its duration, so the aim is to keep the noise levels down as much as possible. As a general rule, if you cannot hear the person you are talking to within two metres, it is too loud! Those working at the event should not be exposed to more than 85 decibels averaged over an eight hour working period without control measures being in place. Measurements can be performed with a sound level meter by someone trained in its use. For guidance discuss this with your Safety Advisor.

Don't panic! This may be a local authority environmental health inspector who would be interested in any arrangements for catering, sanitation, hygiene, noise or licensing conditions, or a building inspector who is interested in structures and scaffolds and temporary buildings; or a local fire brigade officer looking at fire arrangements. The Inspector from the Health & Safety executive who will be interested in checking the H&S arrangements you have made for the Event. Show him/her the Event safety File which should provide all the information they need. Notify your local Safety Advisor if a visit is expected or happens.

The Event Organiser is ultimately responsible for the H&S management of the Event. For large and complex Events a H&S co-ordinator may be designated to manage the H&S arrangements, create the Safety File and liaise with all parties. Certain duties may be delegated to others within the Event hierarchy. All details are recorded on the Event Responsibilities checklist.

Minimum: Risk Management of Productions Part 1, Risk Management of Live Events, both available from BBC Health and Safety Training.

 

Gateway, local Safety Advisor, your own department's live events team, local authority, venue owner/manger.