AHM IEEE Visuals and Risk Assessments

All Hands Meeting 2009UK e-Science & IEEEKassam 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 ltdAshgrove HouseMonument Business ParkChalgroveOxfordshireOX44 7RW

Bob Whiteley Off: 01865 893252 Mbl: 07831 357996

Vincenza Astone Off: 01865 893251 Mbl: 07831 305517

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H2o Risk Assessment Control Measures

AHM IEE 5th – 11th December Kassam Stadium

Loading/Unloading the Trucks1. 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 Handling1. 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 Risks1. 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 Testing1. 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 Equipment1. 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.

General1. 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 Procedure1. 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.

Insurance1. 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.

Calculations1. 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 SafetyDocument

AHM IEEE 2009

Kassam Stadium

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Plasma Screen Delivery & Installation Risk Assessment Document Client: H2O CreativeDate: 5-11th DecDelivery / Installation Address: Kassam Conference CentreOn Site Contact: Bob WhiteleyInstallation 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) 6Likelihood (1 to 10) 2Frequency (1 to 10) 1Risk 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) 4Likelihood (1 to 10) 2Frequency (1 to 10) 2Risk 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.


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


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.


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) 3Likelihood (1 to 10) 2Frequency (1 to 10) 1

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Risk Rating (max 30) 6

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.


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.


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.


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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.


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.


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.


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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11. Emergency and Accident Procedures

11.i. Risk: Emergency/accident procedures.Group at risk: Everyone on site.Controls:

Staff training. Documentation of procedures.


12 Staff Sickness/Absenteeism (When applicable)

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


13. Emergency and Accident Procedures

13.i. Risk: Emergency/accident proceduresGroup at risk: All team members.Controls:

Staff training and documentation of procedures.


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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 equipmentControls:

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.


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.


Assessment Ends

Unit 1 Wellington Industrial Estate, Basingstoke, Reading, Berkshire RG7 1AW

T:0870 240 8484F:0870 240 8284

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Exhibition Stand Construction HEALTH & SAFETY ARRANGEMENTSSAFE WORKING PROCEDURES RISK ASSESSMENT

DESCRIPTION OF ACTIVITY/EQUIPMENT/PERSONS INVOLVED-Event AHM IEEEVenue : Kassam Stadium, OxfordDates : 5th – 11th December 2009

HARM EXISTING CONTROL MEASURES

HARM (1-5)

LIKELIHOOD (1-5)

RISK(1-5)

FURTHER CONTROLS TO REDUCE RISK

RISK ACCEPTABLE

Trip hazards, framework of exhibition stands and exhibition equipment whilst constructing stands

Keep boxes of framework exhibition equipment away from working areas

2 1 2 Y

Fall from Ladder Keep area clean & tidy during build up. Crew experienced in the correct use of step ladders

3 1 2 Y

Back, Arm or Feet injuries from Manual Handling

Flatbed trolleys used for the movement of equipment.

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

2 1 2 Y

Actions to be carried out by- Tim Bowen / Ben Fuller Risk Assessment carried out by-Tim BowenDate of completion- 23/11/2009

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Documents

AHM IEEE Visuals and Risk Assessments