ROUNDHOUSE HEALTH & SAFETY POLICYroundhouse-assets.s3.amazonaws.com/assets/File/6023.pdf · 4.12 Monitoring & Reporting of Roundhouse Safety Performance 20 5. Appendices 21 5.1 Membership

ROUNDHOUSE HEALTH & SAFETY POLICY Issue 10 | March 2015 James Heaton, Deputy Director of Operations

ROUNDHOUSE HEALTH & SAFETY POLICY

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Contents

1. Introduction 3

2. Health & Safety Policy Statement 4

3. Organisation & Responsibilities 5

4. Arrangements 13

4.1 Training 13 4.2 Consultation of Employees, Volunteers & Young People 14 4.3 Information, Instruction & Supervision 14 4.4 Workplace Safety 15 4.5 Risk Assessments 15 4.6 Control of Substances Hazardous to Health 17 4.7 Contractor Safety 17 4.8 Plant & Equipment 18 4.9 Reporting of Accidents, Dangerous Occurences etc. 18 4.10 Fire Precautions & Emergency Procedures 19 4.11 Responsibilities of Visiting Production Companies 20 4.12 Monitoring & Reporting of Roundhouse Safety Performance 20

5. Appendices 21

5.1 Membership of the Health & Safety Committee 22 5.2 Site and House Rules & Safety Regulations 23 5.3 Code of Practice for the Control of Contractors 38 5.4 Contractor Questionnaire 44 5.5 Policy for Hot Working Operations 49 5.6 Working at Height Policy 57 5.7 Main Space Rigging Policy 62 5.8 Noise at Work Policy 65 5.9 Policy on Use of Medium Density Fibreboad (MDF) 70 5.10 Standardisation of Risk Assessments (Roundhouse) 73 5.11 Guidelines on the Preparation & Submission of H&S Docs. 76 5.12 Prohibition Notices 77 5.13 Code of Conduct for Get-ins and Get-outs 78 5.14 Service Yard Usage Policy 81 5.15 PPE Usage And Standards 86

Visiting companies, technical staff and contractors should familiarise themselves with the contents of this document, paying particular attention to

the items highlighted in red above.


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1. Introduction The Roundhouse Health & Safety Policy details how Health and Safety is managed within the organisation. The Policy is comprised of five sections: the introduction (this section) and four others as follows:

2. Health and Safety Policy Statement The organisation’s declaration of intent to provide and maintain a safe and healthy working environment for all employees, young people and volunteers.

3. Organisation and Responsibilities The safety management structure and the roles and responsibilities of those within the organisation holding specific health and safety duties.

4. Arrangements The systems and procedures in place to safeguard the health and safety of all employees, young people and volunteers.

5. Appendices Relevant specific policies and procedures, delivery plans, management tools and interim updates to the policy.


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2. Health and Safety Policy Statement In compliance with the Health and Safety at Work Act 1974, the Board of Trustees recognise that they have a responsibility to ensure all reasonable precautions are taken to provide and maintain safe and healthy working conditions, equipment and safety systems of work for all employees, young people, volunteers, visitors, contractors and the general public and to comply with all statutory requirements and codes of practice. The Roundhouse Trust will, so far as is reasonably practicable, ensure:

1. The provision and maintenance of plant and systems of work that are safe and without risk to health.

2. Arrangements for safety and absence of risk in connection with the use,

handling, storage and transport of articles and substances. 3. The provision of information, instructions, training and supervision as is

necessary to enable employees and volunteers to carry out their duties in a manner which prevents harm to themselves or others.

4. The maintenance of any place of work under its control in a condition that

is safe and without risk to health.

5. The provision of a safe means of access and egress from the place of work.

6. The provision and maintenance of a working environment that is safe, without risks to health, and that provides adequate facilities and arrangements for welfare at work.

7. The establishment of communication networks with employees to consult

on health and safety matters.

Under the Health and Safety at Work Act 1974 employees equally have a legal duty to exercise personal responsibility to ensure the health and safety of themselves and of others who may be affected by their acts or omissions at work and also to co-operate so far as necessary to enable the Roundhouse Trust to comply with any relevant statutory requirements and our commitment to providing a safe and healthy working environment.

Marcus Davey Chief Executive and Artistic Director 1st April 2015


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3. Organisation and Responsibilities 3.1 Safety Management Structure


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3.2 Duties of the Board of Trustees & Chief Executive Officer

3.2.1. To name a Trustee as Health and Safety ‘Champion’ to act as a scrutineer for the Trust and to support the Director Responsible for Safety (Chief Operating Officer)

3.2.2. To provide visible, active commitment to health and safety and ensuring

there are effective ‘downward’ communication systems and management structures in place

3.2.3. To ensure the integration of good Health & Safety management with

business decisions and to understand its strategic importance

3.2.4. To understand the key Health & Safety risks to the Roundhouse Trust 3.3 Duties of the Director Responsible for Safety (Chief Operating Officer)

3.3.1. To allocate resources to provide and maintain safe and healthy places of work and work conditions

3.3.2. To accept that ultimate legal responsibility for Health and Safety rests with the company

3.3.3. To promote Health and Safety policies and procedures within the company and bring them to the attention of all employees

3.3.4. To ensure that Health and Safety policies are continually reviewed and

updated to meet any developments in legislation and business developments

3.3.5. To encourage employees to be aware of their responsibilities to prevent injury to themselves, colleagues, the public, visiting companies and contractors

3.3.6. To ensure that all employees are suitably trained to carry out their duties in a safe manner

3.4 Duties of the Head of Technical and Production To ensure that all staff, contractors and crew working within the Technical and Production Department:

3.6.1. Are familiar with the Health and Safety Policy, designated industry best practice, and legislation as it relates to their work

3.6.2. Report any defects in plant, equipment, workmanship etc to the

Head of Technical and Production, Chief Electrician or Technical Manager immediately together with any dangerous practices observed

3.6.3. Set a good personal example at all times

3.6.4. Ensure any accident or incident is reported in accordance with

company policy

3.6.5. Are pro-active in developing a positive approach to Health and Safety


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performance

3.6.6. Ensure that the necessary Risk Assessments have been carried out and recorded and that detailed work instruction adopting best working practice approach is carried out for high risk activities

3.6.7. Ensure that visiting companies and production companies are

complying with all Health and Safety requirements

3.6.8. Ensure that effective maintenance procedures are drawn up

3.6.9. Ensure that all identified maintenance is implemented

3.6.10. Ensure any new plant and equipment meets health and safety standards

3.6.11. Report any maintenance issue that cannot be undertaken within the section to the Deputy Director of Operations

3.5 Duties of the House Services Manager To ensure that all staff working in facilities / maintenance:

3.5.1. Are familiar with the Health and Safety Policy, designated industry best practice, and legislation as it relates to their work

3.5.2. Report any defects in plant, equipment, workmanship etc to the Deputy

Director of Operations immediately together with any dangerous practices observed

3.5.3. Set a good personal example at all times

3.5.4. Ensure any accident or incident is reported in accordance with

Company Policy

3.5.5. Are pro-active in developing a positive approach to Health and Safety performance

3.5.6. Ensure that the necessary Risk Assessments have been carried out and

recorded and that detailed work instruction adopting best working practice approach is carried out for high risk activities

3.5.7. Ensure that all Contractors employed by the Roundhouse:

o Have been inducted and understand all requirements indicated in 'Safety Requirements for Contractors Working at the Roundhouse'

o Understand and adhere to all Permits to Work systems

o Work in a safe and tidy manner

o Record all maintenance operations in the relevant Log Books

3.5.8. Check all Risk Assessments and Method Statements prior to Contractors commencing operations


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3.5.9. Carry out all statutory inspections and record the results in the relevant Log Books

3.5.10. Understand all emergency procedures relating to maintenance

operations

3.5.11. Ensure that effective maintenance procedures are drawn up

3.5.12. Ensure that all identified maintenance is implemented

3.5.13. Ensure any new plant and equipment meets health and safety standards

3.5.14. Carry out weekly testing of fire alarm system and maintain records as required

3.6 Duties of the Deputy Director of Operations

3.6.1 To maintain an overview of all areas of the business and ensure a consistent and comprehensive approach to health and safety matters 3.6.2 To have overall responsibility for company-wide health and safety policy 3.6.3 To arrange statutory maintenance and servicing of fire extinguishers,

fire alarm system, lifts, emergency lighting and other first aid systems and maintain records as required

3.6.4 To be responsible for capacities and general compliance with the Licensing Act (2003) 3.6.5 To act as arbiter in case of dispute over safety matters 3.6.6 To advise the Health and Safety Committee and Senior Management Team on safety matters

3.7 Duties of the Health & Safety Advisor (external consultant)

3.7.1. To encourage a pro-active approach to health and safety matters and a positive attitude to risk management functions

3.7.2. To keep themselves up to date with current legislation and best working

methods and to disseminate this information to the Deputy Director of Operations and the Health & Safety Committee. At all times they must be prepared to advise management and the committee in all possible ways with regard to health and safety

3.7.3. To carry out regular inspections of all aspects of the Roundhouse

operating procedures in association with the Management Team and report on their findings. In addition, they should assist Managers and Supervisors by reviewing the Safety Logbook and advising on working methods and training requirements

3.7.4. To assist the Health and Safety Committee by submitting a formal

report at prescribed intervals, commenting on health and safety performance over the previous period and assist in setting future


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objectives

3.7.5. Review operational procedures on an annual basis in conjunction with Management Team and Health and Safety Committee

3.7.6. With the Deputy Director of Operations, review accident information and

report accidents, diseases and dangerous occurrences as per general accident reporting procedure

3.7.7. Where required, assist the health and safety committee representatives in carrying out their duties

3.7 Duties of Members of the Health & Safety Committee

3.7.1. To ensure that this policy is effectively implemented by collectively acting as a ‘check and balance’ and rolling review body

3.7.2. To write, review and implement health and safety procedures and policies

3.7.3. To communicate new or revised policies, procedures, relevant guidance

or legislation to all staff represented by the Member immediately upon becoming aware of them

3.7.4. To monitor health and safety performance through review of safety

logbooks, inspection reports, accident reports, audits, safety tours and relevant management reports (such as Venue Reports and duty staff logs)

3.7.5. To arrange regular meetings with employees to receive comments and

suggestions on ways in which health and safety performance can be Improved and to liaise with the Deputy Director of Operations immediately upon being made aware of any safety concern; to feedback matters raised to the Committee

3.7.6. To liaise with the Deputy Director of Operations on day-to-day matters

and to resolve specific problems or concerns in a timely fashion

3.7.7. To ensure all new staff working within the Member’s area of representation receive an appropriate health and safety induction, either from the Member or the employee’s Head of Department

3.7.8. Within the Member’s area of representation, to ensure full compliance

with the Management of Health and Safety at Work Regulations (1992) and other relevant legislation, ensuring that adequate health and safety records are kept and suitable and sufficient method statements and risk assessments are prepared, actioned, circulated and reviewed

3.7.9. To prepare and review (not less than annually) environmental risk

assessments for all physical working environments falling under the jurisdiction of the Member


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3.8 Duties of the Directors and Members of the Senior Management Team

3.8.1. To understand the Company Health and Safety Policy and ensure it is brought to the attention of all staff, volunteers, young people, contractors and visiting companies working under their control or instruction

3.8.2. To have adequate knowledge and observe the requirements of the

Health & Safety at Work Act (HASAWA) and other Health and Safety Regulations and Codes of Practice

3.8.3. To ensure that the all Statutory Registers and Records are maintained

and that persons under their control are adequately trained to enable them to carry out their duties

3.8.4. To ensure that suitable and sufficient risk assessments have been

carried out, recorded and circulated for any activity to be undertaken within their area of responsibility, and that detailed working instructions adopting the best working practice approach is used for high risk activities

3.8.5. To ensure that any findings from risk assessments are actioned as

appropriate and any identified control measures implemented prior to the activity commencing

3.8.6. To ensure that adequate arrangements are made to ensure the safety of

employees working within their area of responsibility at any given time with regards to fire precautions, first aid equipment and trained first aiders and that procedures to be followed in an emergency are in place

3.8.7. To organise the operations of their area of responsibility such that work

is carried out to the correct standard with minimum risk to all parties (including members of the public), to equipment and materials, both during and outside opening hours. To encourage staff, young people and volunteers to be pro-active in developing a positive approach to health and safety performance.

3.8.8. To carry out, or arrange for the relevant member of the Health & Safety

Committee to carry out, health and safety inductions for new arrivals working in their area of responsibility

3.8.9. To ensure any accident or ‘near-miss’ occurring within their area of

responsibility or involving a member of staff working under their control is reported in accordance with company policy

3.8.10. To report any observed defects in plant and equipment immediately

via the maintenance reporting system; to take defective equipment out-of-service immediately notifying others as appropriate

3.8.11. To set a good personal example at all times 3.8.12. To ensure that all employees working under their control attend

appropriate fire safety and manual handling training annually 3.8.13. To ensure that Display Screen Equipment assessments for all

employees working under their control are carried-out annually and that any required remedial action is taken


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3.8.14. In addition to the above, particular risks to be monitored are:

o Fire risks due to flammables, waste paper and smoking

o Electrical risks due to overloaded sockets

o Tripping hazards due to trailing leads

o Safe storage of materials

3.8.15 To contribute to the development of a risk register and the continual monitoring of mitigation strategies to reduce risk 3.8.16 To ensure staff are adequately equipped to perform their roles and are able to do so without undue stress and pressure


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3.9 Duties of all staff The Health and Safety at Work Act 1974 and supporting Management Regulations require that all employees and self-employed staff take reasonable care of themselves and others who may be affected by their errors or omissions (i.e. fellow staff, volunteers and customers) and co-operate with the company by observing all company procedures, so enabling the company to comply with its statutory duties. In particular staff are expected to assist by:

3.9.1. Taking an active role in assessing the Health and Safety performance of the company and suggesting ways (through their line manager or the Health and Safety Committee) in which improvements can be made

3.9.2. Using the appropriate Personal Protective Equipment required

for the job

3.9.3. Keeping tools and equipment in good condition

3.9.4. Reporting all defects in plant and equipment, together with any unsafe acts to your immediate Supervisor or any available Manager and via the maintenance reporting system

3.9.5. Not operating any plant or carrying out any task for which you

have not been trained or are unfamiliar

3.9.6. Ensuring any accident or ‘near-miss’ is reported in accordance with Company Policy

It is important that staff feel capable of doing the task in which they are involved. Any employee in any doubt should inform their immediate Supervisor. DO NOT TAKE CHANCES.


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4. Arrangements 4.1 Training It is the policy of the Roundhouse that adequate training must be given to all those employees or volunteers who have responsibility for activities which may affect safety. The Health and Safety Committee will carry out regular reviews of health and safety training needs and will produce an annual training programme for all staff. In carrying out the review, the Committee will pay particular attention to staff whose role has changed, possibly due to a change in their scope of work, or possibly due to changes in legislation. Staff and volunteers undertaking additional responsibilities may require additional training. Training needs are to be approved by the Health and Safety Committee and the Committee will monitor the training schedule and evaluate its impact and usefulness within the company. All new staff and volunteers are to receive an induction into the Policies and Procedures of the Roundhouse. This induction is to take place prior to their commencing normal duties. The induction will be carried out by the Department Manager (or his/her delegated representative) informing them of significant risks identified through relevant risk assessments and the risk register. The induction will also cover:

o The significant risks and the precautions to be taken

o PPE requirement

o Where and how to obtain additional PPE, as required

o Details of emergency procedures

o Details of welfare arrangements

o Details of Method Statements relevant to the work the new

employee/volunteer will be undertaking

o Operational emergency and first aid procedures

o Any other specific requirements

Confirmation of the induction will be recorded in the induction record kept by HR.


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4.2 Consultation with Employees, Volunteers & Young People Consultation between the Senior Management Team, employees, volunteers and young people will be undertaken in the following forms:

o monthly meeting of the Health and Safety Committee undertaking

duties as described in section 3.7 Duties of the Health & Safety Committee

o input from the Roundhouse Youth Advisory Board

o monthly team briefing sessions

o weekly operations meeting

o one to one sessions with line manager

o volunteer meetings

4.3 Information, Instruction and Supervision It is a requirement under the ‘Health and Safety Information for Employees Regulations 1989’ for all employers to provide information to employees on Health and Safety law and provide access to information and advice.

4.3.1. The statutory Health and Safety poster is displayed in the 100A offices by the kitchen on the first floor (until June 2015), in the Regent’s Park Road Reception (from June 2015) and in the Roundhouse at the Stage Door/Security lobby

4.3.2. Health and Safety advice is available from the Deputy Director

of Operations, Head of Technical and Production and Head of Venue Operations who are IOSH trained

4.3.3. Supervision of young people, young workers, and trainees will

be arranged by the Senior Management Team Member of the area in which the individual is working. The SMT Member will also monitor the activities of the individual in regard to their personal safety and their understanding of the issues surrounding safety in the workplace

4.3.4. The Senior Management Team will be responsible for ensuring

that when employees, volunteers and young people under their control or instruction are working at premises controlled by other employers, they are given the relevant health and safety information for that location. The Senior Management Team Member concerned will be responsible for ensuring that suitable and sufficient risk assessments and other statutory documents are in place for such premises and that a copy is filed at the Roundhouse


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4.4 Workplace safety Roundhouse policy on workplace safety is:

4.4.1. To take all reasonably practicable steps to provide places of

work that have safe and healthy systems of working 4.4.2. To ensure that plant, machinery and equipment are operated

and maintained in a safe manner

4.4.3. To take all reasonably practical steps to prevent injury to health by identifying, assessing, and minimising workplace risks and hazards, and to minimise the consequences of any accidents which may occur in spite of these efforts

4.4.4. To ensure that appropriate and adequate advice and resources

are available on health, safety and welfare at work by providing appropriate occupational health and other safety services

4.4.5. To ensure that appropriate protective equipment and clothing is

available and used where required and that proper training has been carried out to enable it to be used properly

4.4.6. To record, report, investigate and analyse incidents in order to

improve safety practices

4.4.7. To provide facilities for first aid and prompt treatment of injuries and illness at work

4.4.8. To provide arrangements for collecting, analysing and

presenting information on the safety of operations carried out by Roundhouse employees, volunteers, young people and contractors

4.5 Risk assessments The Roundhouse will undertake and distribute suitable and sufficient written assessment of any reasonably forseeable risk to the health, safety and wellbeing of its employees, volunteers, young people and all others who may be affected by its operations, acts and omissions, in compliance with the Management of Health and Safety at Work Regulations (1992). Furthermore, the Roundhouse will require relevant third parties (e.g. contractors, hirers and visiting companies) to submit suitable and sufficient risk assessments and method statements for any activity proposed to be undertaken on Roundhouse premises and any proposed addition or alteration to the physical environment. The Roundhouse will also require external partners (e.g. outside venues) to provide their risk assessments for any activity or operation with which Roundhouse staff or young people will come into contact. Risk Assessments must be submitted no less than four weeks prior to the commencement of the activity in question. The Roundhouse will ensure that all such documents are subject to regular (not less than annual) review.


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To ensure that this happens, the Roundhouse will:

4.5.1. Make each Senior Management Team Member responsible for ensuring that suitable and sufficient risk assessments are undertaken or obtained (as appropriate) for any activity to be undertaken within their area of responsibility

4.5.2. In preparing risk assessments:

o Identify all hazards with potential to cause harm to employees, volunteers, young people and others who may be affected by our operations where it is reasonably practicable to do so

o Evaluate the likelihood of the potential hazard occurring and

potential severity of injury or damage

o Record and implement suitable control measures in line with recognised risk control hierarchy, including the halting and resumption of operations

o Ensure that the person responsible for implementing each

control measure is named

o Make all risk assessments available to all staff, contractors and partners who may be affected by their contents

o State ‘review by’ dates (not less than 12 months) and review

periodically, particularly where the assessment may no longer be valid or where there has been a significant change in operations or processes

4.5.3. Keep records of the significant findings of risk assessments and identify employees who may be especially at risk

4.5.4. Adopt a standardised format for organisation-wide risk

assessments to aid ease and speed of understanding (see appendix) and provide associated templates and guidelines

4.5.5. Provide a centralised electronic point-of-storage for all risk

assessments via the intranet and Artifax to ensure that all staff have access to all such documents

4.5.6. Provide guidelines for the submission of health and safety documentation by third parties and an internal process for the review and sign-off of such documents by competent Roundhouse staff

4.5.7. Provide appropriate health surveillance where there is an

identifiable disease or potential adverse health condition related to company operations

4.5.8. Appoint a competent person to assist in complying with statutory duties for health and safety


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4.5.9. Provide employees, volunteers and young people and others working in the Roundhouse with comprehensive and relevant information on risks, preventative and protective measures, emergency procedures and competent persons

4.6 Control of Substances Hazardous to Health (COSHH) The Roundhouse will comply with COSHH Regulations (1988) by:

4.6.1. Indentifying potentially hazardous substances

4.6.2. Ascertaining whether any hazardous substance can be replaced with a low-hazard susbstance and, wherever possible, doing so

4.6.3. Carrying out COSHH assessments and determining and

implementing control measures

4.6.4. Ensuring safe storage

4.6.5. Protecting employees, volunteers, young people, contractors and members of the public during use of any hazardous substance

4.6.6. Monitoring and reviewing control measures

4.6.7. Obtaining Product Safety Data Sheets for any materials used or

stored on site falling under COSHH regulations and store them centrally (paper file held by Deputy Director of Operations)

4.7 Contractor safety It is the policy of the Roundhouse with respect to Contractors working on the premises to ensure that:

4.7.1. The safety responsibilities of the Contractor are clearly defined and stated in the contract or will be sent with the order

4.7.2. Contractors and sub-contractors will provide the Roundhouse

with all relevant documentation appertaining to the work and/or activities taking place within the prescribed areas. This should include policy, procedure, method statements and risk assessments as appropriate

4.7.3. Contractors and their sub-contractors act and undertake their

work with due regard to their own safety and that of others

4.7.4. Contractors and sub-contractors are monitored by approved and competent Roundhouse staff

4.7.5. The Contractor is provided with essential safety information

4.7.6. The Contractor is aware of any hazards which may be presented

to the Contractor by Roundhouse operational requirements; relevant Roundhouse risk assessments and method statements are provided to the contractor


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4.7.7. Detailed safety information for the Contractor will be given by

means of the Safety Induction and 'Code of Practice for the Control of Contractors’ document

4.8 Plant and equipment Roundhouse policy with respect to the operation and maintenance of plant and equipment is to:

4.8.1. Ensure that only trained and qualified persons operate and maintain plant and equipment

4.8.2. Ensure that maintenance of plant and equipment is undertaken

in accordance with an approved maintenance schedule 4.8.3. Ensure that maintenance of plant and equipment is undertaken

in accordance with previously agreed methods of work which must include the specific work to be done and tests to be undertaken before normal operations resume

4.8.4. Ensure that maintenance of plant and equipment is subject to

written authorisation systems and be controlled, supervised and carried out by suitably qualified and experienced persons who must be adequately trained

4.8.5. Ensure that risk assessments and method statements are in

place and understood by all persons before work commences 4.8.6. Ensure that where there is a requirement to work on live

systems the extent of the work is limited and can only be undertaken with the agreement in writing of Roundhouse’s Deputy Director of Operations or Head of Technical and Production

4.9 Reporting of accidents, dangerous occurrences, 1st aid & work-related ill health It is essential that all accidents, incidents and dangerous occurrences are recorded and where appropriate reported because:

4.9.1. There is a legal requirement to report certain injuries and dangerous occurrences to the appropriate authority (RIDDOR 1995)

4.9.2. Our Insurers will require notification and recording for potential

future claims 4.9.3. The Department of Work & Pensions requires us to keep details

of all accidents. 4.9.4. Company requirements to assist in monitoring health and safety

performance

All reporting requirements will be outlined in a separate procedure.


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4.9.5. First Aid boxes are located at various locations around the

building complete with a schedule of current trained first aiders and instructions on how to contact a first aider

4.9.6. The First Aid Risk Assessment and policy on medical cover will

be contained within the Operating Plan. The Venue Management Team will assess the additional medical cover requirements of specific activities or performances on a case-by-case basis

4.9.7. All accidents and instances where first aid treatment is given by

a member of Roundhouse staff will be subject to the filing of an Accident Report. The Accident Report form will be kept electronically on the intranet to promote ease-of-access to all Roudhouse staff. The form will be sent to the Deputy Director of Operations who will keep records of all accidents and medical incidents, report to Health and Safety Committee and file RIDDOR reports as required. Accident Reports where the casualty is a member of staff will additionally be sent to the HR Manager

4.9.8. The contents of the first aid boxes will be monitored by the

Venue Management Team (Roundhouse) and replenished as required

Health Surveillance will be introduced where it is necessary to do so as the result of the findings within the company’s Risk Assessments

4.9.9. Health Surveillance will be arranged by the departmental head

4.9.10. Heath Surveillance records will be kept by the HR Manager

4.10 Fire precautions and emergency procedures The Roundhouse has a duty to comply in all respects with all current legislation relating to fire precautions and emergency procedures. This will include:

4.10.1. The preparation of a Fire Safety Risk Assessment, which will be undertaken not less than annually with noted remedial works completed and recorded

4.10.2. The establishment of Basic Fire Safety Procedures

4.10.3. Fire Safety training, to include evacuation procedures and fire-

fighting equipment

4.10.4. Fire Panel / First Aid Systems training

4.10.5. The protection of staff, volunteers, young people, members of the public, visiting production companies and contractors against spread of fire

4.10.6. Management of the maintenance and inspection of fire

protection equipment


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4.10.7. Preventing the occurrence of fire 4.10.8. Arranging the training of staff and other relevant parties

4.10.9. Liaising with the Fire Service

4.11 Responsibilities of visiting production companies

4.11.1. Where there is a relationship between visiting production companies and the Roundhouse, both parties will expect relevant documentation including (but not limited to) method statements, H&S policies and procedures and risk assessments. The relationship will be viewed as that of contractors for either party.

4.11.2. The Roundhouse recognises that whilst many events within the

Main Space and ancillary spaces are offered to hirers on a dry hire basis, the HSE guidelines relating to use of Contractors may not apply. The Roundhouse does however recognise that both the Roundhouse and the hirer have a duty of care and the Roundhouse needs to protect its environments. Duty of care is of huge importance and has a wide legal meaning. In very brief terms a duty of care is the obligation that a sensible person would have in the circumstances when acting towards others and the public. If the actions of a person are not made with care, attention, caution, and prudence, their actions are considered negligent. Consequently, the resulting damages may be claimed as negligence in a legal action.

4.11.3. The Roundhouse will require all hirers to provide a specific

event plan that provides a complete overview of all activities and operations during the period of the hire. The overview should include a schedule of timings for the activities and operations, as well as method statements and risk assessments. This detail will be provided to the Roundhouse’s Head of Technical and Production and Deputy Director of Operations at least four weeks prior to the first day of the hire period.

4.12 Monitoring and reporting of Roundhouse safety performance Monitoring the implementation of the Roundhouse Health and Safety Policy and reviewing the organisations safety performance will be undertaken by the Health and Safety Committee. To assist in this role, audits, safety log reviews and site inspections will be carried out at regular intervals. The Health and Safety Coordinator is to ensure that a summary of these reports are presented to the Health and Safety Committee for review to ensure the implementation of long and short term corrective actions. The review process will consider the following areas:

4.12.1. Review of any significant accidents or incidents – Is a procedural change required?

4.12.2. Review of any correspondence from HSE, Fire Officer, Visiting

Production Companies or members of the public – Is a procedural change required?

4.12.3. Review of strategic plan - Have targets been achieved?


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4.12.4. Review any new legislation, guidance notes or HSE initiatives 4.12.5. Review safety arrangements and training requirements 4.12.6. Set safety objectives for the next period


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5. Appendices 5.1 Membership of the Health & Safety Committee Name Position Area of responsibility Heather Walker Chief Operating Officer See ‘responsibilities’ James Heaton Deputy Director of Operations Operations Fiona Greenhill Head of Technical & Production Technical Steve Brookes Technical Manager Technical Jemma Price Assistant Production Manager Production Ian Williams Head of Food & Beverage F&B Brett Smyth Catering Services Manager Catering / Made in Camden Mark Butler Head of Venue Operations Visitor Services & Access Laurie Schmidt Head of HR HR / rep: 100a offices Jack Franklin Head of Events Events Scott Parker Creative Technology Manager Studios Technical & IT Mick McGee House Services Manager Facilities Marta Sala Font Broadcast & New Media Broadcast & New Media Lucy Atkinson Senior Producer Production / Performing Arts Ed Frith Music Events Manager Music Giulia Cubattoli Youth Programme Ops. Manager Roundhouse Studios / 11-25 Anne-Marie Leighton Street Circus Coordinator Street Circus Programme Louise Glover Visitor Operations Manager Staff rep Claire Griffin Visitor Operations Manager Staff rep Steve Royle Chief Electrician Staff rep


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5.2 Site rules & safety regulations Introduction These safety rules have been produced in order to comply with the duties under the Health and Safety at Work etc Act 1974 and all-subsequent regulations. The rules define the procedures, which must be carried out before any works are commenced on site and the working practices, which must be followed when carrying out works. Please ensure that these are passed to your Production Manager, Head of Technical and Production, Stage Manager and/or Health and Safety Officer. Before undertaking work at the Roundhouse, visiting/events company’s/contractor(s) must: 1. Establish the proposed safe system of work i.e. Method Statement.

2. Carry out a Risk Assessment to the proposed workplace to establish any special

precautions necessary to ensure the safety of their own employees and others. A. Safe systems of work The Visiting/Events Company/Contractor(s) must recognise its responsibilities regarding safe systems of work, which should be used in conjunction with the risk assessment procedures, outlined previously. A safe system of work is a planned and considered method of working that takes full account of risks and hazards to employees and others who may be affected by the work activity. The safe systems of work will ensure that all members of staff carry out their duties to a safe working standard that will not endanger either themselves or others. B. Risk assessments The Visiting/Events Company/Contractors must recognise its obligations under the Management of Health and Safety at Work Regulations 1992 and that procedures are necessary to comply with the requirement of identify hazards and assess all risks to staff and others on the site. Risk assessments are also required under other more specific legislation e.g. COSHH, Manual Handling, etc. In the event of a visiting/event company member committing any unsafe act or any unsafe conditions they shall be liable. Any company member found to have committed an unsafe act or condition will be removed from site forthwith by an authorised representative of the Roundhouse management. Guidelines on producing suitable method statements and risk assessments are available from your Roundhouse Coordinator or Event Manager. C. Personal Protective Equipment (PPE) The visiting/event company/contractor(s) must recognise that all employees and/or contractors must be provided with the appropriate personal protective equipment and hygiene wear for the job/task being carried out.


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Legislation The general provision and use of personal protective equipment, is controlled by the Personal Protective Equipment at Work Regulations 1992. There are also specific requirements for the use of personal protective equipment contained in several sets of regulations. Visiting/Events Companies who bring in substances that may cause harm to personnel such as paint and other liquids must adhere to the Control of Substances Hazardous to Health Regulations 1994. A copy of all relevant Product Safety Data Sheets must be provided to the Roundhouse prior to such substances being brought on site.

Visiting/Events companies/contractor(s) must ensure that their employees and/or contractors are supplied with, and use, any form of personal protective equipment as appropriate. This includes safety helmets, eye protection, safety footwear, gloves, hearing protection etc. D. Electrical All electrical equipment and appliances, including all production equipment must be fully certified and tested. Certification for all items to be readily available on request. Portable electric tools, hair dryers, curlers, etc shall be double insulated. They must be fully certified and tested. Certification for all items to be readily available on request. All electrical work must be carried out in accordance with the standards laid down in the electricity (Factories Act) Special Regulations 1908 and 1944 and the Electricity at Work Regulations 1989, and the 17th Edition of the Institute of Electrical Engineers Standards. All temporary electrical installations are to comply with BS 7909:2008 - the code of practice for temporary electrical systems for entertainment and related purposes. The installation is to be signed off with a Completion Certificate and Schedule of Test Results to certify that the temporary electrical distribution has been set-up using equipment that has passed appropriate formal inspections and tests. It is the responsibility of the installer to provide this documentation to the Roundhouse in the case of third party equipment and installations. PAT tests should still be valid at the date of the tests. The inspections and tests must have been competently carried out and to the best of the inspector’s knowledge and belief show the temporary distribution to be safe and suitable for the purpose. The Roundhouse retains the right to refuse permission for any equipment which is deemed to be unsafe to be used. E. Working platforms, means of access, ladders & scaffolding Substantial legislation and codes of practice exist which detail the duties imposed on the Management relating to access to the place of work. These details are not reproduced in these visiting/events company/contractor(s) rules but companies are expected to be aware of and to comply with such requirements. Visiting/Events companies/contractor(s) must detail the proposed method of work and the safety and security precautions prior to commencement of work to the satisfaction of the Head of Technical and Production and/or Deputy Director of Operations. Visiting/Events Companies/contractor(s) shall work strictly in accordance with statutory regulations.


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F. Rigging All rigging will be undertaken by one of the Roundhouses preferred rigging companies. A list of these companies can be obtained from the Head of Technical and Production. The rigging company will provide suitable Method Statements and Risk assessments as described above. All personnel undertaking rigging operations will be suitably trained, qualified and experienced and all other personnel, trades and suppliers will heed any instructions/restrictions placed upon them whilst rigging operations are taking place. Particular attention will be applied to the Lifting Operations and Lifting Equipment Regulations 1998, the Personal Protective Equipment at Work Regulations 1992 and the Working at Height Regulations 2005. All Main Space rigging must be undertaken in line with the Main Space Rigging Policy. Ratchet straps Ratchet straps are not to be used for suspending a load as they are neither appropriate for such use, nor y rated or tested for this. They are designed to hold ‘down’ a load not hold one ‘up’. Further detailed information can be obtained with important loading information from “Rigging for Entertainment: Regulations and Practice” pages 92-94 inclusive (Author: Chris Higgs). Gripples and Cable Ties Under no circumstances may gripples or nylon cable ties be used when suspending a load or within a suspended structure. Truss Walking Truss walking is not permitted within the venue under any circumstances. G. Manual Handling The Manual Handling Operations Regulations 1992 Significant obligations are placed on visiting/events company/contractor(s) management with regard to all manual handling tasks in the workplace. The regulations are the result of the European directive on minimum health and safety requirements for the manual handling of loads where there is a risk particularly of back injury to workers. H. Effects equipment, explosives storage and disposal Equipment used must be compatible with the list held by the local authority, be suitably constructed for the particular effect required and have an indication of electrical safety, if appropriate. Explosives must not be delivered or returned by post. It is our policy not to store explosives, except for use on current shows: arrangements must be made for the supplier to collect any unused explosives. Explosives for use on a current show will be stored in a lockable metal container bearing the legend ‘Explosive material – No naked flame’. A suitable fire extinguisher must be nearby. If it should happen that theatrical explosives cannot be returned to certain suppliers, the effects shall be detonated following the correct procedures or soaked thoroughly in water and disposed of via a foul drainage system.


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Pyrotechnics are to be rigged at the last possible point prior to the performance and in any event not more than 12 hours before use. Dry ice must be kept in a suitable thermal container in a well-ventilated area. Smoke fluids and pressurised gas bottles will be stored according to the venues COSHH code. Inert gases are to be chained or strapped to a wall or other secure surface at all times. Flammable gasses are to be kept in the gas cage in the service yard whenever not in active use. Only deactivated or replica firearms may be used. Firearms must be supervised by the Head of Technical and Production or Technical Manager or nominated Roundhouse Production representative, and must be kept locked in a metal container before and after use. A gun cupboard is available for use; please check with us that the firearms in use will fit. Necessary police licences or certificates must be obtained from the local Police Firearm Licensing Department. Please refer to clause K3.08 of Technical Standards for further information. Other weapons – such as knives – to be used in performances must be treated as firearms for storage and supervision purposes. Elevated exposures to mineral oil haze are associated with increased reporting of throat symptoms. The Roundhouse requires that:

o the distance between employees and fog machines is maximised o the number of machines used be minimised o the time fog machines are on be kept to a minimum o employees minimise the amount of time spent in visible fog o events are scheduled to use fogs near the end of a production day so

that there residual airborne mist is given time to settle when no one is on the set;

o sets are ventilated with fresh air during and after fog use Where theatrical smokes and fogs are to be used, exposures should be risk assessed to ensure that control methods are appropriate. Generally, the Roundhouse requires that only water-based hazers are used on site. DF50 cracked oil machines are completely banned due to the large particles of cracked mineral oil they produce. LPG canisters (butane, propane etc) are not permitted within the venue. Small gas cartridges which are integral to the special effects unit only are permitted. There is no fundamental restriction on the use of inert gases within the venue but usage and storage must be adequately addressed in the RAMS. Untethered gas bottles (i.e. CO2) are not permitted. Use of effects within the performance areas Pyrotechnics Withdraw from the store the minimum supplies required for the performance/event. The pyrotechnic device must be sited so it cannot set fire to adjacent materials.


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The operator must have a direct view of the device from the firing point. Appropriate fire fighting equipment must be to hand. The means of isolating the firing circuit must be in the possession of the person responsible for firing the device. Do not energise the control-firing box until immediately before the device is to be fired. Do not fire the device if there could be danger to anyone. In the event of a misfire, disable the circuit and do not try to fire again. If there is any doubt, refer to the ABTT code of practice for pyrotechnics. Live Flame If performers are required to smoke, for example, suitable fire fighting equipment must be provided offstage and a means of extinguishing available onstage and offstage, for example an ashtray full of water. More generally, any flame will be lit as late as possible and extinguished as soon as possible. Use of live flame only to be permitted (inc candles) by the Head of Technical and Production and/or Deputy Director of Operations and will where appropriate require Local Authority inspection and permission Alternatives to live flame will always be examined. Smoke and Dry ice Do not make direct contact with dry ice, always use gloves. Store in a suitable container. The dry ice machine is full of boiling water and suitable procedures must be set up to ensure against spillage and injury. The water level must be checked at least before each production to ensure the element does not burn out. CO2 vapour does not support life, so adequate ventilation must be supplied, with particular attention to be paid to areas such as security pits, where the CO2 vapour may settle. Care must be taken to avoid spillage of smoke fluid onstage or in the venue. The manufacturer’s own oil should always be used. The operator should have a clear view of the smoke effect. Care must be taken to stop the smoke effect entering the auditorium, using fans etc. Permission to turn off any smoke alarms must be sought well in advance and granted by the representative of the local authority.


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Avoid firing the smoke directly at performers, fabrics or other equipment.

Cracked oil machines are not classified as smoke machines so may not appear on a local authorities list – nevertheless the fluid is a hazard if spilt and some oils can be a health hazard if inhaled for too long or in too great a concentration.

The use of Smoke or Dry Ice will only be permitted by the Head of Technical and Production and/or Deputy Director of Operations and will (where appropriate) require Local Authority permission and inspection. Lasers For Lasers we require a Display Safety Record which must be event specific and include: 1. Introduction 2. Operator’s contact details 3. Laser Safety Officer (LSO) contact details, if different to operator 4. Number of staff for laser company 5. Name of venue and Performance dates/times. 6. Schedule for day including times of focus and demo 7. Equipment specifications 8. RAMS 9. Plan of the display area (including positioning of kit; positioning of operators and emergency stops) showing where lasers will terminate 10. Operational approvals (eg Civil Aviation Authority for outdoor use) 11. Measurements and Calculations 12. Operator’s training and Experience 13. Insurance Audience scanning is not permitted within the venue. Use of diffracted beams may be permitted subject to approval of suitable and sufficient documentation.

I. Mobile Elevating Work Platforms (MEWPs)

Mobile elevating work platforms (MEWPs) can provide excellent safe access to high level work. When using a MEWP make sure that:

o Whoever is operating it is fully trained and competent; o The work platform is provided with guard rails and toe boards or other

suitable barriers; o It is used on firm and level ground. The ground may have to be

prepared in advance; o Its tyres are properly inflated; o Any outriggers are extended and chocked as necessary before raising

the platform; o Everyone knows what to do if the machine fails with the platform in the

raised position; o Tools in use on the platform are attached to a lanyard; o Staff on the ground are wearing high visibility vests; o You are wearing a harness with a fall restraint lanyard attached to the

platform


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Do not:

o Operate MEWPs close to overhead cables or other dangerous machinery;

o Operate MEWPs during sound checks or when sound levels are so high that the MEWPs may not be heard;

o Allow a knuckle, or elbow, of the arm to protrude into a traffic route when working near vehicles;

o Move the equipment with the platform in the raised position unless the equipment is designed to allow this to be done safely (check the manufacturer's instructions).

Some MEWPs are described as suitable for 'rough terrain'. This usually means that they are safe to use on some uneven or undulating ground - but check their limitations in the manufacturer's handbook before taking them onto unprepared or sloping ground.

J. Tallescope The Tallescope may not be used without an experienced stage technical full time member of staff from the Roundhouse being present. Any situation requiring additional safety measures or any departure from this policy should be brought to the notice of the Head of Technical and Production, Chief Electrician or Technical Manager. Solo Static Use Follow the manufacturer’s instructions precisely. Ensure that the Tallescope is level. Adjustable legs must not be used to gain height and at least one, preferably two and ideally four of the legs must be fully retracted. If used on a rake, the long axis of the Tallescope should be up and down the slope of the rake. Before climbing the Tallescope ensure that both outriggers are fixed and locked into position so that they make firm contact with the floor. Ensure that the castor brakes are engaged on all wheels. Ensure that the leg and ladder locks are engaged. If scenic constraints or other reasons prevent exact adherence to the above, then additional safety measures may be necessary. Mobile Use This is permitted only with the direct supervision of the Head of Technical and Production, Technical Manager or Chief Electrician. Moving a Tallescope with a technician in the cage can only be justified where the fatigue due to continual climbing and descending is deemed to create a greater risk to falling than staying in the cage. The manufacturer’s instructions should be followed or other measures adopted to ensure an equal level of safety.


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Ensure that the Tallescope is level. Adjustable legs must not be used to gain height and at least one, preferably two and ideally four of the legs must be fully retracted. Do not adjust the legs with the technician in the cage. Before climbing the Tallescope ensure that both outriggers are fixed and locked into position, feet just above the floor. Make sure that the castor wheels are unlocked and that the Tallescope is held at the base by at least two people. Before the Tallescope is moved, it is essential that the technician in the cage has demonstrated a clear knowledge of stage terms so that the technician can clearly instruct those at the base as to the nature and destination of any move. The technicians at the base (a minimum of two) should also have demonstrated an ability to follow locational instructions and be aware of the likely risks and how to minimise them. Do not move the Tallescope with someone in the cage unless the stage surface is free from dangerous irregularities. There must be an established routine for such use. The technician in the cage directs all movement. A warning should be given and acknowledged before movement commences. The technician pushing should pay particular attention to the floor; the technician pulling is in a better position to watch the cage. Force must only be applied at the base. The Tallescope should be moved along the line of the long axis wherever possible. With a raked stage it is essential that there are sufficient people handling the base of the Tallescope to prevent unintentional movement and to ensure stability whilst moving in any direction. If scenic constraints or other reasons prevent adherence to any of the above precautions then suitable measures should be taken to ensure an equal level of safety. These measures may include staff at the base and full working light. K. Fire safety Fire apparatus Fire fighting apparatus shall be kept clear and readily accessible. Neither they, nor signs indicating their positions, should be removed or obscured without the express written permission of the Deputy Director of Operations. Fire extinguishers or other equipment are not to be used for any other purpose other than fighting fires. Wherever temporary electrical or other installations increase the fire loading, additional, dedicated suitable fire fighting apparatus must be provided in the immediate vicinity (for example amplifier racks and technical control positions should be equipped with their own CO2 extinguishers. Such apparatus should be provided by the party providing the equipment).


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Refuse Disposal Combustible refuse which cannot be safely disposed of on site shall not be allowed to accumulate but will be removed from site each working day. All waste must be disposed of according to the waste management as part of the Environmental Protection Act 1990. Fire escapes Must be kept clear and accessible at all times. No escape route (indicated with a green running man sign) may be obscured or obstructed without the written permission of the Deputy Director of Operations, which will only be granted in exceptional circumstances upon presentation of a scale floor plan, capacity calculation and risk assessment. Flammable and Highly Flammable Substances All Flammable and Highly Flammable Substances must be stored, handled and used in accordance with the current legislation. If such substances are kept and/or used on site then suitable signage must be placed in the area concerned. In particular the no smoking rule must be observed. The Roundhouse has an automatic Fire Alarm System with various detection devices and firebreak glass points located around the venue. Explosives Explosives, or cartridge operated fixing tools, must not be used, nor brought to the site, without the express prior, written permission of the Deputy Director of Operations, Head of Estates and Facilities or Head of Technical and Production. Compressed gas LPG canisters (butane, propane etc) are not permitted within the venue. Small gas cartridges only are allowable for relevant effects; for clarity this means no canister from and including size A upwards is permitted inside. There is no fundamental restriction on the use of inert gases within the venue but usage and storage must be adequately addressed in the RAMS. Untethered gas bottles (i.e. CO2) are not permitted. Any relevant requirements of the Highly Flammable Liquids and Liquefied Petroleum Gases Regulations 1972 including any subsequent modifications to or re-enactments of must be complied with. Whether or not the gas is flammable, cylinders must be kept away from sources of heat and any means of escape. Full and empty cartridges or cylinders not in use must be kept in the gas cage or another safe, well-vented storage area designated by the Head of Technical and Production. When handling cartridges or cylinders, care must be taken not to damage valves.


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Fire If you discover a fire: • Break the glass in the nearest fire call point to alert key staff and instigate

emergency procedures. • Proceed to the Fire Control Centre at Stage Door and remain there so you can brief

the London Fire Service the location and the extent of the fire. • Do not attempt to fight fires unless doing so is essential to your safety. In the event of a fire emergency evacuation: • Xenon beacons will operate in the dressing room and plant room areas as visual

indication (flashing red light) of a fire situation. • The fire system voice alarms will qualify the situation with an alert or evacuation

message. In performance/event mode the Duty House Manager/Duty Technician will manage the evacuation of the auditorium and stage areas.

• Evacuate following the exit routes indicated to the final exit doors. Wheelchair users should follow their Personal Emergency Evacuation Plan wherever possible, or otherwise proceed to the nearest refuge point, press the refuge alarm and await rescue. If at ground level proceed out of the nearest fire exit door to the assembly point.

• Assembly Points – Once clear of the venue, Visiting/Events

Company/Contractor(s) staff should proceed to the assembly point in the rear car park via Chalk Farm Road and Regent Park Road. The Company/Production Manager/representative or designated Deputy shall carry out a role call to ensure that all staff are present. A report shall then be made to the emergency co-ordinator.

The visiting/events company/contractor(s) must familiarise themselves and comply with the fire precautions applicable to the site and which form part of this document. L. Smoking In line with current legislation the Roundhouse is a non-smoking venue. The smoking of electronic cigarettes is additionally not permitted within the building. M. House lighting In line with published Technical Standards for Places of Entertainment, a minimum house lighting level must be maintained throughout the premises at all times. The Roundhouse does not allow complete blackout nor account for bleed from production lighting when assessing safe house lighting levels. All ‘running man’ escape route signs must be maintained at all times. N. Medical emergencies In case of medical emergency contact the Duty Manager or Stage Door on radio channel 2 or extension 333. The Roundhouse Duty Manager and will assist with any medical emergency and summon First Aid within the venue or an ambulance for more serious medical emergencies.


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There are First Aid Boxes situated in the following areas:

• Level 1 Office • Technical Office • RH Studios • Box Office • Level 2 Office • Made in Camden • Stage Door • 100A Offices • Regent’s Park Road Reception (from June 2015) • Administration Building Levels 3 and 4 (from June 2015)

The Roundhouse Accident Report Form is held on the intranet and can be accessed by any member of Roundhouse staff. An Accident Report must be filed for any accident occurring on Roundhouse premises. O. Accidents and dangerous occurrences All accidents at the Roundhouse (no matter how slight), which result in personal injury to visiting/events company/contractor(s) employees, must be reported to Roundhouse Management. Any accident or dangerous occurrence, which is notifiable under the Reporting of Injuries Diseases and Dangerous Occurrences Regulations should be subject to a Roundhouse Accident Report. The Deputy Director of Operations will investigate and file RIDDOR reports as required. P. Legal responsibilities The visiting/events company/contractor(s) must ensure that all work is carried out in accordance with all statutory regulation and any other relevant statutory provisions. Q. Relevant legislation When carrying out work at the Roundhouse all visiting/events companies/contractor(s) must comply with all current Health and Safety and Safe Working Practices legislation and directives including:

• Health and Safety at Work Act 1974 • Electricity (factories Act) Special regulations 1908 and 1944 • Electricity at Work regulations 1989 • Institute of Electrical Engineers Standards 17th edition • Construction regulation 1961 and 1996 • Construction Design and Management Regulations 1994 • British Standards Code of Practice for Access and Working Scaffolds and

Special Scaffold Structures in Steel • Health and Safety Executive Guidance Note GS42 - Tower Scaffolds • Prefabricated Aluminium Scaffolding Manufacturers Association Code of

Practice • Highly Flammable Liquids and Liquefied Petroleum Cases Regulations 1972 • The Management of Health and Safety at Work Regulations 1992


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• The Workplace (health, Safety and Welfare) Regulations 1992 • The Provision and Use of Work Equipment Regulations 1998 • The Manual Handling Operations Regulations 1992 • The Work at Height Regulations • Lifting Operations and Lifting Equipment Regulations • The Health and Safety (Display Screen Equipment) Regulations 1992 • The Personal Protective Equipment at Work Regulations 1992 • The Factories Act 1961 • The Offices, Shops and Railway Premises Act 1963 • The Fire Precautions Act 1971 • The Control of Substances Hazardous to Health Regulations 1988 • The Noise at Work Regulations 1989 • The Abrasive Wheels Regulations 1970 • The Health and Safety (First-Aid) Regulations 1981 • The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations

1985 • Introduction to the Construction Regulations 1961 and 1966 • The Construction (General Provisions) Regulations 1961 • The Construction (Lifting Operations) Regulations 1961 • The Construction (Health and Welfare) Regulations 1966 • The Construction (Head Protection) regulations 1989 • The Safety Representatives and Safety Committees Regulations 1977 • The Safety Signs Regulations 1980 • The Ionising Radiation's Regulations 1985 • The Control of Pesticides Regulations 1986 • The Health and Safety Information for Employees Regulations 1989 • Regulatory Reform (Fire Safety) Order 2005 • Dangerous Substances and Explosive Atmospheres Regulations 2002 • The Construction (Design and Management) (CDM) Regulations 2007

R. Technical Standards The Roundhouse works to the current edition of Technical Standards for Places of Entertainment, as produced by The District Surveyors Association (DSA) and the Association of British Theatre Technicians (ABTT). We require all visiting / events companies working on site to comply with these regulations wherever relevant. S. Prohibition notices The Roundhouse will issue notices either a) requiring the immediate cessation of works or b) requiring certain conditions to be met or rectified prior to admitting the general public to the permises. Such notices will be issued whenever the management has cause to believe that an unsafe or non-compliant condition exists or is likely to exist, and stated remedial works must be completed before works continue or the house is opened. Further details are available from Roundhouse staff or the Deputy Director of Operations. T. Access and Egress Artists, personnel, visitors and staff on call or duty should enter and leave the venue by the Stage Door only. Fire escape doors may only be used in an emergency. All Visiting/Event Company members should sign in at stage door / Regent’s Park Road Reception (from June 2015) each time they enter the building. Roundhouse Studios staff must enter via Stage Door, Roundhouse Studio users are to enter via the


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reception entrance. Stage Door is open from 7am to midnight daily with extended hours as necessary to the Roundhouse and Studios programme. U. Guests Guests are permitted backstage at the discretion of the Company Manager and only if accompanied by a member of the company. All visitors / guests must be signed in at stage door when they enter the building. V. Backstage, Dressing Rooms & Studios Smoking and cooking are not permitted backstage, in the dressing rooms, studios, Main Space or the Studio Theatre. Any damage caused to Roundhouse furniture, fixtures or fittings by a member of the Visiting/Event Company will be invoiced for the repair thereof. The consumption of alcohol and use of crockery and glassware is not permitted within Roundhouse Studios except when controlled by members of Roundhouse staff and authorised by the Head of Food & Beverage or Deputy Director of Operations for specific events. All electrical appliances brought into the building by artists, workshop leaders and other visiting/event company members should have been recently tested for electrical safety. Please do not overload electrical sockets. The Roundhouse accepts no responsibility for electrical items brought in for personal use. Please do not leave any belongings, equipment, cases, costumes, furniture, or any other goods in corridors. W. House rules Auditorium The Roundhouse reserves the right to refuse admission to front of house areas of the performance spaces during performances to visitors and company members who do not have a valid ticket issued by the Roundhouse Box Office. Bicycles No bicycles are allowed in the building. Racks are provided outside the stage door car park/compound. The Roundhouse shall not be liable for any loss or damage that may occur. Security A security officer is available at Stage Door whenever the Stage Door is open. It is in the interests of artists, personnel and event company members to co-operate with security arrangements within the Roundhouse. Anyone requiring access through security doors will be issued with a security access pass which must be returned after your visit. All staff, company members, personnel and visitors must wear identification at all times.


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Insurance The Roundhouse shall not be liable for the loss or damage of any personal property brought into or left on any company premises. Company members, events staff and personnel are advised to take out their own insurance for personal possessions and not to leave valuables and money unattended. All visiting companies and contractors working on site are required to carry Public Liability Insurance (minimum £5 million). Animals No animals or pets may be brought into the Roundhouse, except assistance dogs, without prior permission. Neighbours Please be aware that we are situated in a residential area. We ask all company members, events staff, personnel and visitors to be considerate when leaving the building at night and to keep noise to an absolute minimum. Please also bear this in mind when you are inside the building and the windows are open. All windows should be closed from 6pm onwards. All visitors and personnel should in their own interests refer to the notice boards at frequent intervals. X. Loading and vehicles There are to be no movements of vehicles on site or through the compound gates between the hours of 11.00pm and 8.00am. Any loading of vehicles between the above times must be done with the written permission of the Head of Technical and Production and with all due regard to the proximity of noise sensitive premises. The Roundhouse reserves the right to stop loading between the hours of 11.00pm and 8.00am if the noise is deemed to be excessive by a representative of the Roundhouse or immediately if any complaint is received by a neighbour or representative of the local authority or the Police. No refuelling is to be undertaken anywhere on Roundhouse property (indoors or outdoors). The site speed limit is 5mph. Hazard warning lights, beacons and audible warning systems are to be used where fitted. A banksman must always be used when reversing. The engines of stationary vehicles must be switched off and not left to idle. Disclaimer


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Nothing contained within this document relieves the visiting/events company of their obligations to comply with any statutory legislation or duties under common law and no permission or consent by or on behalf of the Roundhouse or its agents under these safety rules and requirements shall in any way relieve the visiting/events company of their liability for accidents, injury and/or damage under the Contract. These precautions are additional to any for which the company may be responsible by statute. These conditions may be varied or added to at any time by the Roundhouse. The Roundhouse accepts no responsibility for any direct or indirect losses caused by the enforced delay or suspension of works imposed as a result of non-compliance with the Site Safety Regulations.


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5.3 Code of Practice for the Control of Contractors

Introduction The Roundhouse has a statutory duty to ensure, as far as is reasonably practicable, the health, safety and welfare of all its employees and others who may be affected by its undertaking. The Roundhouse's Health and Safety Policy statement recognises this duty and due to the range of work activities carried out on Roundhouse Trust premises by contractors it has in place this Code of Practice.

Purpose of the Code This Code of Practice (COP) has been drawn up to assist contractors and their employees in complying with health and safety legislation (Health and Safety at Work etc. Act), requirements made under the Act and all other legal requirements for health, safety and welfare.

All contractors working on Roundhouse premises must comply with the provisions of this COP. The observance of this COP does not, in any way, relieve contractors of their own legal and contractual obligations.

All contractors must be conversant with, and adhere to, the Site Safety Rules of the Roundhouse

In case of doubt pertaining to the application of this COP, or should any circumstances arise that could affect safe working not covered by this COP, advice should be sought from the Roundhouse's representative, usually the Deputy Director of Operations.

Monitoring of Safe Working Contractors will be monitored for health and safety on site. Should contractors fail to meet legislative requirements or the requirements of this COP, they will be removed from the Roundhouse's 'Approved Contractor' list and may be removed from site.

General

All contractors - including self employed persons - undertaking work at the Roundhouse must ensure they conduct their activities in accordance with the Health and Safety At Work etc. Act (HSAWA), and relevant regulations made under HSAWA. These include:

o The Management of Health and Safety at Work Regulations o The Workplace (Health, Safety and Welfare) Regulations o The Control of Substances Hazardous to Health Regulations o The Manual Handling Operations Regulations o The Provision and Use of Work Equipment Regulations o The Personal Protective Equipment at Work Regulations o The Electricity at Work Regulations o The Noise at Work Regulations o The Work at Height Regulations


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Construction and Building Contractors

Construction contractors must not only comply with the general provisions laid down in HASAWA and associated legislation, but also with particular legislation applicable to construction activities. Main legislation pertaining to building operations is:

o The Construction (Design and Management) Regulations o The Construction (Health, Safety and Welfare) Regulations

A building operation is defined as 'the construction, structural alteration, repair or maintenance of a building (including re-pointing, re-decorating and external cleaning of the structure), the demolition or part demolition of a building and the preparation for, and laying the foundation of, an intended building'.

The duties imposed by legislation are usually imposed on 'the contractor or employer of workmen'. This is because, in many cases, construction workers are not technically employees, but are self-employed persons under a contract of service. Likewise construction workers are collectively referred to as employees.

Responsibilities

Contractors will be responsible for ensuring that each of their employees and sub-contractors they employ are acquainted with the requirements of this COP.

Insurance

All contractors must have insurance covering against third party claims to a minimum of £5,000,000. The Roundhouse may require production of the relevant certificate of insurance.

Commencement of Work

In the first instance no work may commence at the Roundhouse unless the certificate attached to this COP (Appendix 1) has been completed and received by the Deputy Director of Operations. This COP and certificate apply to all subsequent work undertaken by the contractor at the Roundhouse, until further notice.

No work may commence before the contractor has reported to the Stage Door, have signed in and contacted the Deputy Director of Operations or House Services Manager. Each employee of the contractor will be issued with an identification badge. This must be worn at all times whilst on the Roundhouse site.

General Organisation

Contractors must ensure their operations are conducted, and all plant, equipment and materials are used, in such a manner as to prevent injury to persons or loss of access to essential building services or thoroughfares. Plant, equipment and materials should not be left unattended in corridors, hallways, staircases or other public areas without adequate safeguards.


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Working Areas

Contractors' employees are forbidden to go beyond their working areas, except when it is necessary in connection with their work. In such circumstances recognised and agreed access routes shall be used.

Work Equipment

All plant, tools and other work equipment used by contractors at the Roundhouse must be fit for purpose for the work to be undertaken, compliant with all relevant legal standards and maintained in accordance with appropriate safety standards and manufacturer’s guidelines. Contractors must not use Roundhouse owned plant, tools or other work equipment without the express permission of the Buildings and Facilities Manager or his/her authorised representative.

Personal Protective Equipment and Clothing

Contractors are responsible for providing their employees with appropriate personal protective equipment and clothing as may be required for the work being undertaken. The Roundhouse may require proof of adequacy or specification of the protective equipment or clothing provided.

Materials

All materials must be of serviceable quality. The Deputy Director of Operations reserves the right to require proof of the quality or standard to which any material is manufactured and require its removal from Roundhouse property if not satisfactory.

Safety and Warning Signs

Contractors must ensure they conspicuously display the appropriate safety signs and notices, in accordance with the Health and Safety (Safety Signs and Signals) Regulations, at relevant locations.

Contractors must observe any instructions given on warning signs posted by the Roundhouse. Should any such warning sign be present in the contractor's work area they must contact the Deputy Director of Operations or House Services Manager before commencing any work.

Services

Contractors will not connect up to any electrical, steam, compressed air, oxygen bottles or any other services without the authority of the Deputy Director of Operations or his/her authorised representative.

Fire Precautions

Smoking is prohibited in the Roundhouse. Contractors must ensure that their employees observe this policy.

All contractors' employees must observe the posted fire instructions in the areas that they are working. The evacuation signal is a Voice Announcement, indicating necessary and immediate evacuation by the nearest available exit. NO ONE IS EXEMPTED FROM EVACUATION.


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Any welding or burning shall only be carried out with the appropriate Hot Works Permit in place and the Roundhouse's authority.

Hazardous/Harmful Substance and Materials

Contractors must ensure that any hazardous substances are used in accordance with the Control of Substances Hazardous to Health Regulations or other appropriate legislation. Copies of Product Safety Data Sheets for any such substance used on Roundhouse premises must be provided to the Deputy Director of Operations.

Contractors must report immediately all suspected hazardous/harmful substances and materials (e.g. asbestos) discovered or disturbed in the course of their work.

Electrical Equipment and Plant

All electrical work and work involving electrical tools and equipment shall be carried out in accordance with the appropriate statutory requirements and policies of the Roundhouse. All portable power tools, so far as is reasonably practicable, shall be operated at 110V or less. In certain circumstances, where agreed by the Deputy Director of Operations or his/her representative, an alternative device may be used and this must incorporate an earth leakage/residual current device.

Contractors, or their employees, shall not enter any sub-station, switch room or similar area without the express permission of the Deputy Director of Operations or his/her representative. Work on live electrical equipment shall only be undertaken in accordance with the Electricity at Work Regulations.

Guarding

Guards (e.g. machine guards and fencing) must not be removed or tampered with.

Lifting Equipment and Operations

Contractors shall ensure that any lifting equipment brought onto, and lifting operations undertaken on, the Roundhouse site is in accordance with the requirements of the Lifting Operations and Lifting Equipment Regulations. The Deputy Director of Operations or his/her representative may request proof of this and will remove any equipment or suspend operations that do not satisfy this.

Permit to Work

Where a permit to work system is employed in a particular area, no work shall commence until the permit has been authorised and issued by the Roundhouse's representative. The conditions of the permit must be complied with at all times whilst working in the affected building or area and it must be kept at the work site while work is taking place.


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Compressed Gas Cylinders

Contractors shall:

o make adequate arrangements for the safe custody of their cylinders; o not bring cylinders onto the Roundhouse site without express written

permission; o take note of the precautions and safe practices required by the equipment

manufacturers and the Health and Safety Executive; and o have arrangements for the safe and speedy removal of compressed gas

cylinders.

Control of Pollution

Contractors shall not deposit any waste, chemical or other substance into any drains, skips or bins on Roundhouse premises, unless express permission has been given by the Deputy Director of Operations or his/her representative.

Contractors may not allow the emission of any harmful or noxious substance from their work.

Cartridge Operated Fixing Tools

Cartridge operated fixing tools must not be used on Roundhouse premises without the prior permission of the Deputy Director of Operations, Head of Estates and Facilities or Head of Technical and Production. If this permission has been given, such tools must only be used in compliance with standards set out by the Health and Safety Executive.

Excavations

Prior to any excavation work, contractors shall consult with the Buildings and Facilities Manager who will authorise the work and advise on the existence of electrical cables, drains, gas, water mains etc. likely to be affected.

Excavations must be supported in accordance with the Construction (Health, Safety and Welfare) Regulations. Excavations must be appropriately protected to prevent people and/or materials falling into them.

Working at Height

Contractors must work in accordance with the Roundhouse Working at Height Policy.

Confined Spaces

Entry into confined spaces must only be undertaken with the express permission of the Deputy Director of Operations or his/her representative. If permission has been given, entry, subsequent work and emergency arrangements must be in accordance with the Confined Spaces Regulations.

External roof access

Access to the external roof areas is subject to the permission of the Head of Estates and Facilities or Deputy Director of Operations. Access must be conducted in line with approved safe working practices and accompanied by a member of the Estates team.


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Health and Safety Code of Practice for Contractors

Certificate of Agreement

I certify that I have received the Roundhouse ‘Health and Safety Code of Practice for Contractors’, that I have read and understood its contents and that I agree to do everything possible to protect myself and others from risk of injury whilst working at the Roundhouse. Name: ___________________________________________ Position: ___________________________________________ Company: ___________________________________________ Address: ___________________________________________

___________________________________________

___________________________________________ Signature: ___________________________________________ Print Name: ___________________________________________ Date: ___________________________________________

Please complete and return to: Mr James Heaton Deputy Director of Operations The Roundhouse Chalk Farm Road Camden NW1 8EH [email protected] Direct: 020 7424 8490 Fax: 020 7424 9992


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5.4 Contractor questionnaire updated March 2010 This questionnaire is to be completed and submitted by all contractors working at or for the Roundhouse not less than annually, along with the Certificate of Agreement for the Health and Safety Code of Practice for Contractors. We also need to receive site specific method statements and risk assessments pertinent to your site activities and equipment. Safe working systems should reflect the risk exposures identified by the risk assessments. You are welcome to submit and relevant or supporting information as you see fit. You must also return the documents detailed on the checklist on the final page. Please ensure that this information is returned prior to any deadline specified. All submissions should be directed to Head of Estates ad Facilities at the Roundhouse.


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1. Have you appointed a competent person or persons in order to ensure that risks to health, safety and the environment are appropriately managed?

☐ YES ☐ NO

If yes, state: Name of competent person: _________________________________________ Position held: _________________________________________ Qualifications / experience: _________________________________________

_________________________________________

2. Is your company a member of all relevant trade associations and professional

bodies (e.g. Gas Safe Register, NICEIC etc)?

☐ YES ☐ NO

Please detail all trade organisations and professional bodies of which your company is a member: ______________________________________________________________________ ______________________________________________________________________

3. Have you made provision for first aid treatment of your own employees and

your sub-contractors’ employees?

☐ YES ☐ NO

Have you established appropriate emergency controls for potential emergency situations (e.g. chemical spillage)?

☐ YES ☐ NO

4. Have you identified your key health, safety and environmental risk exposures at each of the premises in which you work by a process of risk assessment? (assessments relevant to the Roundhouse must be submitted)

☐ YES ☐ NO

5. Have you developed safe systems of work for your key health, safety and environmental risks at the Roundhouse, and can you evidence these safe systems of work by way of documented method statements?

☐ YES ☐ NO

6. Does your company provide job-specific health and safety traning to employees working at the Roundhouse, and is such training and relevant certification up-to-date?

☐ YES ☐ NO


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7. Will you be sub-contracting any works or other activities for which the Roundhouse has contracted your company?

☐ YES ☐ NO

If ‘yes’, list all sub-contractors and summarise their activities:

8. Do you have your own contractor control policy in place?

☐ YES ☐ NO

9. Do you operate a Work Permit system with your sub-contractors for defined work activities, e.g. hot work, working at height, live electrical work.

☐ YES ☐ NO

If ‘yes’, detail the nature of work activites controlled by permit: ______________________________________________________________________ ______________________________________________________________________

10. Do you use anything other than 110 volt portable electric tools and appliances?

☐ YES ☐ NO

If ‘yes’, give details: ______________________________________________________________________ ______________________________________________________________________

11. Are all portable electrical appliances routinely tested and inspected for

condition and safety?

☐ YES ☐ NO

12. Is all other work equipment routinely tested and inspected for condition and safety?

☐ YES ☐ NO


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13. Does your company operate a formal Health, Safety and Environmental Management System?

☐ YES ☐ NO

14. Is your company accredited to OHSAS 18001?

☐ YES ☐ NO

15. Is your company accredited to ISO 14001?

☐ YES ☐ NO

16. Does your company have a formal planning process for health and safety activity?

☐ YES ☐ NO

If ‘yes’, outline how this works: ______________________________________________________________________ ______________________________________________________________________

17. Does your company have an accident / incident reporting and investigation procedure?

☐ YES ☐ NO

18. Has your company had any RIDDOR reportable incidents in the previous 12 month period?

☐ YES ☐ NO

If ‘yes’, briefly outline date and nature of incident(s): ______________________________________________________________________ ______________________________________________________________________

Thank you. Please note complete the checklist overleaf and return all documents to: Deputy Director of Operations Roundhouse Chalk Farm Road London NW1 8EH


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Roundhouse – Control of Contractors Documentation submission checklist Please return the following:

This questionnaire, completed in full ☐ Copy of signed and dated Health & Safety Policy Statement ☐ Copy of valid Employers’ Liability Insurance Certificate ☐ Copy of valid Public Liability Insurance Certificate ☐ Copy of method statements and risk assessments relating ☐ to all activities to be undertaken at or for the Roundhouse.

Copy of any relevant standard operating procedures and ☐

supporting risk assessments and method statements.

Copy of accident / incident reporting procedure ☐

Copy of Product Safety Data Sheets for any and all substances ☐

hazardous to health to be used on site Name of company: ________________________________________ Documents submitted by: ________________________________________ Position: ________________________________________ Date: ________________________________________ Signature: ________________________________________ I certify that the information concerned within the documentation submitted – including the questionnaire – is correct. I understand that I must write to the Roundhouse’s Deputy Director of Operations if there are significant changes or additions to any of this information or documentation prior to my being asked to review this submission. This questionnaire and documentation submission must take place at least annually whilst your company is contracted to work at or for the Roundhouse.


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5.5 Policy for Hot Working Operations revised March 2010 Introduction Hot Work comprises work activities that involve the application or generation of heat or hot discharge during their execution. Such activities include, but are not limited to, cutting, welding, brazing, soldering and the use of blow-lamps and burners. This Policy applies to all work hot works, both internal and external, where there is a risk of personal injury to anyone working in or visiting the Roundhouse. This document makes reference to a “Competent Person”, who, in this instance, is determined to be someone who has sufficient technical knowledge, training and practical experience of the Hot Work Processes and their associated hazards to make informed decisions regarding the operation. Hazards The hazards arising from Hot Work comprise:

a) The ignition of flammable vapours within a confined space can produce pressures well above the safe working pressure of most types of tank used for liquid storage. Even tanks designed to be pressure vessels are not normally designed to withstand shock pressures generated by an internal explosion. An explosion within a tank is therefore liable to cause violent failure of the vessel. Parts of the tank may be propelled as missiles, and a flame front, hot gases and burning liquid may be expelled.

b) The risk to the building or surroundings as a result of work activities that

generate hot fall out and heat, such as Grinding, Burning and Welding etc., in areas containing combustible and flammable materials.

c) Risk of eye injury including ultra-violet damage (i.e. “arc-eye”), burns and heat

exhaustion.

d) Asphyxiation by gases and vapours and/or asphyxiation or poisoning by toxic fumes.

Contractors conducting Hot Works

a) Whilst this policy primarily applies to Roundhouse Staff, contractors are expected to comply with them as part of their permit to work on site.

b) Method statements should accompany complex jobs, and should be submitted

ahead of working times.

c) Contractors are responsible for the provision of their own access and PPE equipment, to be compliant with the relevant British (or European or international) standards. If equipment is found to be sub standard, or certification for equipment cannot be provided on request work will be suspended.


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Risk Assessment for Hot Work Hot Work should only be undertaken if alternatives have been discounted e.g. mechanical fixing, sawing, use of adhesives etc. Department heads should ensure that risk assessments already in place for hot work activities are reviewed regularly. Duty holders must make sure that all hot work is planned organised and carried out by competent persons and that the hierarchy for managing risk for hot work is being followed. Duty holders must also ensure that the most appropriate work equipment is to be used and that collective measures to prevent injury or damage (such as weld screens) are in place before measures which may only mitigate consequences are considered. These risk assessments should form the basis of either a Standard Operating Procedure or Permit to Work, which will detail the methodology of working practice. If the Hot Work involves or produces substances hazardous to health, e.g. cleaning solvents, acids, welding fumes etc. then the work must include any additional control measures as necessary under the Control of Substances Hazardous to Health Regulations. This includes the processing of galvanized materials, and other heat-reactive substances. Safety Procedures for Hot Work To control the risks associated with Hot Work operations, activities must be carried out in accordance with either a Standard Operating Procedure or a Permit to Work, depending upon the circumstances, which should be determined by a competent person. Both should be used in accordance with the guidelines below. All the control and preventative measures stipulated in the standard operating procedure or permit to work must be rigorously followed by the Competent Person and the other members of the team (where appropriate). On completion of the hot work, the area must be made safe and properly cleared up. The person in charge of the work/team must decide whether to re-visit the work area, after a suitable period of time (usually one hour), to ensure that there are no signs of possible causes of fires. This should be stipulated as part of the procedure or permit if appropriate. A copy of the SOP or Hot works permit should be available at the hot-work location. Routine operations in designated areas - Standard Operating Procedure Lower risk, routine Hot Work operations should be carried out in accordance with a Standard Operating Procedure that has been derived from a risk assessment that covers these predictable activities. A lower risk operation is one that does not involve: • Stability hazards associated with structure, • Hazardous residues that may be present within or on the item being subjected to

heat, • Work in locations that contain, or are in the vicinity of, highly flammable or highly

combustible materials, • Work in confined spaces • Inexperienced or training staff.


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The types of activities that would fall within this category include: • Operations in specifically designated areas (a “Weld Shop” for example) • Operations as part of a controlled series of installation or removal works (fit up’s

and get outs) • Operations that are carried out in areas that will not be affected by the hot work or

accessible by non-authorized persons. • Regular patterns of works. The standard operating procedure should form part of a wider risk assessment of the works taking place, and as such should be reviewed regularly, at the end of their working process, or following a change in procedure or accident. A standard operating procedure document should be submitted to the Roundhouse Health and Safety Representative no less than 14 days prior to the commencement of works for approval. As such, Standard Operating Procedures Cannot be approved by Clients, Incoming Companies or contractors. Non-routine operations - Use of Hot Works Permit Operations that are of a non-routine nature must be assessed by a Competent person and the appropriate Roundhouse Safety Representative to identify whether it may give rise to significant risks to those engaged in the work or to the building or to others that may be in the vicinity. A Permit-to-Work involves a methodical assessment, and documentation of the task to identify and specify the precautions to be taken. Examples of situations for which a Permit-to Work should be issued are as follows: • Work on vessels, including tanks and pipes, that have contained flammable

materials or are lined or coated with flammable or combustible materials, • Work on vessels that may release harmful gases, fumes or vapours, • Work in areas that contain flammable or combustible materials that cannot be

protected by following the Safe Operating Procedure alone, • Work in locations that could expose other users of the area to hazards, e.g. work

above building entrances The Permit-to-Work should be issued by an authorized person responsible for carrying out the risk assessment of the job. He/she is responsible for specifying the necessary precautions, e.g. isolations, site preparations, emergency procedures. The person issuing a permit to work should not be a member of the works team. The precautions within the permit to work should be discussed with the senior person carrying out the hot work, who must also be a Competent Person to ensure that the nature of these and the hazards is clearly understood. It is the joint responsibility of the Authorized Person issuing the Permit and the Competent Person receiving it to fully understand the contents, limitations and scope of the Permit and its full implications, prior to the commencement of work. The Permit-to-Work should be validated for a maximum of one day only. If additional time beyond the expiry of the Permit is required the Permit should be reviewed, and, subject to approval, be re-issued as an extension by the person who formerly issued it, or in their absence another appropriate authorized person after reviewing the criteria under which it was issued.


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Fire Prevention All work on the Roundhouses premises are subject to the Roundhouses fire risk assessment. Before work commences, a “fire safe zone” of approximately 5m should be established, to remove the chance of accidental combustion. This area should be clear of all combustible or flammable materials and liquids, or be hemmed in by non-flammable materials or walls. In addition floors should be swept clean, and dust should be kept to an absolute minimum in the area. Where hot work is to be undertaken on composite building panels or similar constructions the type of insulating or other materials behind metal or other non-combustible surfaces should be assessed. If combustible materials are identified or suspected, alternative methods should be employed. Cold stores in particular usually incorporate large amounts of combustible insulating materials in both wall and ceiling panels. Suitable fire extinguishing methods should be present through out the works. These should be available for the duration of any fire watch that is taking place. Hot items or tools should never be left unattended. At the end of any works session, all hot embers, stub ends of welding rods, etc. should be disposed of in a suitable manner. A periodic inspection of the area should take place to provide fire watch cover. This should continue for an appropriate length of time (as risk assessed). Ultraviolet light Ultraviolet light (UV) is a byproduct of any electronic welding or cutting process – most notably Electro arc (MIG/ TIG /MMA (arc)) welding; Plasma cutting; and resistance (spot/ seam/ stud) welding. UV is a an ionizing radiation, and as such should be treated with caution, as it can cause sever damage to skin (such as sun burn), eyes (such as Arc Eye) and in extreme cases, even DNA, leading to cancer. It is of grave importance that the use of UV creating devices is risk assessed and that adequate control measures for their usage are put in place. Users should wear appropriate, full sleeved clothing and full face shields when operating these devices, as should anyone who is working in close proximity to the operator. There should also be adequate precautions in place to prevent the accidental exposure to others on site. Flame Tools Flame tools describe any tool that requires naked flame for it means of works. This includes Blow lamps, brazing and welding torches, gas cutting tools, burners, etc. Where possible flame tools should not be used or if in use the ignition times of these products kept to a minimum. Hot tools should never be left unattended or placed on a surface on which they may cause damage. The fuel for flame tools should be stored away from the working area. Liquid fuels (Paraffin, Petrol or Diesel) should be avoided. Fuel lines should be in a good working order and be inspected for damage on a regular basis.


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Confined spaces A separate risk assessment will need to be completed for works in confined spaces, detailing the nature of the work. All works in confined spaces must be compliant with the Confined Spaces regulations of 1997. Fumes All hot works produce fumes of some kind or other. To this end risk assessments must take account of the materials that are being worked upon and their potential outputs under heat. Control measures must be put in place to protect everyone in a given area from this. Standard operating procedure check list Each standard operating procedure should include details of the following, in addition to a detailed method statement and risk assessment of the whole:

d) Name of the Issuing person, e) Name of person overseeing the work f) Name(s) of those undertaking the work (if not the overseer).

g) Date of issue h) Date of expiry or review

i) Location of work, including fire zoning.

j) Equipment or process permitted under the terms of this operating procedure k) Control measures to be in place before the commencement of hot work (from

risk assessment) Permit to conduct Hot Works Permit to work can be found over leaf.


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ROUNDHOUSE Permit no: HOT WORKS PERMIT Date: Before this permit is issued, a completed risk assessment and method statement of the works to be conducted must be submitted to your Roundhouse health and safety representative for approval. A copy of this document should be attached. PROPOSAL (to be completed by the person responsible for carrying out the work)

Location of proposed work (including access arrangements as required): Have you assessed the area for flammable or combustible materials?

☐ YES ☐ NO

Have you protected the area from damage associated with the works?

☐ YES ☐ NO

Do you have an unobstructed escape route?

☐ YES ☐ NO

Nature of works: Control measures in place for the safe conduct of works: By signing below I assert that the above information is correct, and that I will be working in line with the Roundhouse’s Hot Works Policy which I have read in full. Signed: ________________________________________ Name (block capitals): ________________________________________ Position: ________________________________________ Company: ________________________________________ Continued overleaf

/ /


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AGREEMENT (to be completed by an authorised representative of the Roundhouse)

This Hot Work Permit is issued subject to the following conditions: Time of ISSUE*: _________________ Time of EXPIRY*: _________________ A final FIRE CHECK of the work area must be made, not before: _________________ Additional conditions Signed: ________________________________________ Name (block capitals): ________________________________________ Position: ________________________________________ Date: ________________________________________ FIRE WATCH (To be completed by member of staff or contractor responsible for the work before returning this permit to the issuer ) This work area and all adjacent areas to which sparks and heat might have spread (such floors below and above, and areas on other sides of walls) have been inspected and found to be free of fire following completion of the work Time inspection completed: _________________ (at least one hour after work was completed) Signed: ________________________________________ Name (block capitals): ________________________________________ Position: ________________________________________ Date: ________________________________________ *Work permits will only be issued for continual working times – if the area of work is unattended, then a fresh permit must be issued. NB. Where work is being carried out by a contractor, the issuer of the permit should ensure that the contractor has complied with the requirements as stated in the Roundhouse Hot Works Policy, prior to work being carried out.


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Roundhouse

HOT WORKS PERMIT To be displayed at the location of works

Person working:

Person responsible for fire checks:

Location of works:

Valid until:

Issuer:

Queries? Concerns? Contact STAGE DOOR on extn. 333 / Radio Channel 2


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5.6 Working at Height Policy

Introduction

The 2005 Work at Height Regulations place duties on employers, the self-employed, and any person who controls the work of others to the extent of their control (administrators who may contract others, such as window cleaners to work at height). There are no height limits that these regulations apply to.

This Policy applies to all work at height, both internal and external, where there is a risk of a fall or falling item, is liable to cause personal injury to anyone working in or visiting the Roundhouse.

Requirements

The Regulations require that:

a) all work at height is properly planned and organised;

b) those involved in work at height are competent;

c) the risks from work at height are assessed and appropriate work equipment is selected and used;

d) The risks from fragile surfaces are properly controlled.

e) Equipment for work at height is properly inspected and maintained.

There is a simple hierarchy for managing and selecting equipment for work at height:

a) avoid work at height wherever possible;

b) use work equipment or other measures to prevent falls where working at height cannot be avoided

c) Where the risk of a fall cannot be eliminated, use work equipment or other measures to minimise the distance and consequences of a fall should one occur.

The Regulations include a number of schedules giving detailed requirements for existing places of work and means of access for work at height; for collective fall prevention (e.g. guardrails and working platforms); for collective fall arrest (e.g. nets, airbags etc.); for personal fall protection (e.g. work restraints, fall arrest and rope access) and for ladders.

Action required

Departments following current good practice for work at height should already be doing enough to comply with the Regulations.

Department heads should ensure that risk assessments already in place for work at height activities are reviewed regularly. Duty holders must make sure that all work at height is planned, organised and carried out by competent persons and that the hierarchy for managing risk for work at height is being followed. Duty holders must also ensure that the most appropriate work equipment is to be used and that collective measures to prevent falls (such as guardrails and working platforms) are in place before measures which may only mitigate the distance and consequences of a fall or which may only provide personal protection from a fall.


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Contractors working at height


b) Contractors are responsible for the provision of their own access and FPE equipment, to be compliant with the standards below. If equipment is found to be sub standard, or certification for equipment cannot be provided on request work will be suspended.

Roof safety systems (internal and external)

a) The ROUNDHOUSE must ensure that all fragile roofs are hazard signed. b) Where eyebolts have been installed (either for work positioning in conjunction

with latch way cables, g) or other fall prevention anchor points (such as the lantern access ladder). i) The ROUNDHOUSE is responsible for ensuring that all systems are

examined at intervals not exceeding 12 months and for arranging repair, replacement or full de-commissioning and provision of alternative systems where equipment is found to be sub standard.

ii) The ROUNDHOUSE is responsible for arranging training for staff that need access to the roof.

iii) Appropriate departments are responsible for safe keeping of the following items of FPE:

(1) Full Body Harnesses

(2) Lanyards

(3) Helmet

(4) Plus additional equipment as supplied for specific installations

c) Where hand rail or other barrier system has been fitted

i) The ROUNDHOUSE is responsible for ensuring that all systems are examined at intervals not exceeding 12 months and for arranging repair, replacement or full de-commissioning and provision of alternative systems where equipment is found to be sub standard.

d) Departments are responsible for ensuring that no persons have access to roofs without a permit to work. Individuals must not be allowed to use roof safety systems unless they have received appropriate training. Contactors should provide a method statement with risk assessment before commencing work and proof of training before signing the permit to work.

Ladders (including step ladders)

Ladders and stepladders are regarded primarily as a means of access. They should only be used as workplaces for short periods of time and then only if the use of more suitable equipment is not justified because of low risk and when the residual risk is adequately controlled. It is generally safer to use a other means of access with suitable fall protection.

a) The use of ladders by Roundhouse employees is only permitted where i) the use of more suitable work equipment such as, tower scaffolds, podium

steps, temporary stairs or MEWPs is not appropriate and ii) the work can be reached without stretching; iii) the ladder can be secured to prevent slipping; iv) A good handhold is available (unless, in the case of a step ladder and when

carrying a load, the maintenance of a handhold is not practicable). b) Ladders (aluminium or nonconductive) must conform to the appropriate British

Standard or other standard i.e. BS 2037 or BS 1129, Class 1 (heavy duty) or


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EN131 (ladders for trade). Class 3 ladders are intended for domestic use only and are not recommended for use at work.

c) Ladders must be in good condition. Departments are responsible for implementing a programme of regularly examining ladders under their control and records of these examinations must be kept. There must also be a visual inspection before each use, which involves checking that: i) the stiles are not damaged, buckled or warped; ii) no rungs are cracked or missing; iii) Safety feet or other safety devices are not missing.

d) Painted ladders should not be used as the paint may hide faults. (Coating with preservative and clear varnish is recommended). We also do not recommend the use of wooden step ladders as they are liable to catastrophic failure and faults are hard to detect.

e) Ladders (not step ladders) must be correctly angled (one out for every four up, i.e. approximately 75 degrees to the horizontal). Where ladders are used as a means of access they should extend approximately one metre above the access platform, unless some other adequate handhold is available.

f) Ladders must only be used on a firm, level surface and they should rest against a solid surface, not against fragile or other insecure materials such as plastic guttering or acoustic treatment. Ladders must be secured from falling: if a ladder cannot be secured by a physical fixture, then a second person must foot the ladder during use.

g) The top platform of a stepladder must not be used unless it is designed with handholds for that purpose.

h) When not in use, ladders and step ladders should be secured to prevent misuse.

MEWPs

a) The use of MEWPs on Roundhouse premises must be the subject of a prior risk assessment and site survey.

b) The person operating the equipment must be trained in line with ISO 188781. c) The platform must be provided with guardrails, toe boards or other suitable

barriers to prevent falls. d) MEWPs must be in good condition and used on firm and level ground. e) MEWPs must be maintained in accordance with the manufacturers’

instructions and thoroughly examined at six monthly intervals by a competent person.

Static Work Platforms (Including Scaffolding, Tower Scaffolding, Tallescope and other access equipment)

This is used primarily on work under the control of the Roundhouse, but some is used via contracts placed by departments.

a) For fixed scaffold: i) Scaffolding must be inspected by a competent person

(1) before it is put into use; (2) at seven day intervals until it is dismantled; (3) after bad or excessively dry weather or high winds or another event

likely to have effected its strength or stability; (4) After any substantial additions or other alterations.

ii) A written report must be prepared by the competent person. The report must utilize the format laid down in the Construction (Health, Safety and

1 ISO 18878:2004 Mobile elevating work platforms – Operator (driver) training. In the UK this is most commonly the IPAF PAL card.


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Welfare) Regulations 1996. The report will normally be written out at the time of the inspection but must be provided within twenty-four hours.

iii) A copy of the report must be kept on site in an appropriate place. iv) The ROUNDHOUSE or any department placing a contract for scaffolding

work must ensure that inspections will be carried out and that appropriate inspection reports are available for viewing by a Safety Office or external inspectors.

v) A holder of the CITB Advanced Scaffold Inspection Certificate or equivalent will be accepted as being competent to carry out general access scaffolding inspections. Written proof of the competence of persons used to inspect scaffolding must be obtained by the person placing the contract for the inspection work. Departments arranging for scaffolding inspections are recommended to contact the ROUNDHOUSE.

vi) In the event that scaffolding fails inspection this must be verbally reported to the person responsible for placing the original contracts as soon possible by the person carrying out the inspection. The necessary remedial action must be carried out by the scaffolding company and a re-inspection carried out by the competent person before the scaffolding can be put into use, or further use.

b) Tower Scaffolding (whether prefabricated or not) including those on hire. i) Formal instruction and training must be provided for all those who erect

tower scaffolds and these persons must be competent. Training may be provided by the company supplying the tower scaffolding or some other competent person. Towers should rest on firm level ground with the wheels or feet properly supported. Safe access to and from the work platform must be provided.

ii) Tower scaffolds must be inspected by a competent person and a record of the inspection must be made and kept for three months after dismantling the scaffold. Inspections are required: (1) before first use; (2) after substantial alterations; (3) after any event likely to have affected its stability; (4) If the tower remains erected in the same place for more than seven

days. iii) Any faults should be put right before further use.

c) Where equipment is fitted with wheels, it is not to be moved whilst in use as access equipment without being additionally subject to section 6 (MEWPs) of this document, and a risk assessment conducted.

d) Where equipment is erected or used in an area accessible generally to members of staff and/or the general public the following should apply: i) the minimum amount of equipment and materials should be stored on the

work platform; ii) Persons should be prevented from walking under or near the equipment by

means of physical barriers, it should also be considered to position a marshal in areas of high footfall.

iii) All ladders at ground level should be removed, or made inaccessible, when equipment is left unattended.

iv) Consideration should be given to whether the area around the base of the equipment needs to be a designated hard hat area as part of the risk assessment.

FPE (Fall Protection Equipment)

a) Any risk assessed work at height activity that requires the use of FPE must present a method statement including rescue plan to be authorized by the Roundhouse. These activities includes, but is not limited to: i) Rope access work


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ii) Work outside of handrail systems in the Roundhouse Main Space iii) Exterior roof access iv) MEWPs and other access equipment.

b) Equipment must not be more than 5 years old. It must be compliant with BS EN 365: 20042

c) Departments are responsible for the visual inspection of FPE before use, and for keeping logs of visual inspections and description of which FPE is used, when and by whom

Truss Walking

Truss walking is not necessary in the venue and accordingly is not permitted.

Training

a) All Roundhouse Staff will be given, as part of their induction, work at height training relevant to their needs.

b) If staff members do not feel that they have been trained to a sufficient level, they may request additional training from the Roundhouse. This need will then be assessed.

2 British Standard BS EN 365: 2004 Personal protective equipment against falls from a height. General requirements for instructions for use, maintenance, periodic examination, repairs, etc.


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5.7 Main Space Rigging Policy Introduction This document is a supplementary document to the Roundhouses work at height policy. This document is intended as a means of supporting the overall policy and providing key points of information regarding rigging work within the main space of the Roundhouse. Suppositions As this is a supporting document it is assumed that those reading this document have already read the Roundhouse’s Working at Height Policy, and have a good working knowledge of good rigging practice. Rigging Contractors


b) Contractors are responsible for the provision of their own equipment, to be compliant with the standards as stated in this document and the Roundhouse Work at Height Policy. If equipment is found to be sub standard, or certification for equipment cannot be provided on request work will be suspended.

c) All rigging contractors must provide full working drawings of their proposed rig 14 days prior to installation. These documents must contain full point loadings (including any lateral loading). If felt necessary by the Roundhouse, plans will be submitted to the Roundhouses Structural Engineer for approval at the cost of the client/ event organizer.

Riggers

a) Riggers are defined in the context of this document as being installation technicians for temporary suspended structures or equipment.

b) Riggers must be competent in their work. At time of writing, the Roundhouse do not require demonstration, documentation or certification ascertaining to this

c) The Rigger is held responsible for all aspects of their work, including but not limited to: The checking of suitability of all equipment used; that suspension points are sufficient for the load they will experience; that secondary systems are adequate for the loads they may be subject to; the safety of their work.

d) In addition to their own safety, Riggers are responsible for the safety of those working around them. If it is found that a Rigger is not acting with due care by the Roundhouse, they will be removed from the premises. This is not negotionable.

Static Loadings

a) The total load that can be hung from structures in the Roundhouse Main Space must not exceed 20t.

b) The Roundhouse has 7 main circular loading beams arranged at the following diameters and heights around the main space. All dimensions are given in meters, and heights are given from the working floor of the Main Space:


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Beam Diameter Height Point Load Max UDL A 1.65m 14.5m 1t @ 2.5m Centre <5t B 5.6m 15.5m 1t @ 2.5m Centre <10t C 11.92m 15.5m 2t @ 2.5m Centre <10t D 15.75m 14.5m 1t @ 2.5m Centre <10t E 21.8m 13.5m 2t @ 2.5m Centre <10t F 32.6m 11m 1t @ 2.5m Centre <10t G 37.38m 10.5m 1t @ 2.5m Centre <10t

c) The Roundhouse also has Load Bearing points suitable for lighting, speaker

hangs or other light weight equipment, located on each catwalk gantry and its tension wire grid. Load on these points must not exceed 30kg @ 1m centres.

d) The Roundhouse has three tab tracks installed around the main space, located

outside of the ring of columns (A), inside of the balcony rail (B) and against the outer wall (C). Tracks B and C are linked SR of the facilities rooms on Lv2. Loadings on these tracks must not exceed 30kg/m UDL or 9kg point loads at 300mm Centres.

e) There is to be no loading on the original structure of the building, including,

but not limited to i) The Columns, Arches and decorative Ironwork ii) The Spoke work radiating from the columns to the outside of the building iii) The Roof timberwork

f) There is to be no loading of the Tension wire grid (except for access and

installation), its surround or the structural work which suspends it. g) If there is a valid and justifiable need, it is possible to load walkways and

stairways of the roof access structure. Approval from the Head of Technical and Production, and if required validation by the Roundhouses Structural engineer, is required early in the planning process.

Dynamic Loadings

a) All live dynamic loads are subject to separate risk assessment and calculation. This is not applicable to the positioning of static loads at height, as this will be factored into approval of this load.

b) All calculations for dynamic loading must be presented four weeks before install, and are subject to approval by the Head of Technical and Production and/ or the Roundhouses Structural Engineer.

c) Ring beams may be take dynamic loads as follows (subject to approval)

Beam Dynamic Load Max Dynamic load (total) A 4kN/m <10kN B 4kN/m <10kN C 8kN/m <10kN D 4kN/m <10kN E 8kN/m <10kN F 4kN/m <10kN G 4kN/m <10kN


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Flying/suspension of Persons

a) The Flying of persons is subject to separate risk assessment as detailed in the Roundhouse Work at Height Policy.

b) Methodology will also need to be presented regarding fall arrest and method of rescue of injured persons.

c) It is the responsibility of the users employer to ensure that users be in a good state of health and have all of their faculties about them (ie. They are not exhausted, intoxicated, dehydrated or suffering low blood sugar).

Equipment

a) All equipment is subject to the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)

b) All equipment is subject to the Provision and Use of Work Equipment Regulations 1992 (PUWER)

c) All equipment must be compliant with current British (European or International) Standards.

d) All equipment should only be used for its intended purpose and within its design tolerances, in line with manufacturer’s recommendations.

e) Responsibility for all equipment installed lies with the Rigger.

Safety Systems

a) The Roundhouse requires secondary suspension for all structures that would fall, or fail them selves, in the event of failure of a single point. The Roundhouse does not accept the use of a hoist bypass back to the hoist chain as a secondary suspension method.

b) Secondary suspension points are to be made of steel components. c) Secondary suspensions must be adequate to take the dynamic load of the point

if their use becomes necessary. As such, secondary suspensions should be vertical and contain as little slack as possible.

d) An exclusion zone of an appropriate size must be employed underneath rigging operations. The size of this area, and who has access to it is subject to risk assessment by the rigger and/or the production Health and Safety Officer.

e) Polyester slings (spansets) are not permitted except where accompanied by an all-metal secondary.


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5.8 Noise at Work Policy Introduction

Noise has been described as unwanted sound, which may be distracting, annoying or cause physical damage to the body (e.g. temporary or permanent hearing damage; soft tissue damage). The damaging effects of noise are related to the ‘dose’ that the ear or other organs receive and this depends on the duration of the exposure and the noise level. Equal doses will cause the same amount of damage. Therefore short exposure to high levels of noise will cause similar damage to lower levels of noise exposure that are of longer duration. The Control of Noise at Work Regulations are intended to protect against risks to health and safety from exposure to noise, risk of hearing damage and other risks such as interference with the employee’s ability to hear instructions or warnings. Control of Noise at Work Regulations 2005 This policy reflects changes in the legislation, which arise from an increasing knowledge about noise levels that cause hearing damage. The Regulations introduce new, lower levels at which employers must control noise exposure and include a new limit value, above which employers are required to take immediate action to reduce exposure. The requirements for health surveillance have become more stringent since regular exposure above the revised upper exposure action value can pose a risk of harm. The Regulations do not apply to members of the public exposed to noise from non-work activities, or who choose to enter noisy places. Nor do the Regulations apply to noise ‘nuisance’, which causes no risk to health. Exposure limits and action values Noise is measured in decibels (dB). Note the dB scale is not a linear scale, it is a logarithmic scale, so every 3 dB increase is a doubling of noise energy. The annotation dB(A) means ‘A-weighted’, a measure of noise levels in the audible range for humans. A ‘C-weighting’, written as dB(C), is used to measure peak, impact or explosive noises. Both measures are important in relation to the exposure limits and action values. The Regulations require action at specific values relating to the levels of noise exposure averaged over a working day or week, and the maximum noise (peak sound pressure) to which employees are exposed over a working day. (a) Lower exposure action values (measured without PPE) Daily or Weekly exposure of 80dB(A) Peak sound pressure level 135dB(C ) (b) Upper exposure action values (measured without PPE) Daily or weekly exposure of 85dB(A) Peak sound pressure of 137dB(C )


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Use of a weekly exposure, rather than a daily exposure, may be appropriate where exposure to noise varies from day to day (e.g. a music performance on one day but not on others). No allowance should be made for the effects of hearing protection when determining an employee’s noise exposure in relation to the upper or lower action values. Exposure limits have also been set which must not be exceeded: Exposure limit values (measured WITH PPE) Daily or weekly exposure of 87 dB(A) Peak sound pressure of 140dB(C ) In this case, account may be taken of the reduction in noise exposure afforded by hearing protection. However if an employee is exposed to noise at or above the exposure limit values then departments must take immediate action to bring exposure down below this level. Assessment of exposure "Noisy" areas, work activities or processes where there is likely to be risk from noise exposure must be assessed and verified by a competent person. The findings of the assessment should be compared to the action and exposure limit values detailed in section 3. Examples of areas and work activities that may require assessment include the Main Space, Studio Theatre, Made, bars, the Hub, rehearsal studios and any other rooms, workshops, boiler rooms, ventilation plant rooms and areas adjacent to “noisy” rooms. An assessment will also be required where noise becomes intrusive for most of the working day, for example where a vacuum cleaner runs continuously throughout the day, or where employees have to raise their voices to hold a normal conversation 2m away from each other. In many cases noise measurements will not be necessary and sufficient information about noise emissions may be obtained from equipment manufacturers and suppliers. Some examples of typical noise levels are given in the Table in section 14. If the assessor is satisfied that noise levels are below the first action value of 80dB(A) then this should be recorded. No further action is required other than to ensure that there are no changes to the area, process or activity, or to take action if changes do arise. Where estimates approach the action values or exposure limit, noise measurements may be required to determine the specific departmental duties under the Regulations. Generally, noise measurements will be arranged via department Health & Safety representative. In all cases the assessment should be recorded and reviewed at least every two years, or when there is a significant change that may invalidate the original assessment.


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Control of exposure Where necessary departments must put in place appropriate noise control measures, which should eliminate the risks, where this is reasonably practicable. Where this is not possible then risks should be reduced to as low as reasonably practical by engineering means and management controls. Control of exposure to noise must not be via hearing protection alone. Where employees or others are exposed at or above the second action value, i.e. 85dB(A), departments must draw up a planned program of noise exposure measures. The immediate risk can be managed by the provision of hearing protection. However departments should identify short and long term targets to reduce noise exposure, draft a timetable for implementation of the noise control measures and assign responsibilities to individuals to deliver relevant parts of the plan. Hearing protection

a) Where employees are exposed to noise levels at or above 80db(A), but below 85db(A), they are entitled to request ear protection. Departments must provide suitable equipment free of charge.

b) Information, instruction and training on the risk to hearing from the equipment,

process or activity should be provided by the department concerned and should include information about any hearing protection provided, where and how it should be used and the proper way to clean, store and maintain it.

c) At or above exposures of 85db(A), departments must devise, implement and

maintain a noise control program (section 5), in addition to providing ear protection and information, instruction and training. Where ear protection is provided the department must enforce its use and those exposed must use it, failure to comply with this shall be considered as negligent and may be subject to disciplinary action.

d) Careful consideration should be given to the selection of hearing protection.

Noise levels must be attenuated to less than 85dB(A) at the ear. Hearing protectors must be suitable for the environment, comfortable for the wearer and compatible with other personal protective equipment such as hard hats, respirators or eye protection. Information and advice on ear protection is available from department Health & Safety representative. Hearing protection zones Hearing protection zones should be designated in any area for which hearing protection is required, i.e. in areas where exposure to noise is above the upper action value of 85dB(A). The area must be clearly marked "Ear Protection Zone" and suitable signs posted to indicate that hearing protection is mandatory in these areas. Low noise zones should be provided for the use of employees exposed to upper action values. Use and maintenance of noise control equipment Departments should check regularly that noise control equipment is being properly used, with suitable instructions and adequate supervision to ensure that this is the case.


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Equipment, e.g. silencers and attenuating enclosures, should be checked in compliance with manufactures guidelines, and maintained in good condition to ensure continued effectiveness. Records of these checks and any maintenance should be kept in the department. Re-usable ear protection should be inspected periodically and replaced when necessary. A system of reporting defects should be implemented and a person nominated to undertake appropriate and prompt remedial action. Labeling noisy machines Where machine operators are required to wear ear protection because noise exposure is at or above 85db(A), a sign to this effect must be posted on the machine. New machinery/equipment/plant All new machinery, equipment or plant must be designed and constructed to ensure that the noise produced is as low as possible, with a ‘Declaration of Conformity’ to show that it meets the required health and safety requirements. Suppliers should be asked to provide information about noise emissions under actual working conditions, as well as any specific instructions for installation and assembly that reduce noise. Every attempt should be made to install only equipment with noise emissions below 85db(A), but if this is not possible, the risk and risk control measures should be discussed with the manufacturer or supplier before an order is placed. Health surveillance

a) Employees regularly exposed to noise levels at or above the second action value, that is 85db(A), must be included in a health surveillance program as stated in the Staff Handbook.

b) Where exposure is between the first and second action value, i.e. 80dB(A) and

85dB(A); or where employees are only exposed occasionally to noise levels above 85dB(A), then surveillance will be required only if information comes to light that the employee is particularly sensitive to noise induced harm.

Information, instruction and training The importance of training cannot be understated and in many cases the employee’s exposure to noise will be determined by their diligence in using control measures and adhering to good practice. Employees at risk from exposure to noise must understand the risk to their health, the control measures in place to control exposure and the importance of using these appropriately. Training records should be maintained. Summary of departmental action

• Identify noisy areas during departmental inspections • Identify those likely to be at risk from noise exposure • Identify any employees or groups of employees whose health may be at

particular risk from noise exposure, e.g. pregnant or young workers


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• Identify any likely detrimental health effects arising from an interaction between noise and other agents (e.g. vibration)

• Obtain a reliable estimate of noise exposure (e.g. from manufacturers’ and

suppliers data) and compare the exposure to the action values and limit value

• If the first action value is being exceeded arrange for daily personal noise exposure levels to be measured, via the department Health & Safety representative. Make hearing protection available to exposed employees

• At or above the second action value, identify the controls necessary to

eliminate or reduce noise exposure using recognised noise control solutions, management control measures, good practice, and hearing protection. Designate hearing protection zones and ensure that hearing protection is used and maintained

• Provide suitable information, instruction and training about noise risks, any control measures in place, safe working practices and hearing protection

• Identify employees at particular risk who may require health surveillance • Record the findings of the noise assessment, including those assessments for

which no action was required • Review the assessment every two years to ensure that the findings remain

valid, or when changes are introduced. Take action where required Guide to Noise Levels

Activity dB(A) Quiet office 40-50

Normal conversation 50-60 Loud radio 65-70 Busy street 78-85 Power drill 90-100

Heavy lorry (7m away) 95-100 Bar of a night club 95-105

Road drill 100-110 Chain saw 115-120

Jet aircraft taking off (25m away) 140


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5.9 Policy on the Use of Medium Density Fibreboard (MDF) Introduction This document addresses the use of Medium Density Fiber board (MDF) in applications within the Roundhouse.

MDF is an engineered wood product formed by breaking down hardwood or softwood residuals into wood fibers combining it with wax and a resin binder, and forming panels by applying high temperature and pressure. It is made up of separated fibers, (not wood veneers) but can be used as a building material similar in application to plywood. It is denser than normal particle board and plywood.

MDF is often used as a scenic construction material as it is cheaper than other sheet material products of similar properties.

Application

This document is applicable to all work on site within the Roundhouse, by Roundhouse Staff, Contractors, Clients or their Agents. It is the reasonability of the individual to ensure this policy is adhered to, and in the event of guidelines being broken, that individual will become responsible for the rectification of the situation.

Suppositions This document addresses the working of MDF and not MDF preformed products (such as furniture) that are in good condition. As such, this document only addresses the use of MDF as a construction material. It is also supposed that alternative construction materials have already been considered and been discounted. Safety Concerns

When MDF is cut, abraded or broken down, large quantities of dust particles are released into the air. This dust is extremely fine, consisting of particles including wood dust and urea-formaldehyde.

a) Dust

Dust is a general name for minute solid particles with diameters less than 500 micrometers. In the context of working with MDF, dust is produced when the product is cut or abraded by any means, though the use of Power tools will naturally produce a greater quantity of dusts over a wider area (due to spray characteristics).

Dust is harmful to respiratory systems, eyes and mucous membranes.

If allowed to accumulate on floors it will produce a lubricating effect, making them slippery.

Dust is also a highly combustible material, and when produced in an enclosed environment and ignited can result in a “dust explosion”.


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b) Urea-Formaldehyde

Urea-formaldehyde, also known as urea-methanal, is a non-transparent thermosetting resin or plastic. Testing has consistently revealed that MDF products emit urea formaldehyde and other volatile organic compounds that pose health risks at sufficient concentrations, for at least several months after manufacture. Urea formaldehyde is always being slowly released from the surface of MDF.

As far back as 1987 the U.S. EPA classified it as a probable human carcinogen and after more studies the WHO International Agency for Research on Cancer (IARC), in 1995, also classified it as a probable human carcinogen. Further information and evaluation of all known data led the IARC to reclassify formaldehyde as a known human carcinogen associated with nasal sinus cancer and nasopharyngeal cancer, and possibly with leukemia in June 2004

Risk Assessment and Control

Due to the nature of MDF as a hazard, it is subject to risk assessment in one of two ways:

a) As finished pieces

This refers to items that have already been prepared before they enter site, be it full sheets or shaped elements brought onto site. These pieces will not be altered in any way and as such will not be producing dust particles, and as such can be risk assessed in line with other materials.

This is the preferred option for all works, as it is the safest and most practicable.

b) As Raw material

This refers to material that is yet to be worked on site. Due to the process of working MDF it will produce dust particles, though the quantities produced will be subject to the processes applied. As such the following steps must be taken into consideration:

• The least amount of work possible should be applied to each piece, minimizing the amount of cuts needed.

• Cuts should be made using the thinnest tool possible to achieve the task safely, as to remove the minimum material – e.g. the use of a jigsaw over a router.

• Power tools should always be fitted with a dust extract, or if not possible a dust extract should be used by a second person to remove dust as it is created.

• Work should take place in a well ventilated area. • Those working with MDF should have suitable respiratory and eye

protection • Once work is complete, or at the end of a working session, the area in

which cutting has taken place should be thoroughly swept and cleaned.

A risk assessment must address these issues as part of its control measures.


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In addition, a COSHH assessment will be needed to be completed for the impact of the dust on those in the area and how this will be controlled.

Alternative Materials

Alternative materials are available for the vast majority of the applications that MDF is put to. Please be aware that substitution of MDF is the Roundhouse’s preferred operating practice.

Degrading Integrity When MDF breaks down, it is liable to produce dust in the same way as it being cut or abraded. Items constructed from MDF should be checked for wear and tear and sealed in the event of damage occurring.


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5.10 Standardisation of Risk Assessments (Roundhouse) Introduction One of the recommendations of 2008’s external Health & Safety audit was that the risk assessment process across the organisation should be standardised. The intention is that all departments use the same format and scoring system in order to improve understanding – in essence that staff and partners do not have to interpret RAs on a case by case basis but just be inducted into the concept of one Roundhouse Risk Assessment. As key staff are already trained in Risk Assessments to IOSH certification it is proposed that the format taught at such training is adopted across the organisation. This is outlined below. Format of Risk Assessments

1) All risk assessments should be prefaced by a Method Statement which outlines the activity being assessed, its proposed location and proposed date(s)

2) The document should clearly identify those persons to whom the document

needs to be circulated (principally all persons who may be subjected to hazards identified or involved in the implementation of control measures.

3) Risk assessments should be presented in a tabular format, as follows:

Hazard Consequences At Risk

Before controls Control Measures

After controls

Likelihood Severity Risk Factor Likelihood Severity

Risk Factor

4) Content: - Hazard: Identify the hazard? - Consequences: What could result from the hazard? - At Risk: Who might be harmed? - Likelihood: How likely is it that this could happen (see scoring below) - Severity: What is the most likely outcome of this3 (see scoring below) - Risk Factor: Mathematical calculation of likelihood x severity - Control measures: Controls put in place to eliminate or reduce risk

5) Risk Factor should be scored both before controls (the risk of the hazard itself)

and after controls (the risk of the hazard when encountered in conjunction with prescribed control measures).

6) Risk factors should be scored on a 5 by 5 matrix banded ‘high’, ‘medium’ or

‘low’ based on the matrix below, and colour coded red, orange or green respectively. So a hazard which is almost inevitable but only likely to result in an injury requiring first aid scores 5 x 1 = risk factor 5 (med).

3 ‘most likely’ should be used for the majority of assessments. In the case of some documents prepared by those identified as having specific H&S responsibilities – such as fire, bomb RAs etc, ‘worst case scenario’ might instead be used and this should be noted in the method statement.


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25 20 15 10 5 20 16 12 8 4 15 12 9 6 3 10 8 6 4 2 5 4 3 2 1

7) Likelihood scoring should be as follows:

- 1: < Very unlikely - 2: Unlikely - 3: Likely - 4: Very likely - 5: > Almost inevitable

8) Severity scoring should be based on the likely injury or other harm which would be inflicted, as follows:

- 1: Minor / first aid only required - 2: RIDDOR reportable 3 day injury - 3: RIDDOR major injury - Single death - Multiple deaths

9) Where control measures are identified in the risk assessment, the person responsible for implementing them must be named (job title) in the risk assessment document. Any person so named must also appear on the document’s circulation list.

10) Any control measures proposed must comply with relevant legislation. 11) In line with the Management of Health and Safety at Work Regulations 1999, all

risk assessments must be suitable and sufficient. 12) This format is mandatory for all internally prepared (RH) documents and

should additionally be advised to third-parties preparing risk assessments for activities to be undertaken on site (although third party risk assessments in other formats will be accepted provided they comply with 9. above).

Storage and Circulation of Risk Assessments The Health and Safety Audit also advised that there should be a clear, centralised location for the storage of risk assessments in order to ensure their availability to interested parties. All risk assessments relating to shows, productions and creative projects / programmes are to be stored within the relevant arrangement in Artifax. Standard operating procedures are to be stored on the intranet, in the health and safety section of the Shared Documents facility. It remains the responsibility of the person preparing the risk assessment, however, to ensure that it is circulated to all interested / affected parties in good time and in any event before the commencement of the relevant activity.


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It is a legal requirement that risk assessments are disseminated and control measures actioned (i.e. it is not sufficient to undertake a risk assessment and simply file it!) Supporting Materials A Microsoft Excel template for the preparation of risk assessments and method statements in line with the above guidance is available on the intranet, in the Health and Safety > Risk Assessments area of the shared documents section. There is also an example risk assessment from the IOSH Managing Safely course. Members of staff regularly compiling risk assessments and requiring training should discuss the IOSH courses available with their line manager. Ad-hoc guidance on risk assessments should be sought in the first instance from each member of staff’s line manager, and subsequently from the Deputy Director of Operations.


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5.11 Guidelines on Preparing and Submitting Health & Safety Documentation Guidelines for external companies and partners are available as a separate document and were updated in December 2013. It is the responsibility of the relevant Producer, Programmer or Event Manager to ensure that the guidelines are circulated to all hirers at point of contract.


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5.12 Prohibition Notices May 2010 In compliance with the Health and Safety At Work Act 1974 (HASAWA) and other relevant and subsidiary legislation and guidance, the Roundhouse Trust has a duty of care over all persons affected by the acts or omissions of the organisation or its employees. The Roundhouse takes its legal and moral obligations very seriously and as such a comprehensive Health and Safety Policy and numerous supporting or supplementary policies and procedures are in place and available to our staff, partners and clients. The Trust requires that all persons working on Roundhouse premises do so in accordance with agreed or prescribed safe working practices, and that public areas pass safety checks prior to being opened to the public4. In order to enforce this during any event tenancy or hire, Roundhouse staff will conduct periodic safety tours of the premises and identify any:

i. unsafe working practice

ii. unsafe condition

iii. practice or condition with the potential to become unsafe if unaltered prior to the admission of the public

Such items will be documented on a Prohibition Notice which will either require work to stop immediately, or constitute advice of matters to be resolved prior to opening the house. Once the notice has been issued, work may not recommence / the house will not be opened until the notice has been signed-off as ‘cleared’ or ‘waived’ by an appropriate member of Roundhouse staff (usually the Duty Manager). In order for the notice to be ‘cleared’ all items must have been clearly and demonstrably resolved. Only the Chief Executive has the authority to ‘waive’ a Prohibition Notice – whereby permission is given to resume work or open the house despite there being outstanding items. The Roundhouse will not be liable in the event that the opening of an event or performance is delayed pending resolution of an unsafe condition or practice previously advised to the hirer or their representative. The Roundhouse will only serve Prohibition Notices to one nominated person, usually from the hirer or principal production company. Each hirer or tenant must name such an authorised representative, who is then responsible for ensuring that any subcontractors resolve any issues documented in Prohibition Notices which fall within their remit or area of work. Finally, as additional guidance: the Roundhouse requires that all its venues are compliant with the most recent edition of Technical Standards for Places of Entertainment, and hirers / tenants are strongly advised to familiarise themselves with these regulations.

4 We consider ‘the public’ to be anyone other than Roundhouse staff or visiting production staff, technical staff and contractors who have received a site-specific health and safety briefing or induction. Specifically, we consider invited guests or audiences no different to persons whom have purchased a ticket.


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5.13 Code of Conduct for Get-ins and Get-outs March 2011 Introduction This code of conduct is issued by the Roundhouse and draws together existing Codes of Conducts and House Policy into one document. It reflects the minimum standards the Roundhouse would expect from anyone working in the installation or removal of equipment or scenography from the Main Space, Studio Theatre, or any other performance space. Staffing Staffing It is the responsibility of the production to have sufficient competent, trained staff for the safe getting-in, fitting-up and getting-out of each production, plus appropriate tools and PPE for the tasks they are performing. Loading/Unloading Supervisor Each incoming production is responsible for its own loading and packing of trucks. There should be a single nominated person responsible for all loading, and this person should be easily identified by house staff. This person is responsible for the safety of those loading and unloading and will sign off that the load has been correctly and safely packed. Unless this person is present nothing should be loaded or unloaded. The loading and unloading of the wagon must be under his/her control, and the safety of anyone handling the load until it arrives at its destination is their responsibility. Working Hours - Breaks It is recognised that the usual patterns of work dictate that long hours will often be worked by resident and touring company staff employed in the getting-in, fitting-up and getting-out of productions. It is further recognised that in order to complete the work, breaks have tended to be eroded. this is not cosidered to be acceptable as the safety of staff must never be compromised and wherever practicable a break of 11 hours should be given in any 24 hour period and of 20 minutes every 6 hours, in accordance with the European Working Time Directive5 It is never acceptable for compensatory rest to be paid to full-time members of staff instead of giving an actual break. It is essential that if it is necessary to work through (other than compulsory rest periods safety is not compromised),working hours should be limited to a maximum of 16 hours in any 24 hour period. It is acknowledged that, on very rare occasions, it may be necessary to exceed 16 working hours in practice to complete the task in hand, but it should never be planned that staff work more then 16 hours in any 24 hour period. Drugs and Alcohol The Roundhouse applies a zero tolerance approach to the misuse of alcohol and drugs. No member of staff employed in safety-critical areas is permitted to be under the influence of alcohol or drugs whilst at work (as per risk assessment). Similarly, the performance of staff taking prescription drugs must not be impaired. This includes ALL staff involved in the getting-in, fitting-up, getting-out, and running production.

5 Council Directive 93/104/EC


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Any member of staff involved in the getting-in, fitting-up and getting-out of production who is considered by either supervisor to be unfit for work will cease working, irrespective of their employer, position or role. Personal Protective Equipment (PPE) It is inevitable that the requirement to wear PPE adopted by the Roundhouse will occasionally differ from that adopted by the incoming Production. This potentially creates a tension between the two sets of staff. It is incumbent on the incoming production that all members of his / her staff comply with the standards laid out in the Roundhouse Health and Safety Policy. Personal Protective Equipment suitable for the task in hand will be worn by all staff. It is the responsibility of the Roundhouse to set the standard for the use of PPE the venue, and the incoming production staff to comply with that standard. At the very minimum, steel toed boots will be worn by everyone involved in the getting-in and out of productions. Training The standard and extent of training varies from venue to venue, production to production, and company to company. All staff employed by the Roundhouse or incoming production on a get-in, fit-up and/or get-out will have had instruction and training which will address the needs of their role, (e.g. Manual handling, COSHH, kont and rope work) It is the responsibility of the employer to ensure that their staff are sufficiently trained in these areas. Loading and Unloading Loading Plan Each wagon should have a loading plan / method statement which has been signed off by a competent person as appointed by the Production. This plan and statement, accompanied by a risk assessment for the load, should ideally be sent to the Roundhouse Head of Technical and Production prior to the production arriving at the venue. The loading plan/method statement/risk assessment will be available to, and read by, the resident House Staff before any unloading or loading takes place. Access/Egress The Roundhouse will ensure that there is adequate access for vehicles, and that there is sufficient lighting for safe loading and unloading. Lifting Machinery The Roundhouse will ensure that any lifting machinery supplied by the venue (forklift, pallet trucks, etc) is working and operated correctly, and that operators are properly trained, and where appropriate, have the necessary licences. Untrained or unlicensed operators will not be able to use this equipment. Working Weights It is recognised that many items of production equipment or scenography will be of irregular shape and that the weight of an object may not immediately be apparent. It is imperative that anyone lifting that object knows the rough weight, how many people are needed to lift it, and where the optimum lifting points are.


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Each item which needs more than one person to lift it will be clearly marked either with the approximate weight, or the optimum number of people who are needed to lift it or, preferably, both. Where an object needs to be lifted in a certain way, or is likely to be dangerous, this will be clearly set out in the loading method statement. Packing of Boxes, Skips and Flight Cases Production Companies are strongly urged to discontinue the use of Tri-Wall Boxes (large cardboard skips) for the transportation of stage props/costumes/cloths etc. Wheeled flight cases should be used when ever possible. Should Tri-Wall boxes (large cardboard skips) by necessity have to be used they must have the weight clearly shown on the top exterior of the box. Rope handles should be kept in good working order and the maximum weight must not exceed 50kg. Staff not directly involved in the loading / unloading who pack items for transit will be given suitable training to ensure that boxes, skips and flight cases are not over-filled, top heavy or unbalanced. Working at Height The working at height legislation and policy applies when working near the front of the stage (where there is a potential to fall into or drop something into the auditorium or pit) and when inside a wagon, loading or unloading. Roundhouse Work at Height policy extends to these areas. The regulations changed in recent years and it is the responsibility of incoming productions to ensure that all their employees are aware of this change. Reporting Dangerous Occurrences/Problems/Incidents A system must be in place to ensure that a dangerous occurrence is not repeated in each venue a production tours to. House and local crews must not approach the get-in afresh without the benefit of knowing of previous problems / incidents. Any dangerous occurrences, problems or incidents need to be logged and signed off by both the production, tour manager and the house. The resident and touring managers will ensure that these records are kept up to date and reviewed before the start of any get-in. In the case of any serious occurrence, the Roundhouse will conduct a full incident review, which it will make available to other venues. Signing off Each stage of a process must be signed off by a competent, named person. This person is responsible for the safety of the activity which they conduct, be this building a riser or loading a truck. Sign off should ideally form part of any method statement so that each stage of a process can be signed off as it occurs.


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5.14 Service Yard Usage Policy February 2011 Introduction The service yard and car park at the Roundhouse are formed of a single area notionally divided by a line of lamp posts. The Yard has to accommodate visiting company vehicles; roundhouse visitors, staff and contractor vehicles; delivery vehicles; and plant machinery used around the site. It also houses storage for the Roundhouse Main Space seating system; its bars stock and it waste disposal systems. It is imperative that safe systems of work be employed to separate members of the public and staff from vehicle movements to ensure their safety.

Requirements

a) By law:

i) Every workplace must be safe for the people and vehicles using it. ii) Workplace traffic routes must be suitable for the people and vehicles using

them.

iii) Where vehicles and pedestrians share a traffic route, there must be enough separation between them

b) The Roundhouse require the following to be maintained continually:

i) Escape routes as detailed in building evacuation plan, leading from Torquil’s bar and the scenic dock to the main gate.

ii) Parking for eight visitor vehicles with access to the ramp to stage door

iii) Parking for visiting company service vehicles

iv) Access for delivery vehicles to stage door

v) Access by Bars and catering staff to stock stored within the yard

vi) Access by cleaning staff to waste disposal systems (bins, compactors, etc.)

c) The Roundhouse also will require from time to time:

i) Access to storage containers ii) Areas of public access

Contractors and Clients Working in and around the Service yard

a) Whilst this policy primarily applies to Roundhouse Staff, contractors and clients are expected to comply with them as part of their permit to work on site.

b) Contractors and clients are responsible for the provision of their own PPE

equipment, to be compliant with the relevant British or international standards. If equipment is found to be sub standard, or certification for equipment cannot be provided on request work will be suspended.


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Drivers of Vehicles and Plant machinery

a) Drivers (of any size of vehicle) should always work to their companies’ code of conduct.

b) Vehicles should always be in good working order, with vehicles used on public

roads has to meet specific legal standards, set out in the Road Vehicles (Construction and Use) Regulations. The overall standard of vehicles used in workplaces should be at least as good as for public roads. There are specific supply standards and house dealing with mobile plant in the workplace, which should be complied to when applicable.

c) Restricted view and blind spots should be eliminated or compensated for when

ever possible

i) Vehicles should have large enough windscreens (with wipers where necessary) and external mirrors to provide an all-round field of vision. As well as conventional side mirrors, it is often worthwhile adding extra mirrors to reduce blind spots for drivers. Side mirrors can allow drivers of larger vehicles to see pedestrians alongside their vehicles, and can be effective in improving visibility around the vehicle from the driving position. These mirrors are fitted to larger road-going vehicles as standard.

ii) Drivers should not place objects where they will impede this vision. Drivers

should not place items in the windscreen area or in the way of mirrors or monitors, where they might impede visibility from the driving position.

iii) The area of the windscreen that is kept clear by the wipers should not be

obscured, and nor should the side windows.

iv) Windows and mirrors will also normally need to be kept clean and in good repair. Dirt or cracks can make windows or mirrors less effective.

v) Some types of vehicle have poor visibility from the cab. Visibility can be

poor to the side or front of a vehicle as well as behind, and loads on vehicles can severely limit the visibility from the driving position. Lift trucks and compact dumper vehicles in particular can have difficulty with forward visibility when they are transporting bulky loads.

d) Confusing directions must be eliminated

i) It is imperative that when giving direction to drivers that instruction be clear and easily understood.

ii) Directions should be given by a nominated (and trained) banks person.

This person should be the only person to give direction to drivers.

iii) There must be a safe system of work that ensures the Banksman and driver are using standard signals, so that they are easily understood, and that the driver knows to stop the vehicle immediately if the Banksman disappears from view.

iv) The standard signals are given in the Health and Safety (Signs and Signals)

Regulations 1996 L64


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v) Drivers must comply with safety signage, particularly “No Entry” and “No Access for Industrial Vehicles” signage (shown at the end of this document)

e) When moving from indoors to out doors, drivers must be aware of the change

in lighting conditions, and make allowances for this. General hazards to Roundhouse Staff and visitors

a) Vehicle and plant movements and materials movement

i) When in the yard pedestrians should stay on marked walk ways to avoid vehicle movements

ii) When working around moving vehicles staff should wear appropriate PPE

(as risk assessed).

iii) Whenever possible, staff and visitors should enter the building via Main Doors to avoid the working area of the yard, and meet visitors here, escorting them to stage door to be accredited.

b) Equipment and stock movement

i) Ensure that items are secure in their means of transport, and that

strapping, wrapping or other means of securing a loose load are suitable to the task in hand and are in a good state of repair

ii) Ensure staff wear suitable PPE to avoid falling items and crush injuries

c) High tension lines over railway branch line

i) Care should be taken that conductive materials are kept a minimum of 5.2m away from the high tension OHLE (over head line equipment).

ii) Water jets should never be used where they could spray on the cables.

d) Weather conditions

All weather conditions affect the handling of materials and worker welfare. Consider the environmental conditions of a working situation before starting a task.

i) Rain

Be aware of the chill factor and reduced visibility. Also be aware of increased stopping distances when breaking. Surfaces may be slippery.

ii) Snow/ Ice

Be aware of the chill factor and reduced visibility. Also be aware of increased stopping distances when breaking. Surfaces may be slippery. Also be aware of additional load due to snow weight.

iii) Sun Watch for sunburn and heat exhaustion. Be aware of the changes in light from indoors to out of doors.

iv) Wind Be aware of lateral loadings from the wind. This can cause over balancing.


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Public access

a) Occasionally the public will need to have access into the yard / car park whilst the site is “live”.

b) In this instance, individuals should be escorted to the building.

c) If the area is open to groups, then fencing should separate the public from

working areas. Training It may be useful for staff to receive training in how to manage vehicle movements. This should be assessed by their line manager and form part of the individual’s learning and development plan. Signage

a) Please use the following signage for warnings to staff and visitors. If you are producing signage, please ensure safety signs meet the Health and Safety (Safety Signs and Signals) Regulations 1996.

b) Ensure signage is suitable to the task at hand. Avoid, or replace:

a. Wrongly positioned signs that don’t provide enough warning of hazards

or are not clearly visible. b. Signs providing wrong or out-of-date information

c. Worn, faded and damaged signs

d. Signs that are of the wrong type or that don’t conform to current

regulations

e. Inadequate use of signs on site

f. Signs that are overloaded with information

c) Types of sign and examples:

a. Mandatory signage – a sign prescribing specific behaviour (e.g. eye protection must be worn) Intrinsic features: round shape white pictogram on a blue background (the blue part to take up at least 50% of the area of the sign)


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b. Prohibitory signage – a sign prohibiting behaviour likely to increase or

cause danger (e.g. ‘no smoking’) Intrinsic features: round shape black pictogram on white background, red edging and diagonal line (the red part to take up at least 35% of the area of the sign)

c. Warning signs – a sign giving warning of a hazard or danger (e.g.

danger: electricity) Intrinsic features: triangular shape black pictogram with at least 50% yellow background


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Standard Service Yard layout and evacuation routes from June 2015


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5.15 PPE Usage And Standards March 2011 Introduction The use of Personal Protective Equipment is a compensatory and mitigation of risk assessments. As such it’s usage should form part of your on going methodology. PPE is regulated by the Personal Protective Equipment at Work Regulations 1992 (as amended) in the UK and the Personal Protective Equipment (PPE) Directive (89/886/EEC) in Europe. PPE is defined in the Regulations as ‘all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects him against one or more risks to his health or safety’, e.g. safety helmets, gloves, eye protection, high visibility clothing, safety footwear and safety harnesses. A note to Contractors and Casual Staff Contractors are responsible for their own PPE as it will not be provided for them by the Roundhouse. Casual staff may be expected to provide some of their own PPE on a need by need basis. All PPE usage, regardless of who is supplying it, is covered by the below requirements. Requirements The main requirement of the PPE at Work Regulations 1992 is that personal protective equipment is to be supplied and used at work wherever there are risks to health and safety that cannot be adequately controlled in other ways. The Regulations also require that PPE:

• is properly assessed before use to ensure it is suitable;

• is maintained and stored properly; • is provided with instructions on how to use it safely;

and • is used correctly by employees.

All equipment should be ‘CE’ marked and complies with the requirements of the Personal Protective Equipment Regulations 2002. The CE marking signifies that the PPE satisfies certain basic safety requirements and in some cases will have been tested and certified by an independent body. PPE should be compliant with all relevant British standards. Recommendations of when items should be used. Head Head Protection6 should be considered in line with the Roundhouses “Work At Height” and “Work at Height: Rigging” documents. Helmets used at height should have chin straps.

6 BS EN 397: 1995 Specification for industrial safety helmets


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Ears Ear protection should be used in line with the Roundhouses “Noise at Work Policy”. Disposable ear protection should not be reused or passed from user to user. Re-usable protection7 should be kept clean and dry in a safe place. Eyes Eye protection8 should be used in line with risk assessment, but should always be used when using grinding or cutting power tools. Suitable eye protection9 must be used in line with the roundhouses “Hot Works” and “COSHH” policies. Breathing Repertory protection should be used in line with risk assessment, and should always be considered in line with the roundhouses “Hot Works”, “COSHH” and “Use of MDF” policies. Repertory protection equipment should be properly fitted to ensure safe working practice. EN136 : Full face masks that cover whole face EN139 : Compressed airline breathing apparatus incorporating a full or half mask EN140 : Half masks EN141 : Filters anti-gas and combined EN143 : Filters for particles EN146 : Powered hoods and helmets EN149 : 2001 Filtering face piece for particles EN271 : Compressed airline or Fresh air breathing apparatus incorporating a hood EN270 : Compressed airline breathing apparatus incorporating a hood or helmet EN371 : Filters anti-gas AX and filters combined EN402 : Respiratory protective devices. EN1827 : Half-masks without inhalation valve, with dismantelable filters, against gases and particles EN1835 : Light duty Compressed airline fed hoods, helmets and visors EN12941 : Powered hoods and helmets EN12942 : Power assisted face mask respirators Fall Arrest Fall arrest equipment should be used in line with the Roundhouses “Work at Height” policy. It is worth noting that when fall arrest equipment is issued, a suitable rescue plan must also be in place. Harnesses should always be of the full body type. Fall arrest standards are detailed below. EN341 Personal protective equipment against falls from a height - descender devices EN353-1 Personal protective equipment against fall from a height - guided type falls arresters including a rigid anchor line EN353-2 Personal protective equipment against falls from a height - guided type fall arresters including a flexible anchor line EN354 Personal protective equipment against falls from a height - lanyards EN355 Personal protective equipment against falls from a height - energy absorbers EN358 Personal protective equipment for work positioning and prevention of falls from a height - Belts for work positioning and restraint and work positioning lanyards EN360 Personal protective equipment against falls from a height - retractable type fall arresters EN361 Personal protective equipment against falls from a height - full body harnesses EN362 Personal protective equipment against falls from a height - connectors

7 BS EN 352-(1 to 3):2002 Hearing protectors. Safety requirements and testing - Hearing protection 8 BS EN 166 - Basic standard for safety glasses 9 BS EN 169 - Ocular filters for welding and related techniques and EN175 standard : Equipment for eye and face protection during welding and allied processes


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EN363 Personal protective equipment against falls from a height - fall arrest systems EN813 Personal protective equipment for prevention of falls from a height - sit harnesses EN1497 Rescue equipment, rescue harnesses EN1498 Rescue equipment, rescue loops Protective Clothing Protective clothing should be available for all outside work where there is likelihood of adverse weather (rain, snow, freezing temperature, etc.). Hi-Vis clothing10 should be issued for any situation that involves the use of plant machinery or in poor lighting conditions. Protective clothing should also be used along side the Roundhouses “Hot works”, “COSHH” (the Health and Safety at Work etc Act 1974 (HSW Act)

and the

Control of Substances Hazardous to Health Regulations 1999 (COSHH) should also be considered), “Use of MDF” and “Use of the Service Yard” policies. Gloves Gloves11 should be used in line with risk assessment, and should always be considered in line with the Roundhouses “Hot Works” and “COSHH” policies, as well as assessment for manual handling. Gloves should always be of the correct size for the user to ensure safe fit. Foot Protection Protective foot wear12 should be worn whenever rolling items (flight cases, pallet trucks, dollies etc.) and used in line with the Roundhouses manual handling guidelines, and “Use of the Service Yard” policy.

10 BS EN 471:2003 High visibility clothing 11 EN 420:1994 (currently under revision) – Protective gloves, General Requirements 12

ISO 20345:2004 Personal protective equipment -- Safety footwear (previously BS EN 345-1:1993)