Hughenden Valley Village Hall

Risk Assessment for Village Day

19^th July 2008 

Introduction

Village Day is an event run by volunteers every two years. The idea is to draw the local community together with a procession through the village from the school to the hall complex followed by a fete with many attractions and arena events. This risk assessment should be read in conjunction with the generic risk assessment for the village hall.

This risk assessment has been prepared to cover all aspects and areas of responsibility for the management committee of the village hall.

This risk assessment is a five stage process.

1. Identify the Hazards.

1. Access and Egress
2. Alcohol Sales
3. Electricity
4. Fire
5. First Aid Provision
6. Food Hygiene
7. Housekeeping, Manual Handling
8. Noise Exposure
9. Road safety for procession
10. Slipping, Tripping, Falling
11. Transport (vehicles)
12. Weather Extremes

2. Identify those who might be harmed.

1. Members of the public including especially vulnerable, children and individuals with disabilities
2. Volunteers, helpers, stall holders
3. Contractors

3. Assess the risk.

Risk Analysis Grid

Risk analysis grid for interpretation of numbers – likelihood: severity

3.a.Access and Egress                          2:2

Vehicular access will be maintained to the field through the car park by a team of volunteer attendants. Pedestrians will have open access.

3.b. Alcohol Sales                                2:2

Beers and wines will be on sale at three locations. Bar staff will be over eighteen years of age and will not sell alcohol to anyone under age or who appears to have drunk too much already. No glass utensils will be used, only plastic. The event licence holder has obtained the appropriate licences.

3.c.Electricity                                        2:1

Additional electricity supplies will be installed by qualified electricians who will ensure appropriate trip switches and RCD safety devices are utilised. Some stall holders and attraction providers will provide their own portable electrical generators. They will be responsible for their own equipment.

3.d.Fire                                                2:2

The barbecue area and pig roast area will be roped off from the public. These food preparation areas will be manned and supervised by responsible adults. Helpers will have appropriate equipment for cooking on large barbecues. Fire extinguishers and fire blankets will be on hand.

3.e.First Aid Provision              2:2

Appropriate first aid kits will be provided at the barbecue and in the village hall kitchens. St John Ambulance will be in attendance. The village hall accident recording book will be used if necessary.

3.f.Food Hygiene                                              2:2

The premises include kitchens which comply with the food hygiene regulations as applied by the local authority. Hand washing will be available in the village halls for stalls operating on the field. Raw and prepared foods will be stored separately in fridges or cold stores. No china or glass utensils will be used outside, only disposable plastic or paper utensils. The tea urns will only be used in the village hall kitchens by responsible adults.

3.g. Housekeeping, Manual Handling                2:2

A team of volunteers will be involved in setting up and clearing away. People will be reminded of the need to carefully assess loads before they are carried, using assistance where required. Many volunteer stall holders will be setting up their own equipment from their homes; tables and chairs, tents, gazebos etc. A team of volunteers will be available to assist if necessary.

3.h.Noise Exposure                                          2:1

The PA system is owned by the village hall committee. It is a system designed and appropriate for outdoor events. The level will be controlled to be acceptable for an outdoor event,

3.i.Road safety for procession                           2:2

Permission for the procession has been requested from the local authority. The procession will be supervised by marshals wearing high visibility jackets. The procession will proceed at walking pace, there will be no open sided vehicles included. All riding or walking groups will have a marshal with high visibility jacket. Police / community officers are aware and have been requested to attend.

3.j.Slipping, Tripping, Falling                 2:2

The event will be held on a large open access grassed field. Areas behind stalls where cables might be trailed will be roped off from the public. Guy ropes on tents and the marquee will be highlighted by the use of colourful bunting.

3.k.Transport (vehicles)                                    1:1

Access to the car park is through a wide entrance onto Coombe Lane. The car park will be adequate for the expected number of cars. The car park will be supervised. Speed ramps are installed to control vehicle speed. These are marked with paint lines to ensure they are visible to pedestrians.

3.l. Weather Extremes                                      2:2

There is a chance, even in England, that we will have a hot sunny day. The programme will contain a written warning about covering up or using sun cream if it is a hot day. The MC’s on the PA system will also be available to give reminders through the day.

4. Decide control methods and put them in place.

All parties involved in the organisation of the event will be made aware of this risk assessment and their responsibilities.

5. Monitor and re-assess the risks.

This will be done throughout the event as necessary.