Event management: health and safety considerations

On 23 July two people were killed and 13 injured after a giant, inflatable sculpture blew free from its moorings at Riverside Park, Chester-le-Street, County Durham.

The incident raises important issues surrounding health and safety of public events, and should act as a prompt to event organisers to ensure that they fully comply with all health and safety requirements.

While there were people inside, the Dreamspace installation, an inflatable that contains a series of connected rooms which can be walked through, came loose from its moorings, lifted 30ft into the air and drifted for about 40m before catching on a CCTV camera post.

About 500 people were in the vicinity of the sculpture, which is half the size of a football pitch, when it came loose.

According to Chester-le-Street District Council the installation had undergone safety checks before visitors were allowed inside and had been discussed at a meeting of the Council's safety advisory group.

At the time of the incident Linda Ebbatson, leader of the Council said:

"We were satisfied it was safe; we had done what needed to be done. It went before the health and safety committee which is made up of experts from the police and fire service."

Its creator’s small crew, supported by the Merseyside-based production company Brouhaha International, installed Dreamspace on the day of the incident; extra ropes were used to tether the inflatable because of the heat of the day. It has been speculated that the heat of the day could have turned the large inflatable into a hot air balloon, causing it to lift off the ground.

Durham police and the HSE are currently carrying out an investigation into the incident.

Among other things the deflated structure, ropes and anchor pins are being examined and a specialist engineer has been drafted in to examine the structure's design.

As an event organiser you are responsible for the health, safety and welfare of the people attending your event, as well as that of the employees, contractors and sub-contractors working there.

Many public events are not covered by the strict controls that govern things such as sporting events and often take place without consultation with the local authority or emergency services where safety expertise could have been obtained.

Employers have a health and safety responsibility to their employees under the Health and Safety at Work Act, and under the Management of Health & Safety at Work Regulations 1999 a responsibility to carry out risk assessments. If five or more persons are employed there is a legal requirement to record the significant findings of the risk assessment.

This has clear legal implications for large staged events where several staff are employed on its handling and management. Notwithstanding the legal implications, all event organisers should carry out specific risk assessment for all events.

A named person who is responsible for the safety at the event should be appointed. For larger events this may be a dedicated safety officer with a support team. Adequate insurance to cover the event should also be taken out.

The key thing to remember is that all events are different and it is impossible to provide specific guidance for every possible eventuality, this is why event specific risk assessments are so crucial. Organisers may also need to ensure that any officially appointed contractors undertake a suitable and sufficient risk assessment for their services.

When you've considered all the issues raised by the risk assessment it's good practice to write out a safety plan so everyone involved understands what the issues may be, and exactly what steps you have taken or intend to take to ensure that everybody arrives at, enjoys and leaves your event safely.

An event specific health and safety file should also be complied. This should be kept up to date and contain information such as: relevant reports (such as the safety plan); risk assessments; accident records; policy statements; pre-event timetables; floorplans/ site plans etc.; and other sample documents you produced, especially safety information (bulletins, flyers, posters, etc.)

Some particular health and safety issues, among others,  to take into consideration for events include:

• Evacuation - In all cases where a crowd is placed in a confined space, either indoors or outdoors, an evacuation procedure should be part of the risk assessment appraisal and plan.
• Crush hazards - These can apply to crowd crushing or collapse of structures or equipment on to people. In a venue the owner would be responsible for ensuring that the correct number of people are allowed in to prevent crushing; at an outdoor event the construction of any structures should always be done by competent professional persons.
• Trip hazards - This includes trailing cables, cases left out or any sort of low-level blockage or obstacle that partly or wholly covers an access route. If somebody trips and injures themselves on these and you have placed them there, then you could be liable.
• Stewards - The primary task of a steward is to minimise the risk of injury to the public and event personnel. They should be readily identifiable by the use of high visibility jackets, tabards or armbands. Organisers will be expected to provide enough stewards to cater for the size and nature of the event. The findings of any risk assessment will help when deciding upon the numbers needed. Where statutory limits for the number of stewards are laid down, each task must be listed and evaluated according to its own risk. There will be an increased need for supervision during the hours of darkness or if there are unsound surfaces, adverse weather, alcohol, entertainers or crucial times of an event likely attract large crowds. Whether stewards are provided by volunteers for small community events or professionals being used for large events they should all receive training and be briefed regarding their role.
• Temporary structures - Any marquee, tent or temporary structure erected as part of an event should be suitable for the purpose intended, in good condition and erected by competent persons. All tents, marquees and any other temporary structures made of materials that may be flammable should be treated to ensure they are flame resistant.