Event Safety Policy

Loughborough University will ensure, so far as reasonably practicable, that suitable and sufficient arrangements are in place to ensure that risks posed to the health and safety of anyone working at or attending events held at the University, are appropriately managed and controlled. In that any risks arising from significant hazards related to the activity are identified, quantified and managed so as to control risks to an acceptable level. The University will ensure compliance with all relevant UK health and safety legislation, codes of practice, guidance, standards etc. relating to events, together with University health and safety policies, guidance, local rules, University ordnances and procedures.

2. Key Requirements of the Policy

2.1 In permitting any event to take place on its premises, the University must ensure:

• That events are run with due regard to relevant legislation with respect to; health and safety (duty of care), the sale and consumption of alcohol and food, the environment, nuisance and the maintenance of public order;
• That events do not cause unacceptable disruption to the normal business of the University or to the execution of the duties of members of the University;
• That the reputation of the University is not damaged and that events support, as far as possible, the strategic aims of the University.

2.2 The University requires that:

• Each event is suitably and sufficiently risk assessed and the risk assessment is checked and signed off by the relevant responsible person. (See section 5; “Risk management of events: key roles and responsibilities”). Risk assessments must be accessible. Identified control measures must be implemented and the key parts of the risk assessment shared with anyone who may be affected, e.g. Security Service where the risk assessment requires a road closure or car park segregation.

• Where appropriate, an event safety plan should be drawn up, which should include emergency plans e.g. evacuation plans, how to raise the alarm in an emergency, contact details for the Event Organizer / Manager, Security Service etc.

• An Event Organizer / Manager is identified to control and manage all aspects of the event, including health and safety.

• Where the risk assessment requires it, an Event Organizer / Manager attends and monitors the whole of each event or is at least contactable during the event.

• Event Organizers / Managers are suitably trained to fulfill their health and safety responsibilities and have enough experience and sufficient support from senior Managers, to make effective decisions to manage the event.

• Any event managed by students and/or Hall Committees, is overseen (where applicable), by one, or all of the following; Academic Tutor (if academic activity), Hall Warden, Hall Sub Warden(s), Hall Chair, Social Secretary, all or representatives from, the Hall Committee.

• Any approvals required from Departments or Support Services, e.g. Catering, Facilities Management, Security Service etc must be obtained in writing, and retained by the Event Organizer / Manager and kept accessible. •

• Anyone directly involved in the delivery or management of an event will be fully briefed on health and safety procedures, safe systems and plans.

• Where appropriate, final approval, authorization or permission, for some events, must be sought and provided by the responsible person within the relevant School, Department, Professional Service etc before the event goes ahead.

• Any external licenses that may be required are in place, e.g. public entertainment, alcohol etc.

• All contractors must have their current Employers/Public Liability Insurance certificate, their own activity risk assessment, method statement and any other relevant documents checked before they come onto campus. (Please contact the University Health and Safety Service for further advice, guidance etc). This document forms part of Loughborough University’s health and safety policy Version 11 November 2019 Page 3 of 16

• Contractors providing services such as scaffolding, inflatable play equipment, other temporary structures (e.g. marquees) etc, must attend the University, and local health and safety inductions, before they start work. (Please contact FM helpdesk, Campus Living (FM) Health and Safety Co-Ordinator and / or University Health and Safety Service for further advice, guidance etc). (Internal contractors e.g. FM, are exempt.)

• Any accidents or near misses at events must be reported to the University Health and Safety Service in line with University accident and near miss reporting policy using the Assure Go+ incident reporting portal.

3. Scope of the Policy

This policy applies to organized events which occur anywhere that is owned, rented by or are otherwise under the direct control of the University. The range of events is huge and includes large or small, “one off”, irregular or regularly recurring events, e.g. Art installations, small barbecues for a few members of staff, Fireworks displays, Careers Fairs, Open days, Graduations, Hall Events organized by a member of the Hall Committee for the benefit of all or part of the Hall (See Note*), School, Departmental or Service social gatherings organized by staff, Sports events organized by Sports Development Centre (SDC) e.g. LIA, events organized by the LSU, (AU, Rag Office or Student Societies, IMS etc), events organized by an external body which takes place on campus, e.g. The FA, English Rugby, the Youth Sport Trust, Charity Half Marathons, Future Cheer, Dance Competitions etc. The policy also encompasses activities associated with events such as the use of Small Unmanned Aircraft (SUA’s / Drones), Lasers and Pyrotechnics

*Note: For the avoidance of doubt;

• “Hall” includes Halls managed by University partners (e.g. UPP and Unite).

• A Hall Event will not include activities organized by the Loughborough Students Union (LSU) or Inter Mural Sport (IMS) activities. Such events will be organized in compliance with LSU or other SDC regulations).

• The Hall Events risk management policy (See Appendix 3) takes cognisance of the risk management principles approach as agreed with the University.

• This policy also applies to events organized by the University held off-campus and whilst certain elements of these events may be under the control of external organizations, the event as a whole will need to be properly risk assessed and managed by the event organizer.

(If in doubt as to whether an event comes under the scope of this policy, contact the University Health and Safety Service (Tel: 222181 or email; hse@lboro.ac.uk)).

4. Key Legislative Requirements

The roles and responsibilities of each staff member, student or visitor are set out in the Loughborough University Health and Safety Policy.

Duty holders are also required to carry out specific duties in respect of events, as set out below and in local policies. Each duty can be delegated, but the responsibility for achieving them cannot be delegated and remains assigned to the relevant duty holder.

Before an event goes ahead, the Deans, Heads of Professional Services, Hall Wardens or their delegated nominees should ensure that:

• where necessary the necessary approval or any required permissions have been provided in writing to the relevant Event Organizer / Manager, and that;
• Risk assessments are suitable and sufficient,
• Any necessary licenses have been applied for and are in date,
• Any notifications and event safety plans are in place, and,
• If external contractors are used, that the required safety documents have been checked and are satisfactory, e.g. proof of competence, risk assessments, method statements etc. and inductions have been undertaken. (Records must be maintained in the event safety file).

Third Party Caterers - Events Involving Catering

• On-site catering services will normally be provided by Refresh Delivered Catering, unless prior approval has been obtained to use an external 3rd party caterer. Only in exceptional circumstances and with a valid reason, should the use of a third party be considered. If any catering is required, contact Refresh Delivered Catering in the first instance on 01509 222666 or deliveredservice@lboro.ac.uk who will assist and offer any advice needed with regard to catering requirements.
• Those events which are organized by the Student Union and/or Hall Committees, where the budget is not linked to the University financially and are therefore of more reputational risk, Catering Services will issue food safety guidelines to event organizers for them to follow when operating within University premises and to provide support such as checking relevant food safety documents with 2 week’s notice.
• Procurement of 3rd party caterers is not subject to adherence to an approved or preferred suppliers list. The University will not promote external companies above in house services, whether that be Campus Services or Imago (CSI). The process should be:
  • Customer’s contact and explain their catering requirements to CSI who then propose a solution.
  • If the proposed solution is unacceptable to the customer, then the customer needs to provide a detailed explanation as to why it is not. CSI should review the explanation and determine if the customer’s objections cannot be overcome by CSI. The customer should be advised that they are at liberty to seek an external service provider but that the external service provider must comply with the University Food Policy document and also complete the Food Safety Questionnaire to the satisfaction of Campus Services.
  • Once these conditions have been met and other statutory obligations fulfilled (e.g. registration with the local authority) then the LU member of staff should provide Purchase Order.
• If it is necessary, and after approval, to use a third party then the Food Safety Questionnaire for 3rd Party Caterers must be completed, this should be obtained from and returned to deliveredservice@lboro.ac.uk prior to any agreement being made with the supplier or any orders being placed.

The Catering Management Team reserve the right to inspect the premises of any third party. However, if unsatisfactory responses are given in the questionnaire or full documentation requested therein is not received, the third party will not be given permission to trade with the University. Please note that Campus Services Catering will engage preferred partners as per these guidelines in the event that we are unable to provide a specific service requirement.

Safeguarding

• A number of University facilities, most notably sporting facilities, are hired by external organizations for use in events involving children or vulnerable adults. In such cases the University has no control over, and assumes no liability for, the conduct of individuals from these organizations. However, the University wishes to ensure that safeguarding risks are mitigated as far as possible for such external events.
• In organizing any event the University and the external organization will comply with the University Events Safety Policy.
• All external organizations requesting the use of University facilities for activities involving children or vulnerable adults will be asked to sign a declaration confirming that they have obtained appropriate checks on their staff and volunteers before they are permitted to use University facilities.