Making light of events

No, I'm not making a joke of any recent events (weather, Christmas, Middle Eastern affairs, politics etc.).  The pun  reflects the photo above - more about at the end of my post.

I actually want to talk through the health & safety minefield involved in organising and hosting a 'corporate' event, whether this is a grand opening, conference, trade show, seminar or Christmas party (a bit late, I know). 

The basis of this minefield lies in what I refer to as the nested problem of responsibility.  Who's responsibility is health and safety at your corporate function?  Is it the venue, is the host/organiser/convener, is it the visitors, is it the exhibitor?  The answer, as you'd expect, is more complicated than you'd initially think, because the responsibility lies with everybody, and it's defining clearly where the different responsibilities begin and end that is the crux of the problem. 

Let me use a few examples to illustrate;

Fire safety

The venue has responsibility for making sure that facilities are properly protected against fire risk.  This means installing, testing and maintaining fire detection systems, fire alarms, fire fighting equipment, clear safety signs, fire escape routes are clear and unlocked etc.  T

he venue may also take responsibility for fire training and fire marshalling, although there may be an expectation or overlap with the host/convenor to do this.  This will need to be agreed well in advance of your event.  As host, it would be fair of you to ask the venue of evidence for recent fire safety inspections, tests, training and maintenance and also to ask for details of fire drills, fire routes etc at the venue for your own information.  Responsibility for fire safety doesn't stop there either; exhibitors or sub-contractors (such as external caterers) have a fire safety responsibility too; e.g. they shouldn't block fire excape routes and if they're using equipment that may present a fire risk, it's their responsibility to inform the host/venue and ensure that adequate fire protection is in place.  Similarly, it's the visitor / guest responsibility to obey the no smoking rules, act responsibly and use the allocated smoking shelter outside, follow instructions during emergencies, raise an alarm if fire is encountered etc.  The bottom line is that everyone has some form of responsibility for fire safety.

Slips, trips and falls

Imagine if a visitor to an exhibition trips on a trailing electrical cable or down steps whilst wearing high heels.  Whether or not the visitor has taken one or more (free) alcoholic drinks from an exhibitor or the host beforehand is relevant.  She (let's assume it's a she, what with the high heels) wonders whether to sue the venue (for poorly lit or ill-maintained stairs), the exhibitor (who was using the trailing electrical cable) or the host (for providing the drink and not warning her about the stairs). 

Where does the blame lie?  A proper risk assessment for slip, trip and fall hazards would have identified and prevented these possibilities before any harm had occured.  The venue would be probably responsible if the lighting, floor covering or handrail were faulty; the exhibitor would probably be responsible if the trailing cable had been put there by them; the organiser may be held responsible if they had provided the trailing cable.  Blame may actually lie with the visitor if she were drunk in charge of high heels!  Again, responsibility for slips, trips and falls is ultimately everybody's.

Food safety

Catering for events is common - it could be canapes, tea and coffee with biscuits, hot breakfast buffet, formal dinner and any variation between.  Sometimes the catering is done in-house by the venue or by franchised caterer, sometimes by external caterer.  Food is also commonly on offer at trade shows, expos and conferences, given away as promotional offers.  Each of these has potential food safety and hygiene issues; from the basics such as storage and handling of cooked and raw meat, essential standards of cleanliness and proper cooking

through to more esoteric areas such as identification of allergens, the responsibility of food safety will lie with distinct, various bodies.  It is wise to check with catering contractors about their food hygiene certification and inspections just to be sure.  If samples and free gifts are available, it is wise for the exhibitor to have confidence in potential food safety and hygiene issues.  

First aid provision

A clear understanding should be held of who takes responsibility for event first aid.  The venue may have trained first aiders available to the convener of the event (or may not), and first aid kits (even first aid rooms and defibrillators), or responsibility may be taken on wholly by the event organiser.  Training and awareness is best done by relevant persons prior to the event.  A proper first aid risk assessment will identify the number or people, specific risk groups, resources needed and training appropriate to the scale and type of event.

Crowd safety

Usually the responsibility of the venure or the host; consideration should be given on the number (size) of crowd, movement/circulation routes and pinch-points, drink and drug usage (pop and rock concerts!), emergency situations,

toilet and welfare provision, security and stewarding. Outdoor events also add in the element of weather (sunburn, exposure, hypothermia etc). 

The fire alarm went off during a recent concert I attended at a very well known North East music venue, and the venue staff were very slow to respond and to clear the hall. The audience were firstly at potential risk (it was a false alarm fortunately) and secondly aggrieved at the disturbance caused.  

Other health & safety issues

Other areas of potential risk include manual handling (e.g. setting out chairs, tables, carrying and setting out display items), mechanical and electrical equipment (e.g. lights, fixed electrical infrastructure, overloaded multi-way sockets, trolleys, step ladders, hand / power tools, electrical displays, folding chairs and tables),  and emergency contingency (what to do if the venue has to cancel at short notice or is subject to sudden catastrophic power failure)(think Tom Jones at Alnwick Castle last summer!).

Contact me if you need any advice and guidance on the health & safety implications of hosting a corporate event.

Oh, the photo at the top was one I took of The Flaming Lips playing at Crystal Palace in June 2011 - their singer Wayne surfing the crowd in a Zorb ball, conveniently spot-lit.