How to… ensure your LFA activity is safe

Whatever activity you’re delivering for LFA, it’s key it is conducted in a safe and responsible way. 

Each LFA Organiser is directly responsible for the safe planning and delivery of their LFA activity, with all potential risks to attendees, contributors and attendees identified and minimised. NLA (organiser of the LFA) is not responsible for the health and safety of Organiser/third-party activity.

 

To support you on the journey, we have prepared guidance outlining the key factors to consider to when planning and delivering your activity. Once you’ve read the guidance, you can complete a thorough risk assessment.

This content is broken down into:

  • Considerations when planning your LFA activity
  • Considerations when delivering your LFA activity
  • Risk Assessment template

 

 

1. Considerations when planning your activity:

 

  • TIMINGS: Consider the the timings of events – particularly in relation to location of the activity.  For example, if your venue is down an alleyway that becomes very dark in the evening, this may add a further risk to you, your team and attendees.
  • SUPPORT: Organise adequate staffing or volunteer support, with roles and responsibilities agreed. Including identified first-aid and access leads.
  • CAPACITY: Check the maximum capacity of your venue and think about what you will do if more people arrive than you have capacity for.
  • ALCOHOL: If you’re considering alcoholic drinks at your activity – particularly if you’re considering charging for drinks – be aware of licensing restrictions, consider who will be serving alcoholic drinks and what measures you will implement to stop people drinking to excess.
  • RISK ASSESSMENT: Create a clear risk assessment covering information on the venue/environment(s), crowd flow, fire exits, equipment, food and content
  • INSURANCE: Ensure you or your organisation’s Public Liability and/or Employers Liability insurances have been extended to cover the public activities you have planned as part of the Festival.  NLA’s insurance policies do NOT cover your event/s or activities.

For specific events:

TOURS:

  • Consider the size of the group you’re able to manage for your route and cap your tickets accordingly. For groups over 10 people, you may wish to have an additional person at the back of the group.
  • Cycling or running groups can present extra challenges. For example, consider enforcing a bike helmet rule, for those who can.
  • Consider the route you’re taking, and any potential trip hazards, narrow pathways, which might not be accessible or cause injury.

EXHIBITIONS AND INSTALLATIONS:

  • Consider how people will interact with the exhibition or installation – whether it is safe enough to be left alone or requires invigilation and whether it is robust enough to last for the duration of time that you plan it to be installed.
  • Consider steps to take it it breaks, in part or in it’s entirety. Does your organisation have or require professional indemnity or public liability insurance to cover an additional risk if the installation is in the public domain?

DIGITAL EVENTS:

  • While there are less physical risks with digital activity, consider steps to take to avoid risks such as Zoom bombing, safety of children, and how you will mitigate against these risks.

ACTIVITY FOR FAMILIES AND YOUNG PEOPLE:

Activity aimed at families or young people can present additional risks which you will need to consider carefully. You will need to ensure:

  • DBS CHECK: There is at least one DBS (Disclosure and Barring Service) checked member of staff in the room when an event for children is taking place. Any staff, freelancers or volunteers that are leading events for children unaccompanied by adults or with attendees under the age of 18 should have a complete and up to date DBS check.
    • Under no circumstances should any individual, who does not hold a DBS certificate be alone with young people and should avoid situations where this may occur. Individuals should never take children or vulnerable adults to the toilets, either as an individual or in a group or run a one-to-one in person or digital session without parent/carer’s consent.
  • UNDER 14’s: Young people under the age of 14 are supervised by a parent/carer at all times. An exception to this is family activities where DBS checked staff will supervise at all times.
  • UNDER 18’s: Young people between 14 and 18 have written consent from a parent/carer to attend the event. Written consent should include: 1. Name, date and signature of parent/carer, 2.Emergency contact details and 3. Details of the event and what to expect
  • INCIDENTS: In the event of an incident or illness involving an unaccompanied child suspected of being under 16 and requires first aid, first contact with the parent/carer must be made before administering by a qualified first aider. Where possible two individuals, one being a qualified first aider, should be present while first aid is being administered. If an emergency situation occurs, a qualified first aider may administer first aid without contacting the persons parents/ carers, however they should be contacted once the emergency has come to an end.

 

 

2. Considerations when delivering your activity:

 

  • RISK ASSESSMENT: Run through your risk assessment to check if anything has changed or needed updating, ensure access to the fire exit is easily accessible
  • SIGNAGE: Create and clearly display clear signage to entrances, exits, toilets, quiet spaces and activity areas.
  • PROCEDURES: Ensure emergency procedures for the venue or environment(s) and first-aid provisions are understood all organisers and contributors – and when arrived, all attendees also.
  • CLEAN UP: If you are running an activity in your studio or workshop, ensure you put away any (dangerous) tools or materials, ensure toilets and surfaces are cleaned and empty, there are no obvious trip or slip hazards, toilet’s are unlocked with emergency pull cords working and not tied up, and confidential information is locked away – particularly personal or business-sensitive information.
  • CAPACITY: Keep a check on the amount of people at your activity, and in your case – and take action if more people arrive than you have capacity for.
  • ALCOHOL: If you are serving alcoholic drinks at your activity – ensure those serving alcoholic drinks are overage, know how to prevent underage people from drinking and to stop people drinking to excess – as well as the measures to take for those with increased consumption of alcohol.
  • PHOTOGRAPHY: If there is photography or filming taking place at your activity, recognise that some people may not want their photo, or a photo of their children and make sure people are aware there is photography or filming taking place and where this may be used. This should be done on the day of the activity and before.
    • For example: “We will be taking photographs/film of the activity today, to share on our website and social media after the day. If you do not wish to be photographed/filmed, please inform the organiser(s).”
  • RESPECT: LFA activity should be safe and inclusive environments, and we will not tolerate physical or verbal harassment or language towards any organisers or attendees.

For specific events:

TOURS:

  • Ensure prepared and punctual: Arrive early to review route, check accessibility (paths, crossings, seating, etc.) and diversions which might impact the tour (e.g. road closures on a step free path).  Test any equipment (e.g., microphone, speaker, visual aids) beforehand.
  • Take care to look after the group, to the best of your ability – particularly if crossing roads or in busy areas. Begin tour with a safety briefing – including ideal crossing point movement, potential hazards or access changes – and always model safe behaviour (e.g. use designated crossings).
    • Remind people that they are in a public space and that whilst concentrating on the tour leader, they should remain aware of their surroundings. Whilst people are looking up at buildings or concentrating on one thing, they can find themselves less aware of their surroundings!
  • Maintain a comfortable walking pace throughout, avoid walking and talking at the same time, and when stop to talk, ensure position self where everyone can see and hear.

EXHIBITIONS AND INSTALLATIONS:

  • Check in frequently to ensure there are no breaks or changes that make it unsafe. If invigilation is needed, ensure someone it present at all time an are aware of steps to take it it breaks, in part or in it’s entirety.

ACTIVITY FOR FAMILIES AND YOUNG PEOPLE:

  • Check in frequently to ensure you are actioning all the elements considered and actioned during the preparation of your event (see above).

 

3. Risk assessments:

 

When delivering LFA activity, it is key you conduct a thorough risk assessment to ensure potential risks to attendees, contributors and attendees identified and minimised.

Before your activity, gather all organisers and relevant contributors together and run through the risk assessment with them, including potential risks, what you would do in these situations, where the emergency exits are, nearest first aiders are, etc.

Please review and update your risk assessment if you think it might no longer be valid (e.g, following a recent accident in the venue or if there are any significant changes to hazards, such as a change to the planned activity, venue, new equipment or activities)

 

Download a Risk Assessment Template here.