Welcome to Hay Festival

All persons coming onto the main Hay Festival site before Thursday 26th May and from Monday 6th June will need to undertake the following health and safety briefing.

This is because during these periods the festival site is regarded as a construction site and you must therefore abide by the rules in the following briefing.

Additionally, a briefing specific to the festival period will be held at 2.30pm on Wednesday 25th May in Venue 3.

Therefore, please complete the following pages, reading and understanding the following information.

If you have any questions, please contact either Georgie Cooke, Production Director or Charlie Ansell, Event Safety Manager (charlie@jreventservices.co.uk).

Basic Site Details

Address – Dairy Meadows, Hay on Wye, Hereford HR3 5PJ

Site Manager – Fred Wright, who is contactable on Radio Channel 1 (Channel 6 during the festival) or mobile phone

Event Safety Manager – Charlie Ansell, contacted on Radio Channel 1 or on 07793 552534

Access – During the build and de-rig period the main site entrance will be in the bottom corner on the Llanigon Road (South-West gate). It will be manned by security, and you will need to sign in and out, when you arrive or leave on site. This is part of the arrangements to keep the site safe and well managed, so please do not avoid this process – even if you are in a rush.

Site Speed Limit – 5 miles an hour, at all times.

Personal Protective Equipment (PPE)

Please ensure you are wearing appropriate clothing and footwear on-site at all times.

Depending on the job being undertaken, you may also be required to wear additional PPE.

This may consist of hard hat, gloves, googles, respirator, harness or other protective equipment.

Clean & Tidy Site

The site shall be kept clean and tidy at all times.

Discarded equipment and waste materials must be cleared away as soon as possible and deposited in the appropriate bin, skip or storage area.

Don’t assume someone else will do it – help us keep the site tidy.

Smoking – please do not smoke within any enclosed or tented structures or public areas.

More On-Site Basics

All personnel shall be properly trained for the works that they are undertaking and / or competent within their field of operation.

All personnel will be familiar with the method statement and risk assessment that applies to the task being undertaken. If in doubt, please ask you line manager or Charlie Ansell (Event Safety Manager).

All personnel are reminded to wash hands before eating and after using sanitary facilities.

Please use appropriate behaviour at all times whilst on or in the proximity of this site.

Drugs & Alcohol

No drugs or alcohol shall be consumed whilst working. No staff shall be under the influence of drugs or alcohol whilst at work.

Any person who is considered to be under the influence of alcohol or drugs will be stopped from working and will be asked to leave site.

Manual Handling

Before undertaking a manual handling task, please ask the following questions:

1. Does the load need to be moved at all?

2. If yes, can the item be moved by a manual handling aid? – e.g pallet truck, trolley, forklift, buggy etc

3. If no, can the load be lifted by two or more persons?

4. If yes or no, can the load be made smaller, lighter or easier to lift?

5. Can the consignment be broken up into lighter loads?

6. Can the carrying distance be reduced in any way?

7. Is there a way to make the environment better for lifting? – more light, stabilise the floor, lift out of the wind etc

If your answers all still lead to manual handling, please consider the following

• Your own strength and fitness (including any underlying medical conditions)

• The weight to be lifted

• Distance to be carried

• The nature of the load and how the weight is distributed within the item

• Posture to be adopted whilst lifting

Working At Height

• Working at height is a dangerous on-site activity.

• Working at height should be avoided where possible.

• No working at height is to be done as lone work.

• Ladders must be footed, with the climber using three points of contact at all times.

• Only competent individuals shall conduct work at height.

The hierarchy of controls embodied in the Working at Height Regulations and Hay Festival’s Working at Height Policy must be adhered to.

Lone Working

Lone working on site is not permitted, unless it adheres to the lone working protocols laid out in the risk assessment for your activity, as well as Hay Festival’s Lone Working Policy.

No working at height or working with electricity to be done as lone work – in any circumstances!

If you are working on your own, make sure someone knows where you are and what you are doing, and check in with them at regular intervals during the activity and let them know when you have finished.

Site Specific Hazards

The Dairy Meadows site has some hazards specific to it which you should be aware of whilst working on-site:

• Proximity to two public highways (Llanigon Road and Brecon Road)

• Livestock in the neighbouring fields

• Overhead power cables in the vicinity of the site

• Boggy / wet ground. Particularly in the far corner, nearest the town (and North gate).

Please familiarise yourself with the areas where the ground is particularly wet and boggy.

• Uneven ground across site, as it is a livestock field outside of festival usage.

• An uneven access road, around the edge of the site

• When dry the site gets very dusty.

• There are water and electricity points on site.

Please be aware of these when working near them, especially when making holes in the ground.

• Check the ground is clear before installing any pegs into the ground

Reporting of Incidents, Near Misses, Dangerous Occurrences etc.

To help us stay safe on-site and learn for the future please report any:

• Accidents

• Incidents

• Near-misses (no matter how trivial it may seem)

• Dangerous occurrences

• Unsafe practices or conditions you have witnessed on-site.

These must be reported to the Site Manager, Fred Wright, or the Event Safety Manager, Charlie Ansell, as soon as it is safely possible to do so.

They will investigate these incidences and may ask you for more details for their report.

First Aid Medical Arrangements

There will always be a first aider and first aid kit on site.

In the event of an emergency please contact Site Manager, Fred Wright via radio or security on the Llanigon Road (South-West) gate who will be able to contact the nearest first aider.

During the festival period the on-site medics will be situated near to Venue 1 (Baillie Gifford Stage).

Covid 19

COVID-19 is still affecting us in the event world to try and remain safe and well please adhere to the following:

The main symptoms of COVID-19 are now as follows:

• a high temperature or shivering (chills) – a high temperature means you feel hot to touch on your chest or back

• a new, continuous cough – this means coughing a lot for over an hour, or 3 or more coughing episodes in 24 hours

• a loss or change to your sense of smell or taste

• shortness of breath

• feeling tired or exhausted

• an aching body

• a headache

• a sore throat

• a blocked or runny nose

• loss of appetite

• diarrhoea

• feeling sick or being sick

If you have any of the above and think you have COVID-19 please stay away from site and seek a confirmatory test, if available to you.

Do not put others and the event at risk by spreading COVID-19 if you know you are infected.

Ensure good ventilation if in our offices or sharing a vehicle, wash or sanitise your hands regularly and if you prefer to wear a mask whilst working alongside others please do so.

Welfare

There are welfare facilities on-site available to all staff, contractors and traders, please make yourself aware of these whilst you are on-site, these include:

• Toilet facilities

• Handwash / hand sanitiser stations

• Undercover and dry rest areas for site and technical staff

• Access to drinking water

• Crew catering (during the festival period)

Also, you should take measures to look after your own, and everyone else’s welfare. For example:

• Ensure you dress for the weather – sun cream and hat in sunny weather; raincoat in the rain, etc

• Please try to keep the beautiful festival site clean and tidy – dispose of litter appropriately

• We request that you use re-useable water bottles to avoid single use plastic – make sure you stay hydrated.

Emergency / Evacuation

During Build & Break

In the event of an emergency please follow the instructions of the Event Safety Manager, Charlie Ansell and the Site Manager, Fred Wright.

If a full site evacuation is required, follow directions to the designated muster point and wait there until further instructions. Only re-access the site when you are told it is safe to do so.

Muster Point: The layby between site and the Brecon Road.

During the Festival Period

Different evacuation and emergency arrangements will be in place during the festival period.

These will be laid out during the site Health and Safety Briefing at 2.30pm on Wednesday 25th May in Venue 3.

In the event of a weapons or terrorist attack follow the Run, Hide, Tell protocol – see the next page.

If you see a suspicious package, think H.O.T – see the graphic in two pages.

Thank you for your time

Remember, if you are unsure about anything please report it or ask the Site Manager or Event Safety Manager

Contact them via Radio Channel 1

Also, please turn up to the Health & Safety Briefing:

2.30pm on Wednesday 25th May in Venue 3