Health & Safety/Accessibility Policy

Purpose of this policy

Big Tree Night is committed to providing a safe and enjoyable event for visitors, volunteers, stallholders, contractors and everyone involved in organising and running the event.

We take reasonable and proportionate steps to identify potential hazards, assess risks and put appropriate measures in place to reduce those risks.

Accessibility is an important consideration for the event and we aim to make it as welcoming and accessible as reasonably possible.

1. Responsibility for Health & Safety

The Big Tree Night Committee has overall responsibility for health and safety arrangements for the event.

Committee members, volunteers, contractors and stallholders are expected to take reasonable care of their own health and safety and that of other people who may be affected by their activities.

Everyone involved with the event is encouraged to report hazards, accidents or safety concerns to a member of the Big Tree Night Committee as soon as possible.

2. Risk Assessments

A risk assessment is prepared and reviewed for Big Tree Night to identify significant hazards associated with the event and the measures required to manage them.

Additional risk assessments or method statements may be required for particular activities, contractors, attractions or equipment where appropriate.

Risk assessments are reviewed when circumstances change and as part of the planning for each year's event.

3. Traffic and Vehicle Movements

Vehicle movements associated with setting up and clearing the event are managed to reduce the risk to pedestrians, visitors and those working at the event.

Where necessary, vehicle movements are controlled by marshals and appropriate high visibility clothing is worn. Vehicle and pedestrian movements are separated wherever reasonably practicable.

Access routes for emergency services are kept clear throughout the event.

4. First Aid and Emergencies

Appropriate first aid provision is arranged for Big Tree Night and its suitability is considered as part of the event planning and risk assessment.

Access for emergency services is maintained and arrangements are made for responding to emergencies that may occur during the event.

Committee members and volunteers will assist visitors in obtaining appropriate help where required.

5. Stallholders, Contractors and Attractions

Stallholders, contractors and others carrying out activities at Big Tree Night are responsible for operating safely and complying with applicable health and safety requirements.

Where appropriate, they may be required to provide documentation such as risk assessments, method statements, public liability insurance or other evidence that their activities are being managed safely.

Big Tree Night may refuse or stop an activity where the Committee considers that it presents an unacceptable risk to the public or others at the event.

6. Electrical Safety

Electrical equipment used at Big Tree Night must be suitable for its intended purpose, in good condition and used safely.

Stallholders, contractors and others bringing electrical equipment to the event are responsible for ensuring that it is appropriately inspected and maintained.

7. Fire and Hot Food

Activities involving cooking, heating equipment, naked flames or other sources of heat must be appropriately managed to reduce the risk of fire, burns and scalds.

Suitable fire extinguishers, fire blankets or other appropriate fire safety equipment must be available where required.

Members of the public must be kept a safe distance from hot or hazardous equipment.

8. Food Safety

Stallholders preparing, handling or selling food are responsible for complying with applicable food hygiene and food safety requirements.

Big Tree Night may require appropriate food hygiene documentation or certification to be provided before the event.

9. Public Safety and Welfare

The event site is monitored throughout Big Tree Night and reasonable steps are taken to keep pedestrian areas clear of avoidable hazards.

Waste should be managed throughout the event and stallholders are expected to keep the area around their stall clear and safe.

Arrangements are made to assist lost children and other visitors who may need help during the event.

10. Volunteers

Volunteers are an important part of Big Tree Night and should only undertake activities that they are reasonably able and competent to carry out.

Appropriate information, instructions or equipment will be provided where necessary for the activity being undertaken.

Volunteers should not put themselves or others at unnecessary risk and should raise any safety concern with a member of the Big Tree Night Committee.

11. Accessibility

Big Tree Night takes place on Shepperton High Street and we aim to make the event as accessible and welcoming as reasonably possible.

When planning the event, we aim to keep pedestrian routes clear and consider the needs of visitors with disabilities or limited mobility. If you have particular accessibility requirements or would like information before attending, please contact us and we will do our best to help.

12. Accidents and Incidents

Accidents, incidents and significant near misses should be reported to the Big Tree Night Committee.

Where appropriate, incidents will be recorded, investigated and used to identify whether additional safety measures are required.

13. Review of This Policy

This policy and the health and safety arrangements for Big Tree Night will be reviewed periodically and when there are significant changes to the event or its activities.