Health & Safety Policy

1. Our Commitment

The Hidden Beach Organisation CIC is committed to protecting, so far as reasonably practicable, the health, safety and welfare of people affected by our activities.

This includes our employees, volunteers, contractors, traders, performers, partners, event participants, visitors and members of the public.

We believe that good health and safety management is an essential part of delivering successful events and community activities.

2. Purpose

This policy establishes Hidden Beach's approach to managing health and safety across our organisation, events, markets, cultural programmes and other activities.

We aim to:

• identify significant hazards;
• assess and manage risks;
• prevent accidents and ill health;
• provide appropriate information and instruction;
• maintain safe environments;
• establish appropriate emergency arrangements;
• work with competent contractors and suppliers; and
• continually improve our health and safety arrangements.

3. Legal Framework

Hidden Beach will comply with applicable health and safety legislation and requirements, including the Health and Safety at Work etc. Act 1974 and relevant regulations made under it.

Other legislation and guidance may apply depending on the nature, location and scale of an activity.

We will seek competent professional advice where an activity presents risks beyond our internal knowledge or experience.

4. Responsibilities

The Directors of The Hidden Beach Organisation CIC have overall responsibility for health and safety within the organisation.

Responsibility for managing individual events, projects or activities may be delegated to an appropriate event or project lead.

Everyone working or volunteering for Hidden Beach has a responsibility to:

• take reasonable care of themselves and others;
• follow reasonable safety instructions;
• use equipment appropriately;
• report hazards, accidents and unsafe conditions;
• cooperate with safety arrangements; and
• avoid deliberately interfering with safety equipment or procedures.

5. Risk Assessment

Hidden Beach will use risk assessment as a central part of its health and safety management.

Risk assessments should identify significant hazards, consider who may be harmed and how, identify existing controls and determine whether further reasonable precautions are required.

Risk assessments should be proportionate to the activity.

They should be reviewed where circumstances materially change, following a significant incident or where there is reason to believe existing controls may no longer be adequate.

6. Event Management Plans

Larger or more complex events should have an Event Management Plan proportionate to their scale and risks.

Depending on the event, this may address management responsibilities, site arrangements, audience capacity, crowd management, emergency procedures, fire safety, medical and first-aid provision, security, temporary structures, contractors and traders, vehicle movements, weather, communications, accessibility, safeguarding, welfare facilities and evacuation arrangements.

Relevant safety information should be communicated to those who need it.

7. Site and Venue Safety

Before using a site or venue, Hidden Beach will consider whether it is reasonably suitable for the proposed activity.

Considerations may include ground conditions, entrances and exits, emergency access, pedestrian routes, lighting, trip and slip hazards, structures, utilities, fire arrangements, accessibility, nearby roads or water, weather exposure and other significant site-specific hazards.

Where appropriate, site inspections will be undertaken before opening to the public.

8. Temporary Structures

Temporary structures may include marquees, gazebos, stages, stalls, tents, barriers, fencing, temporary signage and other temporary installations.

Structures should be suitable for their intended use and installed in accordance with appropriate instructions or specifications.

Where necessary, installation should be undertaken or checked by competent persons.

Anchoring, ballast, ground conditions, weather limits, capacity and emergency exits should be considered where relevant.

Structures should not continue to be used where conditions make them unsafe.

9. Weather

Outdoor events can be affected significantly by weather.

Event planning should consider reasonably foreseeable conditions including high winds, heavy rain, flooding, snow and ice, extreme heat, extreme cold, thunderstorms and lightning, and poor visibility.

Where weather could affect safety, forecasts should be monitored appropriately.

Activities, structures or areas may be modified, suspended or closed where weather conditions create an unacceptable risk.

Commercial or programming considerations must not override immediate safety concerns.

10. Crowd Management

Events should have crowd management arrangements proportionate to expected attendance and the characteristics of the site.

Consideration may include safe capacity, entrances and exits, queues, pedestrian routes, emergency exits, pinch points, barriers, stage or performance areas, accessibility, security requirements and emergency vehicle access.

Routes required for emergency evacuation should be kept appropriately clear.

11. Fire Safety

Fire risks will be considered as part of event and venue planning.

Where required, an appropriate fire risk assessment will be undertaken.

Arrangements may include escape routes, emergency exits, firefighting equipment, emergency lighting, fire detection, evacuation procedures, assembly arrangements, staff briefings, combustible materials, cooking equipment, generators and LPG or other fuels.

Fire exits and escape routes must not be obstructed.

12. Electrical Safety

Electrical equipment used in connection with Hidden Beach activities should be suitable for its environment and maintained in a safe condition.

Temporary electrical installations should be appropriately designed and installed.

Particular attention should be given to outdoor equipment, weather protection, cable routing, trip hazards and public access.

Damaged or unsafe electrical equipment must be removed from use.

Where specialist electrical work is required, appropriately competent persons should undertake it.

13. Generators and Fuel

Where generators are used, they should be appropriately positioned and protected from public access.

Consideration should be given to exhaust gases, ventilation, fire, fuel storage, refuelling, noise, hot surfaces, electrical connections and separation from public areas.

Fuel must be stored and handled appropriately.

14. LPG and Cooking Equipment

LPG cylinders and cooking equipment must be safely installed, operated and maintained.

Traders and contractors using LPG are responsible for ensuring their equipment and working practices comply with applicable safety requirements.

Hidden Beach may require evidence of appropriate inspections or safety documentation.

Cylinders should be secured, appropriately positioned and protected from interference.

Cooking equipment should be appropriately separated from combustible materials and members of the public.

15. Food Traders

Food businesses operating at Hidden Beach events remain responsible for complying with applicable food safety and hygiene requirements.

Where appropriate, Hidden Beach may require evidence of food business registration, food hygiene arrangements, relevant safety documentation, insurance, allergen management, safe cooking arrangements and appropriate waste management.

Acceptance as a trader does not transfer responsibility for the trader's food safety obligations to Hidden Beach.

16. Traders, Contractors and Suppliers

Traders, contractors and suppliers are responsible for the safe management of their own activities, equipment and personnel.

They must cooperate with reasonable site and event safety requirements.

Depending on their activities, Hidden Beach may require appropriate risk assessments, method statements, public liability insurance, certificates, inspection records, licences, registrations or evidence of competence.

Hidden Beach reserves the right to prevent or stop an activity that presents an unacceptable immediate risk.

17. Stages, Entertainment and Production Equipment

Stages, sound systems, lighting, screens, rigging and other production equipment should be installed and operated appropriately.

Safety considerations may include structural integrity, electrical systems, cable management, working at height, weather, equipment stability, audience separation, sound levels and emergency access.

Specialist equipment should be installed or operated by competent people where necessary.

18. First Aid and Medical Provision

Appropriate first-aid arrangements will be determined according to the nature, size, duration and risk profile of an activity.

Arrangements may include trained first aiders, first-aid equipment, dedicated medical providers, an identified first-aid point, communication arrangements and emergency ambulance access.

People working at an event should know how to obtain first-aid assistance.

19. Accidents, Incidents and Near Misses

Significant accidents, incidents and near misses should be reported and appropriately recorded.

Where appropriate, incidents will be reviewed to establish what happened, whether existing controls were adequate, whether additional precautions are required and whether lessons should be applied elsewhere.

The purpose of reviewing incidents is primarily to reduce the risk of recurrence.

20. RIDDOR

Certain work-related injuries, occupational diseases and dangerous occurrences are legally reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations where the relevant reporting criteria and responsibilities apply.

Hidden Beach will make required reports where it has the legal responsibility to do so.

Where necessary, professional advice will be obtained to determine whether an incident is reportable.

21. Emergency Procedures

Events and activities should have emergency arrangements proportionate to their risks.

Potential emergencies may include fire, serious medical incidents, structural failure, severe weather, crowd incidents, security threats, missing children, loss of essential utilities and other significant incidents.

People with relevant responsibilities should understand how to raise an alarm, obtain assistance and communicate during an emergency.

Call 999 where emergency services are immediately required.

22. Evacuation

Where appropriate, events should have arrangements for evacuation or movement of people to a safer location.

Emergency routes and exits should be appropriate for the expected audience and, so far as reasonably practicable, take account of people who may require additional assistance.

Decisions to evacuate should prioritise life safety.

23. Children and Adults at Risk

Health and safety arrangements should take account of the needs of children and adults who may require additional assistance.

Safeguarding matters are addressed separately under Hidden Beach's Safeguarding Policy.

Where an issue involves both immediate physical safety and safeguarding, the immediate safety of the person concerned takes priority.

24. Accessibility

Hidden Beach will consider accessibility when planning events and activities.

Where reasonably practicable, consideration will be given to accessible routes, entrances and exits, viewing arrangements, toilets, emergency procedures, information, ground conditions and reasonable adjustments.

Accessibility considerations should form part of event planning rather than being addressed only after an issue occurs.

25. Manual Handling

Manual handling should be avoided where reasonably practicable where it presents a significant risk.

Where lifting or moving items is necessary, consideration should be given to the weight and nature of the load, the individual performing the task, the environment, lifting aids, team lifting and appropriate techniques.

People should not be expected to undertake manual handling beyond their reasonable capabilities.

26. Working at Height

Work at height should be avoided where reasonably practicable.

Where it is necessary, suitable equipment and precautions should be used.

Ladders and other access equipment must be appropriate for the task and used safely.

People should not undertake specialist work at height unless appropriately competent.

27. Vehicles and Deliveries

Vehicle movements can create significant risks during event setup and breakdown.

Where appropriate, arrangements should include designated delivery periods, speed restrictions, pedestrian separation, controlled vehicle access, competent assistance with reversing where necessary and restrictions on vehicle movement while the public is present.

Drivers must follow reasonable site instructions.

28. Alcohol

Where alcohol is supplied or sold, activities must comply with applicable licensing requirements.

Event planning should consider risks associated with intoxication, antisocial behaviour, glass, crowd management and the interaction between licensed and family areas.

People performing safety-critical duties must remain capable of carrying out those duties safely.

29. Noise

Where significant noise exposure may occur, particularly around amplified music or production equipment, risks to workers, performers and others should be considered.

Appropriate controls may include positioning, exposure management, hearing protection for relevant workers and management of sound levels.

30. Welfare

Reasonable welfare arrangements should be provided according to the nature and duration of an activity.

These may include toilets, drinking water, handwashing, rest arrangements, shelter, appropriate breaks and facilities appropriate to working conditions.

31. Security and Unsafe Behaviour

Security arrangements will be proportionate to the event and anticipated risks.

Violence, threatening behaviour or conduct that creates a significant safety risk will not be accepted.

Where necessary, individuals may be refused entry or asked to leave an event.

Police or emergency services may be contacted where appropriate.

32. Insurance

Hidden Beach will maintain insurance appropriate to its activities.

Contractors, traders and other third parties may be required to maintain appropriate insurance for their own operations.

Hidden Beach's insurance does not remove the responsibility of independent organisations or individuals to maintain insurance appropriate to their activities.

33. Competence, Information and Training

People should only undertake safety-critical responsibilities where they have appropriate knowledge, experience, instruction or training.

Relevant information should be provided to employees, volunteers, contractors and others where necessary for them to work safely.

Event briefings may be used to communicate site-specific arrangements and emergency procedures.

34. Volunteers

Volunteers are entitled to appropriate consideration of their health and safety.

They should receive information relevant to the tasks they are undertaking and should not be asked to undertake work for which they are not reasonably capable or appropriately prepared.

Volunteers are expected to follow safety instructions and report hazards or concerns.

35. Stop-Work and Safety Authority

Any person who identifies an immediate and serious danger should raise it promptly.

Event managers and other authorised people may stop an activity, isolate equipment, close an area or require corrective action where they reasonably believe an unacceptable immediate risk exists.

Where there is an immediate risk to life or serious injury, safety takes priority over programme schedules, commercial considerations or inconvenience.

36. Cooperation With Venues and Authorities

Hidden Beach may work with venue operators, landowners, local authorities, emergency services, licensing authorities and other organisations.

Responsibilities should be understood and coordinated appropriately.

Where another organisation controls a venue or site, Hidden Beach will cooperate with its reasonable safety requirements while continuing to manage risks arising from Hidden Beach's own activities.

37. Monitoring and Learning

Health and safety arrangements will be monitored through appropriate means, which may include site inspections, event debriefs, accident and incident reviews, feedback, contractor monitoring and review of risk assessments.

Lessons identified should be incorporated into future planning where appropriate.

38. Related Policies

This policy should be read alongside other relevant Hidden Beach documents, including:

• Safeguarding Policy;
• Equality, Diversity & Inclusion Policy;
• Complaints Policy;
• event-specific risk assessments; and
• Event Management Plans.

39. Responsibility for This Policy

The Directors of The Hidden Beach Organisation CIC have overall responsibility for this policy.

Event and project leads are responsible for implementing appropriate arrangements within the activities they manage.

Everyone working or volunteering for Hidden Beach is expected to cooperate with reasonable health and safety arrangements.

40. Policy Review

This policy will be reviewed annually, or sooner following a significant incident, material change to our activities, or relevant change in health and safety requirements.

Organisation: The Hidden Beach Organisation CIC Policy: Health & Safety Policy Contact: hello@hiddenbeach.uk Effective: September 2026 Next review: September 2027